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The Franklin College policy for off-campus inventoried equipment. |
Overview
This document details Franklin College's extended policy on Franklin College has added additional restrictions to the UGA Policy on Off Campus use of Equipment which are outlined below. This policy defines and communicates appropriate use of state-owned, inventoried equipment inventoried equipment used off-campus by faculty, staff, or students. All The policy will help ensure that Board of Regents and University procedures are followed and understood. 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 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.
Policy Extensions
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Policy Extensions
IT Equipment Policy
Franklin College requires a University of Georgia control number and decal for IT equipment, regardless of acquisition cost, that is used to access, transmit, receive, and/or store university data. Examples of IT equipment that should be tagged include servers, desktop computers, laptop computers, tablets, and standalone mobile devices (e.g., iPods or cell phones without carrier service).
Exceptions to the IT Equipment Policy
- Mobile phones with active cellular carrier services are excepted from this policy.
- Justification: These devices were not previously tagged under the former policy, and the monthly cellular service bills allows departments to track these devices internally. Support is typically provided by the cellular service provider, not college IT staff.
- Justification: These devices were not previously tagged under the former policy, and the monthly cellular service bills allows departments to track these devices internally. Support is typically provided by the cellular service provider, not college IT staff.
- Audio visual equipment under the $3,000 limit that does not store data are excepted from this policy (e.g., projectors, document cameras, etc.).
- Justification: These items do not typically store university data and are not considered high risk/theft items.
- Justification: These items do not typically store university data and are not considered high risk/theft items.
- Computer peripherals under the $3,000 limit that do not store data are excepted from this policy (e.g., monitors, scanners, printers, etc.).
- Justification: These items do not typically store university data and are not considered high risk/theft items.
Approval Criteria and Quantity Limits
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
All Current Faculty
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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When possible, UGA Elements will serve as the source of data to confirm current activities. Requests that do not meet any of these criteria will be considered on a case by case basis; please provide a detailed justification.
Emeritus Faculty
Emeritus faculty must meet additional requirements for off-campus use of assets.
- 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).
- 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.
All Current Staff
Requests from staff will be approved when the job description requires working remotely or regular travel.
Students
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.
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.
Equipment Pools
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
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Equipment
If you plan to take inventoried equipment off-campus, you will need to locate that item of inventory , obtain written supervisor approval first. Once approved, work with your department's inventory control offer and/or business manager to locate the inventoried item and designate it for off-campus use in the asset management database in the UGA Financial Management System. There is documentation about how to initiate this process in the OneSource Training Library here.
- OneSource: https://
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- (select UGA Financial Management System)
- Help Documentation: Recording an Off-Campus (Off-Site) Asset
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 work with your department's inventory control office and/or business manager to locate the inventoried item and remove the off-campus designation . There in the asset management database in the UGA Financial Management System. There is documentation about how to initiate this process in the OneSource Training Library here.
- OneSource: https://onesource.uga.edu (select UGA Financial Management System)
- Help Documentation: https://training.onesource.uga.edu/UPK_Training/OneSourceOL/Publishing%20Content/PlayerPackage/index.html?Guid=8331511a-e8ee-40b3-888d-53ca2d325d73
Other Reminders and Considerations
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Individuals found to be in violation of 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 UGA Legal Affairs.
Related Links
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