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Please note that current Student Association Policy only requires inventory every other year. Therefore, if your club was created in that time frame, the Student Association does not have any inventory recorded. As a result, your club name will not appear on the list on the inventory page. You will simply have to fill out the survey, which is linked at the bottom of the page.

For all other clubs, the excel sheets are not to be updated. They are attached for your own reference as to what the Student Association currently has marked for inventory. All clubs must still fill out the survey to properly update their inventory list. Thank you.

TO: All SA Clubs and Organizations

RE: Club Inventory

DATE: 03- 07- 08

I am writing this letter to let all clubs know to fill out the Inventory Survey at mysa.oneonta.edu. If you have no inventory then please fill out the survey with your club name and put ‘no’ in the appropriate box. If your club has any equipment purchased by the Student Association, please insert ‘yes’ and proceed to indicate what was purchased, the quantity, a description of the item, date purchased, where it is being held, the condition of it, and the serial or model number (if known), and an estimated value. Please specify if items are missing or no longer in the clubs possession and indicate the reason for this, in the appropriate space provided.

Inventory is defined as any item purchased by a club with Student Association funds. Please only indicate items that are worth an estimated value of $50 or more. Please only indicate items that will be passed on from year to year. Equipment that can be categorized into a single group, that total an estimated value over $50, must be included in the inventory report. The database generated by the survey will then be forwarded to your club advisor, who must approve that the inventory list provided is correct.

The inventory process is now online to make it easier for clubs. Before filling out the survey, please click on your club name to open up an excel spreadsheet. On this spreadsheet is a list of what inventory we currently have your club marked down for. If an item is no longer in your procession, but is on the excel spreadsheet, it must be explained in the survey.

It is necessary for the Student Association to know where club equipment is at all times. The Inventory Survey must be complete no later than April 15th at 4pm. Your clubs budget may be jeopardized if inventory is not completed by this date. The Assistant Treasurer will conduct a check of ten clubs, selected at random, to make sure that the inventory process was completed correctly.

If you have any questions or comments feel free to contact me at x2432 or clareh03@oneonta.edu

Respectfully,

Edward Hyde Clarke
Assistant Treasurer, Student Association

Complete the Inventory Survey. It isVERY VERY IMPORTANT that you follow the proper format in the survey as we will be exporting the data into a new database. PLEASE LOOK AT IT CAREFULLY.