Overview of equipment management responsibility and stewardship.
Introduction
All persons entrusted with the management of equipment owned by, or on loan to, the university have a special stewardship obligation for safeguarding that property.
The roles and responsibilities of the Asset Representative, Department Head, and Principal Investigator as they relate to equipment management and reporting are described on the subsequent pages.
To change the name of the asset rep, submit a ticket through AggieEQ, using the Mass Transfer Request tile. To change the name of the custodial code or to inactivate it, submit a ticket through AggieEQ, using the New/Update Custodial Code tile.
See the UCD Policy and Procedure Manual
Asset Representative
The asset representative is responsible for the physical identification and tracking of departmental equipment.
- To add or update information (e.g., model number, serial number, PI name), submit a ticket through AggieEQ, using the Edit Request tile.
- Upon receipt of equipment decals, affix decals to the front of the equipment.
- Request replacement decals when necessary.
- Work with department staff to ensure that transactions involving equipment are brought to their attention. This includes interdepartmental transfers, retirements, fabrications, equipment trade-ins or returns, loans to employees or agencies, and loans or gifts from individuals or agencies.
- Communicate with AggieSurplus (campus) or UC Davis Health Storage (medical center) for all requested equipment disposals.
- Obtain required approval signatures.
- Conduct the biennial physical inventory and sign the Equipment Certification Form.
- Act as primary contact person for equipment/closeout audits scheduled by Equipment Management.
Department Head
The department head is ultimately responsible for the care, security, maintenance, financial records, physical inventory, disposal, and control of equipment assigned to their department.
- Ensure a physical inventory takes place at the time they are appointed department head.
- Annually review use of equipment to determine if any equipment is excess.
- Sign the Equipment Certification Form.
- In the event the Equipment Certification Form is delinquent or the department fails an equipment audit, the department head will receive written notification.
- Approve transactions involving equipment with an original acquisition value of $10,000 or more as well as approve unusual or exceptional equipment requests (e.g., Principal Investigator is transferring to another university and requests that university equipment be transferred).
Principal Investigator
The principal investigator has the primary responsibility for the care, maintenance, records, and control of equipment acquired under the terms of a contract or grant.
- Restrict the utilization of equipment acquired for use under specific contract or grant to the purposes of the contract or grant.
- In conjunction with the asset representative, ensure that changes in a contract or grant involving equipment are verbally communicated and addressed.
- In conjunction with the asset representative, ensure that closeout audits are promptly and properly completed.