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Departments that wish to make state-owned, inventoried equipment available to faculty, staff, or students for University purposes on a short-term basis may provide an equipment pool. If departments use the pool model, the department may be listed as the 'ÂÃ??Individual Requesting Authorization'ÂÃ?? 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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When applicable, indicate student use of field equipment on the authorization form under 'Use to be Made of Property.'Ã?Â?Ã??Ã??Ã?Â? If the item will be used by a specific student rather than a class, include the student'Ã?Â?Ã??Ã??Ã?Â?s name on the form.  

Off-campus Devices and Sensitive Data

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1. A copy of the letter from the President or the Board of Regents that approves Emeritus status for the individual requesting off-campus use.
2. A letter from the department head requesting the off-campus use and stating the reason for this request (listing the work the individual is currently performing for UGA).
3. The standard form that is required for currently employed individuals would also be required. On the form where budget position number and title are to be filled in the department should type 'see attached documents.' Renewal would be required on annual basis just as it is for individuals currently employed. 
4. It will be the department'Ã??Ã??Ã?Â?Ã?Â?s responsibility to inform the user that the items are the property of the state and must be returned to the department when they are no longer needed or when they quit working. The items should not be disposed of in any manner. State owned property, whether inventoried or not, cannot be 'gifted' as compensation for work performed or as a 'retirement' gift.

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External Resources