OSU PRO 801: Lost, Damaged or Destroyed Equipment

Purpose

To ensure that university departments follow the necessary procedures when reporting lost, damaged or destroyed equipment.

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Applicability

All equipment in the custody of OSU.

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Policy

Departments must report all incidents resulting in equipment loss, damage or destruction to the OSU Risk Management Office (541-737-7252) for insurance purposes.  Departments must notify Property Management (737-7350) if the equipment is lost or damaged beyond repair and should be removed from inventory.  If the property is accountable to a grant or contract, the principal investigator must also follow instructions in the award document for reporting lost, missing, stolen or damaged property to the sponsoring organization.

Departments must report all equipment loss, damage or destruction resulting from suspected criminal activity to the Oregon State Police/Department of Public Safety (737-3010) or local law enforcement if the incident occurred away from the OSU main campus.

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Procedure

Reporting Lost or Damaged Equipment

Responsible Party	Action
Department	Complete and submit a State Self-Insurance Claim Report form (pdf) to the OSU Risk Management Office.  (Record the police case number on the Preliminary Report (if applicable)).

Removing Lost, Damaged or Destroyed Equipment from Inventory

Responsible Party	Action
Department	Complete a Property Disposition Request form along with copies of the State Self-Insurance Claim Report form. Record the police case number on the Property Disposition Request (if applicable). Submit to Property Management.
Property Management	Remove equipment from inventory.

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Cross Reference

See PRO 304: Insurance for filing a claim for lost, damaged or destroyed equipment.

See PRO 802: Stolen Equipment.

See PRO 903: Reporting & Inventories.

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Additional Information

See the Department of Public Safety & Oregon State Police website for procedures on reporting crimes and incidents to law enforcement.

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