Removal of University Property from Campus

Policy number06-16
Responsible officeFacilities and Debt Planning
Enforcement officialAssistant Vice President for Business and Finance
ClassificationBoard of Trustees-delegated Policy
Category06. 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.  

  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

    Rules and Procedures for Notification of Lost or Stolen Computing/Electronic Storage
    Devices (

    Information Security Incident Response Procedure

    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. 


Effective date of current versionDecember 1, 2021
Date first adopted
Revision history
Sunday, January 13, 2013 - 11:01 Revised
Proposed date of next reviewDecember 2, 2024


Certified by

Colleen Scarff

At the direction of

Jan Van Der Kley