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This document details Franklin College's extended policy on state-owned, inventoried equipment used off campus by faculty, staff, or students. All Franklin College units are within the scope of this policy.
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Abstract
Franklin College has added additional restrictions to the UGA Policy on Off Campus use of Equipment (https://policies.uga.edu/pdf/off_campus_use_of_assets.pdf) which are outlined below. We developed this policy to define and communicate appropriate use of state-owned, inventoried equipment used off campus by faculty, staff, or students. The policy will help ensure that Board of Regents and University procedures are followed and understood. Franklin College defines inventoried equipment as all inventoried items with a total purchase price of $500 or more, even though USG uses a $3,000 threshold. From Stephanie: I recommend we have a link to the UGA policy when updated, and then have a section about the more restrictive franklin policies. Then have the procedures section. That will shorten this document.
Policy
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Extensions
Franklin College defines inventoried equipment as all inventoried items with a total purchase price of $500 or more, even though USG uses a $3,000 threshold.
Departments with a very large pool of off-campus equipment should contact UGA Insurance and Claims Management to initiate en masse coverage for the items.
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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. 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
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.
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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. A link Please refer to UGA's Data Classification and Protection Standards is provided below. This page provides examples of sensitive information.to ensure you are in compliance with UGA policy.
Laptops and other portable IT devices used off campus must be returned to campus for maintenance and updates as specified by the department.
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