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11.30 Off Campus Use and Location

11.30 Off Campus Use and Location

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PURPOSE:

To provide direction to university departments on the requirements for the authorization of off campus location and use of university and sponsor equipment.

AUTHORITY:   

Powers and duties of the University President, ABOR Policy 3-801 and 3-802

Authority below applies ONLY to Federal Property (acquisition dollars or title):

  • 48 Code of Federal Regulations (CFR) Part 45
  • 2 Code of Federal Regulations (CFR) Part 200 (“Uniform Guidance”) 

POLICY:  The off campus movement, location and use of university and sponsor owned equipment must be authorized in writing by the responsible Dean, department head or director.

The custodial department remains responsible for the same standard of care, security, control, and maintenance of off-campus equipment, as if it is located on the campus.

University owned equipment shall be returned to the campus and not abandoned at an off campus location. When equipment is needed for use in a foreign country or remote location outside of Arizona and it is not practical to return it to the campus, advance sponsor approval will be obtained vesting title to the equipment in an institution of higher education, local public school, provincial or local government agency, local non-profit relief organization or as directed by the sponsor.

PROCEDURE

RESPONSIBILITY

ACTION
CUSTODIAL DEPARTMENT
  1. When it is necessary to locate or use University and sponsor owned equipment in a building or site not owned or leased by the University, the responsible staff member shall complete and submit a Certification Statement For Off-Campus Location Use of Equipment to his/her Dean, department head or director.
  2. The approval of the Dean, department head or department director is required before the item(s) is moved from the campus.
  3. Copies of the approved certification shall be sent to the departmental Business Office, Property Management and Sponsored Projects Services Property Manager, if the equipment was purchased on a Sponsored Projects Services account (3000000 - 4999990).
  4. Annually the departmental Business Office or designee, shall conduct a physical inventory of off campus located equipment, and note the date and results of the inventory in the space provided on the Certification Statement.
  5. Enter the location in the Off-Campus section of the Asset Location tab of the Asset Record.
PRINCIPAL INVESTIGATOR
  1. When equipment is needed in a foreign country or remote location outside of Arizona and it is not practical to return it to the campus, advance sponsor approval shall be obtained vesting title to the equipment in an institution of higher education, local public school, provincial or local government agency, local non-profit relief organization or as directed by the sponsor.