04:12:01 Sensitive Equipment Policy
- Introduction: Definition of Sensitive Equipment
- Sensitive minor equipment items are of a movable nature which is particularly vulnerable to theft and have a cost or fair value (for donated items only) between $1,500.00 and $4,999.99, regardless of funding source, and fitting into one of the following categories:
- All computers, no matter the cost.
- Projectors, display monitors, copiers, printers, digital cameras, video cameras, 35 mm cameras, hand-held electronic devices, and fax machines.
- Any office, classroom, and/or lab equipment that should be placed on the College inventory, as decided by the department supervisor, that does not fit into either category A.1.a or A.1.b.
- All weapons, regardless of cost.
- Accountability and Inventory Process
- When purchasing sensitive equipment, use the following account codes for the categories listed above:
Account Code
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Category
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74595
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A.1.a
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74596
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A.1.b, A.1.c, A.1.d
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- By using these account codes (74595 and 74596) the equipment will be placed on the College’s inventory. All sensitive equipment will be tagged. Equipment purchased with Technology Access Funds (TAF) will be tagged with special tags to identify it for use only for purposes identified in TAF policy.
- When accepting a donation of sensitive equipment, obtain an appropriate letter [KC1] of donation in accordance with College Advancement Policy 10:00:00, and then request in writing that the Business Office place the item(s) on the College equipment inventory.
- Protection of Sensitive Equipment
- It is the responsibility of each Department to ensure the safekeeping of all equipment and supplies purchased with College funds or donated to the College. This means that department supervisors should hold department personnel accountable for the discharge of their duties in safekeeping sensitive equipment. Therefore, each Department should have procedures for securing and maintaining sensitive equipment. Computer equipment and sensitive data controls must comply with all college policies and procedures.
- Process for Reporting Missing Sensitive Equipment
- Category A.1.a: For reporting any missing item of sensitive equipment in category A.1.a, please follow the Information Technology Security Incident Response (ITSIR) policy in addition to filing a report with Campus Police. The report must be made the same day the item is discovered missing.
- Category A.1.b or A.1.c: Any missing item of sensitive equipment in Category A.1.b or A.1.c, must be reported the day that the item is noticed missing to Campus Police and if required, complete a Property Loss Report as defined in TBR Guideline B-080. The information items needed to complete a security report are: 1) last time it was seen or inventoried, 2) description including serial number, and 3) value.
- Category A.1.d: Any missing weapon must be immediately reported by phone to Campus Police, as a missing weapon constitutes an emergency. Campus Police will complete appropriate reports.
Submitted to Policy Review Committee on September 23, 2024
Submitted to Policy Review Board on October 25, 2024
Approved by Policy Review Board with requested revisions on November 20, 2024
Revised as requested on December 18, 2024
See Previous Version(s):
Submitted to Policy Review Committee on February 10, 2020
Submitted to Policy Review Board on March 6, 2020
Approved by Policy Review Board on April 8, 2020
Approved: Executive Staff, 05/20/09
Approved: President’s Cabinet, 05/20/09
Approved: President, 05/20/09
Reviewed: Business and Finance, January 28, 2009
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