Equipment Guidelines

 
 

 

The College is required by the State Comptroller to maintain accountability for its equipment at all times. Beginning in August 2009 SUNY Oneonta has maintained inventory records on ALL NEW computers REGARDLESS OF COST. Inventory records are maintained for other equipment particularly vulnerable to loss or theft with an original cost of $500 or more and other moveable equipment with an original cost of $1,500 or more.

MOVING EQUIPMENT

When equipment is moved between buildings and/or between departments without notification to the Property Management Office the annual inventory process is unnecessarily complicated for the Departments involved and for Property Control. The otherwise positive outcome of any equipment audit is also jeopardized. When equipment has been or will be moved, notify the Property Management office immediately by email to William.Wood@oneonta.edu or Janet.Frankl@oneonta.edu or by memo to Willy Wood or Janet Frankl, Facilities Planning & Property Management. Provide the following information:

· Description (computer, printer, monitor, etc.)
· SUNY-Oneonta decal number
· Manufacturer's serial number
· Previous location
· New location


USING COLLEGE-OWNED EQUIPMENT OFF CAMPUS

Appropriate approval is required for off-campus use of College-owned equipment. Use this form to get approval. If you have questions contact Willy Wood or Janet Frankl by email: woodw@oneonta.edu or frankljl@oneonta.edu.Technology Services in Milne Library has independent authority to grant approval for equipment under its jurisdiction.


ADDING NEW EQUIPMENT TO EQUIPMENT INVENTORY

When making purchases using your SUNY Oneonta Visa card,  ALWAYS send a copy of the purchase requisition, including the Visa document number, for EQUIPMENT purchases to Willy Wood in Property Management.  Willy will determine if the equipment meets the criteria for inclusion on the equipment inventory.  You can send via campus mail, email or fax to 2568. When equipment is purchased through our Purchasing Department, Property Management is routinely notified so items that meet the criteria can be added to the College’s equipment inventory. However, if your new equipment has not been tagged within 30 days of receipt, please contact Willy Wood or Janet Frankl by email to William.Wood@oneonta.edu or Janet.Frankl@oneonta.edu or by memo to Willy Wood or Janet Frankl, Facilities Planning & Property Management. Please include the Purchase Order or Visa document number.  Your assistance will be appreciated!



SURPLUS EQUIPMENT

Note: Storing furniture or equipment in hallways or service entrances, even temporarily, is NOT ALLOWED and is a violation of fire code regulations!
All departments should direct requests to have surplus computers or related equipment removed from your department to Mark English, Manager – Technology Services via memo or email Mark.English@oneonta.edu with copy to Willy Wood & Janet Frankl  William.Wood@oneonta.edu or Janet.Frankl@oneonta.edu.  Computer hard-drives will be reformatted, insuring removal of any sensitive information, & the equipment will be evaluated for possible reassignment to another department on campus. Direct surplus requests for non-computer equipment to Willy Wood or Janet Frankl. Include the following data on all surplus requests:

· Description (computer, printer, monitor, etc.)
· SUNY-Oneonta decal number
· Manufacturer's serial number
· Condition
· Current location

SURPLUS FURNITURE

Note: Storing furniture or equipment in hallways or service entrances, even temporarily, is NOT ALLOWED and is a violation of fire code regulations!
Request removal of surplus FURNITURE (desks, chairs, tables, file cabinets, book cases etc.) by submitting a Work Request via the Campus Work Request system.

Contact Willy Wood at ext. 3232 or Janet Frankl at ext. 3227 for further information regarding Property Management issues.


Contact Willy Wood at ext. 3232 or Janet Frankl at ext. 3227 for further information regarding Property Management issues.