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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. 

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. 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 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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• Franklin College has implemented additional approval criteria and quantity limits for the number of items that can be removed from campus. See below for more information. 

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 if they are employed by the University; students that are not employees require a sponsoring faculty member. 

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.

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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When applicable, indicate student use of field equipment in the comments. If the item will be used by a specific student rather than a class, include the student's name in the comments.  

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.  

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

Other Reminders and Considerations

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.

Off-campus Devices and Sensitive Data

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Laptops and other portable IT devices used off campus must be returned to campus for maintenance and updates as specified by the department. 

Enforcement

Individuals found to be in violation of this policy the UGA policy or the Franklin College policy extensions 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.

Do we need this? 

I am trying to find a link to this policy below so we can link to it instead or echoing it to make sure our information doesn't get outdated.

Board of Regents Policy on Off-campus Equipment and Emeritus Faculty:

The Board of Regents has approved the use of state-owned equipment for Emeritus faculty. The following must accompany the off-campus use request:

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

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Checking In Equipment

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