Guidance Letter B-070


SUBJECT:  Equipment

  1. Definition
    Equipment is defined as "A capital asset with a unit cost of five thousand or more and a minimum life expectancy in excess of one year."
  2. Assignment of Inventory Number
    All equipment is assigned a Cleveland State inventory number, which in most cases is affixed to the equipment within two weeks of payment; the exception is items that cannot be tagged because of their size or when the tag may inhibit the equipment use.
  3. Inventory Process
    A complete inventory of the entire campus will be taken on a yearly basis (usually in the spring).  Inventory lists will be sent to the equipment custodian, president and vice president, dean, or department director.  Each area is responsible for making every effort in locating each piece of equipment on the list, making note of any item that has changed location or that may be declared as surplus.  The purchasing agent will update the master inventory files based on this information.
  4. Surplus Property
    Surplus property is property which has been determined to be obsolete, outmoded, unusable, or no longer usable by the College, or property for which future needs do not justify the cost of maintenance and/or storage.  Such property must be declared "surplus property" by the president prior to disposition.
    Surplus property may be disposed of by one of the following methods:
    1. Trade-in
    2. Transfer to Other Institutions within the Tennessee Board of Regents System
    3. Transfer to other state agencies
    4. Sale to eligible governmental entities
    5. Public auction
    6. Sale under sealed bids
    7. Negotiated contract for sale, but only in those instances in which the availability of the property is recurring in character.
    8. Disposition through the Department of General Services
    9. Donation to a public school or public school system
    10. Sale by Internet auction
      It is unlawful for any state employee to purchase surplus property except by bid at public auction.
  5. Relocation of Equipment
    When equipment is moved to a new permanent location, an Equipment Inventory Change/Deletion form should be completed and forwarded to the inventory control clerk, making note of the description, inventory tag number, new location, and the date.
  6. Security of Equipment
    All equipment should be secured at all times.  This also includes all property in the custody of, under the control of, but not owned by the college, and property stored at off-campus sites.
  7. Use of Equipment
    Cleveland State Community College equipment is to be used only by Cleveland State employees for the benefit of the college.  No equipment is to be used for personal purposes or gain.  Equipment should not be loaned for community use without approval gained through the College's facility utilization process.
  8. Inspection of Equipment
    Regular inspection of the equipment for damage and usefulness should be maintained by each department.
  9. Handling of Equipment
    Cleveland State follows all policies and guidelines of the Tennessee Board of Regents for handling of equipment.
  10. Accounting Procedures
    All of the accounting procedures above, except for tagging, should also apply to property in custody of, but not owned by, the College.


Source:  TBR Policies 4:02:10:00 and 4:02:20:00

Revised:  January 1, 1993; January 17, 1997; December 1,1998; 2009