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UGA Procedures: All state-owned, inventoried equipment must be tagged by Property Control prior to off-campus use. Personnel within Franklin units will document the use of off-campus equipment by completing the University’s authorization form; a link to the form is available in at the supporting information section bottom of this documentpage.
The authorization form initiates insurance coverage for equipment used off campus; departments will need to cover these fees.
Each unit will identify an administrative professional who will maintain the authorization forms and coordinate the annual renewal
processrenewal process. Departments with a very large pool of off-campus equipment should contact Risk Management to initiate en masse coverage for the items; the current contact is Judy Baxter, jbaxter@uga.edu. The supporting information section contains a . A link to the UGA Risk Management web site is provided below.
When faculty, staff, or students need to use Departments that wish to make state-owned, inventoried equipment available to faculty, staff, or students for University purposes on a short-term basis , departments desiring to offer this service may provide an equipment pool. If departments use the pool model, the department may be listed as the ‘Individual Requesting Authorization’ on the authorization form rather than an individual. When possible, departments are encouraged to use a pool of checkout equipment rather than making long-term assignments to specific individuals; using a pool will help support professionals maintain the equipment. Pools may be assigned to a subgroup within the department such as a lab or program.
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Department/unit heads will help ensure appropriate use of off-campus equipment by their faculty, staff, and students by advocating compliance with policy and encouraging defensible uses of off-campus equipment; heads will correct misuse when discovered.
As per Board of Regents policy, state-owned equipment located off campus must be used for University purposes only. The supporting information section contains a A link to the Board of Regents Policy Manual is provided below; see section 711.09.
Off-campus equipment may not be used by family members or friends. A faculty or staff member may authorize a professional colleague to use state-owned equipment if supervised. For example, a faculty or staff member may authorize a professional colleague to use state-owned equipment at a conference or symposium while supervised if such use constitutes professional courtesy.
The College will comply with Board of Regents Policy on emeritus faculty and off-campus equipment; see additional details in the supporting information section. Appropriate use requirements apply to all users of off-campus equipment. Units within the College may not provide laptops or other items to faculty, staff members, or students as entitlements, gifts, etc.
Quantity Limits
The term, assignment, refers to the individual or entity listed on the off-campus equipment authorization form. Up to three inventoried, information technology (IT) devices (computer, printer, scanner, projector, etc.) may be assigned to a specific faculty or staff member for individual off-campus use, up to two of these devices may be computers; if additional inventoried IT devices are needed for individual use, they may be checked out from a departmental pool.
There are no limitations on the number or type of devices that may be assigned to a faculty or staff member for the duration of a field school or field research project as long as the devices are used for University purposes, but departments are encouraged to utilize checkout pools for these purposes.
When applicable, indicate student use of field equipment on the authorization form under 'Use to be Made of Property.’ If the item will be used by a specific student rather than a class, include the student’s name on the form. Up to 3 inventoried, information technology (IT) devices (computer, printer, scanner, projector, etc.) may be assigned to a specific faculty or staff member for individual off-campus use; if additional inventoried IT devices are needed for individual use, they may be checked out from a departmental pool.
Off-campus Devices and Sensitive Data
If sensitive data must be stored on off-campus devices, develop a process with your IT (information technology) professional to ensure that sensitive data are protected. The supporting information section contains a link A link is provided below to a list of potentially sensitive data items. Franklin College strongly recommends using Absolute Track software on off-campus laptops that attach to the Internet and contain sensitive data; see the supporting information section of this document for additional details about sensitive data and Absolute Track. The current cost of Absolute Track is $12 per device per year. The supporting information section of this document contains a link to an Absolute Track order form customized for Franklin College.
Laptops and other portable IT devices used off campus must be returned to campus for maintenance and updates prior to the annual renewal process.
Enforcement
Individuals found to be in violation of this policy may lose eligibility to use state-owned equipment off campus. If negligence results in theft or sensitive data exposure, the faculty member, staff member, or student may be responsible for equipment replacement or reimbursement of legal fees at the discretion of the Dean and Legal Affairs.
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UGA Absolute Track Information:
UGA Risk Management:
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