Ohio Administrative Code
Title 3358:5 - Clark State College
Chapter 3358:5-11 - College Policies on Expenditures, Technology In General
Section 3358:5-11-15.1 - Equipment inventory control procedures

(1) The green copy of all purchase orders is forwarded to the office services center by the business office. This allows the office services center to identify equipment that needs to be inventoried. Department managers shall use the pink copy of the purchase order to track non-capital equipment under their responsibility.

(2) When new/donated equipment is received in the receiving department (office services center), a barcode tag will be applied and the Equipment inventory-new form will be completed prior to delivering capital equipment to the responsible division/department. When capital equipment is received at locations other than the receiving department, it is imperative that the office services center is contacted immediately so that the equipment can be inventoried properly. Applying a barcode tag on non-capital equipment shall be determined by the appropriate department manager.

(3) Inventory barcode tags will be placed on the right back side of the equipment. If this is not possible, the tag will be placed on the equipment where it can be easily seen and scanned/read.

(4) Prior to accepting equipment donations, the faculty or staff member must obtain the approval of their immediate supervisor. Information regarding the donation shall be sent to the vice president for business affairs so that the appropriate acknowledgment can be sent to the donor.

(1) Capital equipment to be moved to another location on campus must be reported to the office services center. Non-capital equipment must be reported to the appropriate department manager. "On campus" is defined as all property owned by the college or any property where the college has a presence. The Equipment inventory-on campus relocation form must be completed and forwarded to the office services center or appropriate department manager prior to moving the equipment. If assistance is needed for relocation of equipment (including any equipment to be moved and stored for auction/disposal purposes), a work request must be completed and forwarded to the director of facilities operations and maintenance along with the completed form.

(1) All equipment to be abandoned, cannibalized, sold, auctioned or traded must be reported to the office services center or the appropriate department manager by completing the equipment inventory-deletion form prior to abandoning, cannibalizing, selling, auctioning or trading the equipment. If assistance is needed to move the equipment, a work request must be completed and forwarded to the director of facilities operations and maintenance along with the completed form.

(2) All equipment lost or stolen must be reported immediately to the office services center or appropriate department manager and to the campus police department. The equipment inventory-deletion form must be completed and forwarded to the office services center or appropriate department manager along with the campus police report.

(3) All surplus equipment that is not abandoned, cannibalized or traded is sold via public auction (including on the internet) or donated to area non-profit organizations. These organizations must be on file with the office of the vice president for business affairs. It is not permissible for individual faculty or staff to sell surplus equipment.

(1) All equipment to be moved off campus ( i.e., employee/trustee home, etc.) must be reported to the office services center or appropriate department manager prior to moving the equipment.

(2) The equipment inventory-off campus relocation form must be completed including obtaining the signature of the appropriate department manager as well as the appropriate executive cabinet officer. In the case of trustees, the only signature will be that of the president of the college.

(3) Within two days of returning the equipment to the campus, the office services center or appropriate department manager must be notified so that equipment inventory-off campus relocation form can be completed and the responsibility removed from the appropriate department manager, employee or trustee.

(1) An annual physical inventory of capital equipment shall be performed using barcode readers by the office services center staff with the assistance of each division/department by room/building for which they are responsible. Annual physical inventory for all other equipment shall be performed by the appropriate department manager.

(2) The physical inventory shall be completed during the month of December.

(3) After the physical inventory has been completed, a printout will be provided to each department manager showing capital equipment assigned to specific rooms but which were not scanned during inventory. It shall be the responsibility of the department manager to locate this capital equipment.