Library Administration

Library Property Manager: Lisa Braysen, Assistant Director, Library Planning and Assessment

Backup Property Manager: Technology Librarian or Discovery Services Coordinator Librarian

Definitions:

Capital Property: Property valued at $5,000 or over and having a useful life of at least

one year.

Controlled Property: State designated property that must be secured and tracked due to

the high risk nature of the item. The property is valued between $500 and $4,999 and

has a useful life of at least one year. The specific assets include: desktop and laptop

computers, all firearms regardless of amount, stereo systems, cameras, video cameras,

video recorder/laserdisc players, camcorders, television/VCR combinations, television

sets, video cassette recorders, and data projectors.

Property Management: Property Management is responsible for promulgating

guidelines to help ensure compliance with all applicable rules related to accounting for

and controlling capital and controlled assets. Property Management is also responsible

for communicating applicable rules to the university departments. Property

Management will notify department heads, deans, and divisional heads of any instances

of non-compliance with Property Management guidelines, as appropriate.

Property Custodian: Each college, division, department, and unit administrator is

responsible for ensuring compliance with Property Management guidelines and is

required to appoint a Property Custodian to perform the duties specified.

The Assistant Director, Library Planning and Assessment will act as the Property Custodian for the W.I. Dykes Library.

1. PROCEDURES

   1. Property Moves or Transfers

      1. When the Library wishes to transfer capital or controlled property to another department for repair, storage or disposal, a Transfer Property/Move Request form must be completed and forwarded to UHD Property Management.The completed form will include the tag number(s) and brief description of the item(s) being relocated, as well as the signatures of the Property Custodians from both the Library and the borrowing/receiving department.

      2. Permanent moves of capital or controlled property from one functional area of the library to another will also need a Transfer Property/Move Request form.The department or individual initiating the move should complete the form noting the previous and new room number for the equipment and then obtain the appropriate signatures from the receiving department or individual before forwarding the form to the Library’s Property Custodian.

      3. In the case of equipment transfer to Information Technology (IT) for repair or replacement in response to a work ticket sent to IT, the Transfer Property/Move Request form will be created by the IT department and sent to the Library Property Custodian for signature.An email from the IT department will also be sent to the Property Custodian acknowledging the transfer.This email shall be retained in the Library Property Custodian’s records.A copy (paper or scanned) of the Transfer Property/Move Request will also be retained in the Property Custodian’s records.

   2. Off-campus use of laptops

      1. University equipment, once tagged, may be removed from campus only for needed repairs or when necessary to conduct official university business. Any Library employee wishing to use their university laptop computer off campus must complete a Request to Remove Capital Property Form annually.

      2. The Library Property Custodian will send pre-filled forms, via email, to staff in July each year.Staff should verify the Serial and UHD Property Tag numbers of their equipment, sign, obtain the signature of their supervisor and return the completed form to the Library Property Custodian no later than August 15.A copy of the completed form will be maintained by the Property Custodian and the original form will be filed with the UHD Property Manager.

      3. Staff having university property at an off-campus location are responsible for that property and should consider providing insurance coverage under their own personal property insurance. Should the property be lost, stolen, damaged, or destroyed due to employee misconduct or negligence, the employee must reimburse the university, whether by an insurance check or personal funds.Library staff must immediately report the loss of any equipment to the Assistant Director, Library Planning and Assessment as the Library’s Property Custodian or the Technology Management Librarian as the alternate property custodian.

   3. Annual Inventory

      1. At the time of Annual Inventory (generally June or July) the Assistant Director, Library Planning and Assessment (AD) will receive, from the UHD Property Manager, an inventory report along with detailed instructions and appropriate forms.The inventory report will include the following information:

         1. UHD tag number

         2. Description of the item

         3. Serial number, when applicable

         4. Location (building and room number)

         5. Property Custodian’s name

      2. Within thirty (30) days of receipt the AD and the Technology Management Librarian will perform the physical inventory of the Library.

         1. Either party will arrange to borrow a property tag scanner from the UHD Property Manager.

         2. UHD Property Manager will provide instructions for using the scanner.

         3. Each room in the library has an inventory tag on the door frame at the inside hinge.

         4. Each room tag will be scanned upon entrance and then all equipment bearing a UHD property tag contained in the room will be scanned.When a room is complete, press “end” and move to the next room.

         5. All offices, work areas, locked and open study rooms, presentation/practice rooms, classrooms and storage areas will be scanned on both the 4^th and 5^th floors of the library.

         6. When library scan is complete, return the tag scanner to the UHD Property Manager.

         7. If an employee with a Request to Remove Capital Property Form on file has their laptop off-site at the time of annual inventory they may take a photograph of the UHD property asset tag with a dated sticky note and email the photo to the AD and the Technology Management Librarian as proof of possession of the tagged asset.

      3. The UHD Property Manager will compare the inventory report with the data from the physical scan.Any discrepancies will be noted and a discrepancy list will be sent to the AD. The AD and Technology Management Librarian will locate items or prepare appropriate disposition paperwork to clear any discrepancies noted.

      4. Once all discrepancies are cleared the UHD Property Manager will send Inventory Confirmation and Designation of Custodian forms for completion.

      5. The AD will complete forms, obtain appropriate signatures and return to the UHD Property Manager.

      6. The Property Manager will return a signed set of forms for the Library files.

2. Change in Property Custodian

   1. Any changes in Property Custodian assignments during the year must be communicated in writing to the Property Manager within fifteen (15) days of the change. The Change of Custodian form is available on the Property Management forms site or from the Property Manager.

   2. When a new Property Custodian is appointed, the departmental inventory must be verified by the new and former Property Custodians. The Department/Unit Manager will forward a signed copy of the Change of Custodian form to Property Management designating a new Property Custodian. Property Management will provide a current inventory listing at the time of the change.

   3. If the location of an off campus asset cannot be verified during the inventory following a change in custodian, it will be considered stolen and the UHD Police will become involved.

This procedure is effective immediately and must be adhered to at all times until updated or replaced with new procedures.