Administration of University Property
The Integrated California State University Manual (ICSUAM) Property Policies of the CSU System require campuses to develop standardized procedure to facilitate accurate record keeping related to the acquisition, maintenance, control and disposition of University property. A strong campus-wide commitment and control system is required to insure proper care, use and disposal of University assets. The property guideline, forms, processes and documents were created to maintain a uniform accountability for all campus property. For more information, read the CSU policy on the Administration of University Property.
Departmental Responsibility
Each college, school, and department has the responsibility for the custody, care, maintenance, records, and control of all property acquired. The designee shall maintain current records and initiate the appropriate actions to inform Property of all transactions so that responsibilities are properly carried out. Warranty information and supporting documentation are to be maintained by the responsible department.
Property movement without following the property procedure will cause your department to be charged with “missing property” when Property conducts a physical inventory. Property movement or transfer to another department requires completing a property form.
Campus Surplus Reuse
Campus surplus reuse is a process of reusing equipment and furniture that are no longer
needed but can be utilized by another department. This practice is a key part ofsustainability
efforts, aiming to reduce waste, save costs, and promote a circular economy by extending
the useful life of items. The items are used, may have some blemishes or damages.
Available on a first-come basis.
Surplus warehousevisits are available by appointment only. Non-authorized staff is
prohibted without prior approval by the Property Clerk. Holding of items is based
on prior approval by the Property Clerk.
CSUCI Guidelines and Procedures:
- Administration of University Property Equipment Procedures (PDF, 340KB)
- University Property Guidelines(PDF, 99KB)
- CSU Policy on Property(website hyperlink)
Glossary:
Acquisition:Equipment may be acquired through purchase order, lease purchase, procurement cardpurchase, donation, transfers, or fabrication.
Processing/Tagging:Identifying and taggingcapital, non-capital, and instructional equipment includingcomputer and sensitive equipment.
Physical Inventory:Reconcile against departmental inventory records. Summary to include theresponsible designee's initials and completion date. Any property discrepancy not accounted for duringthe physical inventory will be surveyed and reported as missing property.
Audit:Property inspection by the Chancellor's Office on the physical inventory of capital assets, tagging,data, and records within the main central system. Review of potential risks including off-site andunaccounted inventory, records, or retention.
Disposition:Once an item is approved for disposal (Survey Form), it may be offered for sale at publicauction, Recycled, donated to a non-profit agency, transferred to another CSU, or offered to otherdepartments on campus