Removal of University Property from Campus

1. 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

2. Stakeholders Most Impacted by the Policy

   All employees

3. Key Definitions

   1. Major asset – One whose cost is $5,000 or more, and capitalized and tagged by the Office of Facilities and Debt Planning.

   2. 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.

   3. Campus – The area contained by the grounds and buildings owned and/or operated by the University.

4. Full Policy Details

   1. 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.

   2. 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.

   3. 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.

5. Accountability

   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.

6. Related Procedures and Guidelines

   Surplus Sales rules and procedures 

   Using Mobile Devices to Store or Access University Information Policy
   (https://wmich.edu/policies/mobile-devices-store-access)

   Rules and Procedures for Notification of Lost or Stolen Computing/Electronic Storage
   Devices (https://wmich.edu/it/rules/loststolendevices)

   Information Security Incident Response Procedure
   (https://wmich.edu/it/rules/incidentresponse)

   Employees should also check with their department for any additional stipulations regarding this policy.

7. Additional Information

8. FAQs

   1. 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. 

History

Authorization