All university faculty and staff are responsible for the general security of the property under university control. It is the primary responsibility of the PI and their department to take reasonable measures to ensure their property inventory is secured against theft, misuse, and damage. Ensuring the physical security of property includes:
- Exercise care in property use and storage. Implement precautions to prevent damage if property is transported.
- Segregate Government property from university property when possible and limit use of Government property to specific projects.
- Ensure all equipment has the appropriate property tags affixed in a prominent place to distinctly identify ownership.
- Inform staff, faculty, and students of any security requirements for property
- Maintain awareness of property surroundings, including the proximity of potential contaminants.
- Report lost, stolen, damaged or impaired property immediately to the appropriate individuals. When Government property is lost or damaged, the university follows the investigation, disclosure and reporting requirements set forth in FAR 52.245-1(f)(1)(vii):
- Date of incident, if known,
- Identifiable data for the item, as listed in the asset management system (PSAM)
- Last known location
- Cause of the damage or loss and corrective action in place to prevent recurrence
- Accountable contract number
- Statement indicating current or future need
- Estimated repair or replacement costs
- Statement that the property did or did not contain sensitive, export controlled, hazardous, or toxic material, and that the appropriate agencies and authorities were notified
- Report movement of property off campus; ensure sponsor is aware new location
- Maintain awareness of proper procedures for acquisition, use and disposition of all property funded by sponsored projects.
Access to departmental areas is generally open to university affiliates and campus visitors. It is the responsibility of the department to determine if and where, limited access areas should exist to safeguard property, data, and personnel.
Next Section: Off-Campus Property
