|Responsible office||Facilities and Debt Planning|
|Enforcement official||Assistant Vice President for Business and Finance|
|Classification||Board of Trustees-delegated Policy|
|Category||06. Business, Finance, and Auxiliary Operations|
Statement of policy
University employees should not remove University property from campus unless they have received explicit, written permission by their supervisor, manager, or director.
Summary of contents/major changes
This policy has been revised to fit the prescribed University Policy format. The intent of this long-standing policy has not changed. There is one change which is to remove the paragraph referencing a Property Tracking System as that no longer exists.
Purpose of Policy
The purpose of the removal of University property from campus policy is to protect the property of Western Michigan University from theft or vandalism by requiring that certain procedures be followed when removing property from the premises
Stakeholders Most Impacted by the Policy
Major asset – One whose cost is $5,000 or more, and capitalized and tagged by the Office of Facilities and Debt Planning.
Minor asset – One whose cost is less than $5,000 and tracked by the department. Examples are such things as keys, computers, tablets and cell phones.
Campus – The area contained by the grounds and buildings owned and/or operated by the University.
Full Policy Details
Request: Faculty and staff members must receive written authorization to remove University property from University buildings for the purpose of conducting University business away from the University. Employees requesting authorization must submit a request for off campus use of WMU property to their supervisor. Authorization must be given by the employee’s supervisor, manager or director. At a minimum, the department chair must approve removal of property for academic departments. No employee may approve their own request to remove or return property.
Communication: Upon authorization, the supervisor will determine if the asset has been purchased with grant funds, an email notification of the authorization will be forwarded to the Grants and Contracts Office immediately. Additionally, if the asset has been classified as a Major Asset, the supervisor must email notification of the authorization to the Facilities Management and Debt Planning Office for their review.
Review process: Department/unit managers and supervisors should review the property removal authorizations annually with the employee and update as necessary. When the property is returned to the department or unit, the manager, director or supervisor should review the returned item and provide written acknowledgment that the property has been returned and document any damage or wear. The supervisor shall also inform the Grants and Contracts Office and Facilities and Debt Planning Office as necessary.
Failure to follow this Policy and any associated procedures may subject WMU employees to disciplinary action, up to and including dismissal from employment by the University, consistent with applicable procedures and Collective Bargaining Agreements.
Related Procedures and Guidelines
Surplus Sales rules and procedures
Using Mobile Devices to Store or Access University Information Policy
Rules and Procedures for Notification of Lost or Stolen Computing/Electronic Storage
Information Security Incident Response Procedure
Employees should also check with their department for any additional stipulations regarding this policy.
Question: May I take home items that are no longer used by the University?
Answer: Yes. Departments must follow the rules and procedures set out by Logistical Services and OIT for such sale.
- Question: May I take home items that are no longer used by the University?
|Effective date of current version||December 1, 2021|
|Date first adopted|
|Revision history|| |
Sunday, January 13, 2013 - 11:01 Revised
|Proposed date of next review||December 2, 2024|
|Certified by|| |
|At the direction of|| |
Jan Van Der Kley