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Campus Storage Procedure
Storage of Departmental Property |
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| Qualifications |
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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. |
| Preparation for Storage |
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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. |
| Access |
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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.
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| Liability |
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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. |
