Purpose

To document and record equipment being loaned to faculty or staff.

Policy

OSU equipment is intended for use by the institution, and is not to be used for private purposes. 

Deans, Department Heads and Directors must authorize all equipment loans to their employees.  Authorization must occur prior to the employee taking possession of the equipment.  The borrower is expected to maintain and secure this property when in the borrower's custody. 

The equipment loan must be for a finite period of time not to exceed TWO years, though renewal is possible with the written consent of all parties.  The department head and the borrower will determine who will be responsible for the deductible in the event of a loss.  The borrower may be held financially responsible for any perils not covered by the State Insurance Fund, or for any loss or damage due to the negligence of the borrower.  The borrower may be asked to produce the equipment for inspection upon request. 

Procedure

Equipment Loaned to Faculty or Staff

Additional Information

See PRO 206: Equipment Acquisition - Loan for related information.

Purpose

To document and record equipment being loaned by OSU.

Policy

The Property Management Office must approve all equipment loaned by OSU.  The loans require written approval from the Department Head, the OSU Vice Provost for Research (only for equipment valued over $25,000), the Principal Investigator/Borrower, and an authorized institutional representative of the borrowing institution.

Under certain circumstances, OSU-owned equipment that is not accountable to a current grant or contract may be loaned to another research institution for a cooperative research, educational, or extension effort for up to two years (renewable).  When a cooperative research loan expires, it must either be renewed or the equipment returned to OSU at the other institution's expense. 

Procedure

Purpose

To document and record equipment being loaned to OSU.

Policy

The Property Management Office must approve all equipment loaned to OSU.  Equipment loaned to OSU must be for official institutional purposes and the use must be directed by OSU Officials, Managers, or Representatives.

OSU does not accept responsibility for personally owned equipment that is lost or stolen.  However, if personally owned property is being used for university business, generally the property will be covered by Risk Management.  Exceptions include stereo equipment, radios, pictures, paintings, fans, and general property not to be used for university purposes.

Property Control suggests that individuals who have personally owned equipment on campus take the following precautions to avoid the possibility of its being mistaken for OSU equipment:

• Mark the equipment for identification of ownership.
• Provide the department head with a list of personally owned equipment being used for university purposes.

Should confusion arise, proof of ownership will lie with the individual, not with OSU.

Procedure

Cross Reference

See PRO 206: Equipment Acquisition - Loan for related information.

Additional Information

See the Department of Public Safety & Oregon State Police website for information on how to identify your personal items through the "Operation ID" program.