Campus Storage

Definition:Each unit at California State University San Marcos is required to provide supplemental storage space for university owned and/or authorized personal property entrusted to the unit when storage space in the unit is not available. Materials Management has been assigned the responsibility for securing supplemental storage space and for coordinating the appropriate use, access to and assignment of such space whether owned or leased. No other unit of the University is authorized to secure supplemental storage space. For the purpose of this policy and subsequent procedure, university-owned or otherwise authorized personal property (department property) is defined as equipment, supplies, records, furniture, artwork and other materials, purchased by, or on behalf of, gifted to and accepted by, or contractually accepted for safe-keeping, as in the case of exhibits, by CSU San Marcos.
Authority:The President of the campus
Scope:This policy and any subsequent procedures apply to all areas and members of the campus community.
Responsible Division:Finance & Administrative Services
Approval Date:02/28/2000
Implementation Date:03/01/2000
Originally Implemented:03/01/2000
Signature Page/PDF:View Signatures for Campus Storage Policy


Procedure

I. STORAGE OF DEPARTMENTAL PROPERTY

Authorization to store departmental property is obtained from the department of Materials Management at ext. 4535.
II. QUALIFICATIONS
A. Storage Options
  1. Departments are responsible for exploring storage options within their divisional areas before submitting requests to Materials Management.
  2. Storage of departmental property in the warehouse may be granted for short-term emergency durations (90 days or less) only, as determined by Materials Management. Determining the need for off-campus storage or long-term availability for storage is done on a case-by-case basis, and may be determined to be the financial responsibility of the requesting department.
  3. Materials Management will have the sole responsibility for determining the appropriate storage option based on availability of space, duration, security requirements, environmental impact, and accessibility needs.
  4. Prior to granting approval to store departmental property, an itemized inventory list, Request for Storage - Inventory, must be completed including any special storage requirements such as: "must avoid dampness or heat", "static sensitive", etc.
III. PREPARATION FOR STORAGE
A. Departmental property that is approved for storage must be labeled to identify ownership and the storage period. The property will not be accepted without the required labels.
B. Materials Management will determine if the departmental property requires packaging before placing in storage. Packaging arrangements and the related expense is the responsibility of the requesting department.

C. The requesting department will be responsible for transporting (or arranging for transportation) of their property to the designated storage area. Additionally, arrangements for the removal, and/or disposal of property from storage are a departmental responsibility.
IV. ACCESS
A. Access to storage locations, for the purpose of storing or retrieving departmental property, will only be granted by the Materials Management supervisor or designee.
B. In order to provide a secure environment for storage areas, Materials Management will be responsible for approving key issuance and authorizing access to these areas.

C. Unauthorized access is prohibited.
V. LIABILITY
Property of value must be declared in full on the Request for Storage - Inventory form. If the campus is to assume liability for the property, then Business Services & Risk Management must be advised, in writing, of the declared value in order to update any applicable or required insurance coverage. Business Services & Risk Management will determine if the current insurance coverage is adequate for the value of the stored items. Property valued in excess of the existing coverage, or requiring the purchase of additional insurance coverage, may be determined to be the responsibility of the department requesting storage. Therefore, the requesting department may be required to assume any additional costs for liability coverage.