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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 '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.

Procedure

Checking Out equipment

If you plan to take inventoried equipment off-campus, you will need to locate that item of inventory and designate it for off-campus use. There is documentation about how to initiate this process in the OneSource Training Library here: https://training.onesource.uga.edu/UPK_Training/OneSourceOL/Publishing%20Content/PlayerPackage/index.html?Guid=8331511a-e8ee-40b3-888d-53ca2d325d73

Checking In Equipment

If you no longer have a need to take inventoried equipment off-campus, you will need to locate that item of inventory and remove the off-campus designation. There is documentation about how to initiate this process in the OneSource Training Library here: https://training.onesource.uga.edu/UPK_Training/OneSourceOL/Publishing%20Content/PlayerPackage/index.html?Guid=8331511a-e8ee-40b3-888d-53ca2d325d73

Approval Criteria

In an effort to be consistent and streamline form processing, the College defined the following approval criteria for off-campus equipment.

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State-owned, inventoried equipment may be assigned to individual students via the authorization form if they are employed by the University; students that are not employees require a sponsoring faculty member. Include the name and signature of the sponsor on the authorization form under 'Individual Requesting Authorization.'

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Appropriate Use

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.

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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'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.

Procedure

Checking Out equipment

If you plan to take inventoried equipment off-campus, you will need to locate that item of inventory and designate it for off-campus use. There is documentation about how to initiate this process in the OneSource Training Library here: https://training.onesource.uga.edu/UPK_Training/OneSourceOL/Publishing%20Content/PlayerPackage/index.html?Guid=8331511a-e8ee-40b3-888d-53ca2d325d73

Checking In Equipment

If you no longer have a need to take inventoried equipment off-campus, you will need to locate that item of inventory and remove the off-campus designation. There is documentation about how to initiate this process in the OneSource Training Library here: https://training.onesource.uga.edu/UPK_Training/OneSourceOL/Publishing%20Content/PlayerPackage/index.html?Guid=8331511a-e8ee-40b3-888d-53ca2d325d73

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