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10-0-2 Equipment Inventory Management


NUMBER:  10-0-2          APPROVED DATE:  08-01-1988



To establish an equipment inventory accountability and control system for Trident Technical College. 


  1. The control, proper use, maintenance, and security of institutional property and equipment is the responsibility of institutional users.  Fiduciary responsibility initially rests with the Vice Presidents.  Vice Presidents may delegate this responsibility in writing to directors, deans and department heads.  Directors, deans, and department heads may further delegate this responsibility in writing to appoint custodians to manage specific areas.  Vice Presidents will forward a current list of the division's custodians to the college's Inventory Coordinator annually and will notify the Inventory Coordinator when there are changes to the list.
  2. Each custodian, individual user, and unit supervisor is responsible for and has an obligation to protect institutional equipment.  Loss or theft of equipment due to neglect or poor control procedures within departments, general areas, or individual offices may require reimbursement to the College.  The circumstances surrounding the loss and evaluation of the investigation report will determine potential liability.  The divisional Vice President will make the final determination of liability in such instances.
  3. This procedure reflects basic state guidelines along with college directives that define control and accountability procedures.


  1. Receiving personnel receive all incoming equipment shipments, except for vendor on-site installations, at the college's central receiving area.  When equipment arrives, Receiving personnel receives and accepts all equipment including posting items received in the College's integrated computer software system and notify Equipment Coordinator to affix state inventory tag(s) before equipment is delivered to requesting department(s).
  2. Notify Inventory Coordinator when inventoried items are being re-located within the college.
  3. Contact departmental inventory coordinator to arrange pickup of property when the department's inventory coordinator has completed the process to request turn in of excess, obsolete, or inoperable equipment or property. 


  1. Assign and affix state inventory identification tags (SID) to capital, non-capital, and pilferable equipment as classified by state and SBTCE statutes, regulations, and procedures.
  2. Maintain centralized computerized inventory system for all college equipment including the preparation of necessary paperwork.
  3. Make changes to college's inventory system when notified by Receiving that equipment is relocated within the institution.
  4. Process Reports of Survey (ROS) for equipment lost, stolen, damaged, cannibalized, or destroyed when notified by Public Safety department or departmental custodians.
  5. Conduct random inventory spot checks to verify accuracy.
  6. Distribute annual inventory listings to vice presidents, deans, directors, and custodians.  Furnish equipment record information to custodians when requested.
  7. Perform annual equipment inventory.  After taking inventory, the Inventory Coordinator will send list of "not found" equipment to Custodians.  The Inventory Coordinator report inventory status and send copies of "not found" lists to divisional Vice Presidents, the President, and Senior Vice President.
  8. Process equipment transfers within the college and to other agencies.
  9. Conduct any interim inventories that may be required prior to any custodian's transfer within or departure from the college.  The divisional vice president or designee will notify the Equipment Coordinator allowing sufficient time to schedule and conduct the inventory.
  10. Conduct spot inventories as may be necessary for federal, state, or other agency audits.


  1. Develop reasonable departmental procedures to protect and safeguard institutional equipment.
  2. Immediately report missing items to the public safety department, appropriate dean or director, or vice president as well as to Inventory Coordinator.  Include a complete description of the items and the circumstances surrounding their disappearance. 
  3. When it is necessary to relocate equipment within the college, notify Receiving in writing through established process.  Include the description, SID number, if applicable, location and department moving to.  Include approval from both transferring and receiving custodians or appropriate Vice Presidents.
  4. Secure divisional vice-president' approval and notify Inventory Coordinator prior to cannibalizing any equipment.  Forward the divisional vice-president's written approval of cannibalize equipment to Inventory Coordinator.
  5. Turn in to Receiving equipment that is excess, obsolete, or inoperable so that it may be declared surplus and transferred to the Receiving department's warehouse.  Secure the appropriate Vice President or designated Dean or Director's approval for such transfers.  The appropriate vice-president or designated dean or director shall approve such transfers.  Email the surplus form found in Public Folders to the supervisor of the Receiving department.  Include a complete list of items to be transferred, with serial numbers if applicable, State ID numbers, if applicable and condition of each item (operable or inoperable).  Retain a copy of transfer documents.  The Receiving department will contact the inventory custodian to arrange pickup of the property.
  6. Do not use college equipment for non-college purposes.  Removal of equipment from campus requires written approval from the divisional vice-president or designee.  Send a copy to the public safety department and the Inventory Coordinator.
  7. Assist the Inventory Coordinator in finding equipment that is not found during the annual inventory process.  State Board for Technical and Comprehensive Education require that the annual inventory be completed by May 31.  After taking inventory, the Inventory Coordinator will send lists of  "not found" equipment to custodians.  The Inventory Coordinator will report status and send copies of "not found" lists to divisional vice presidents. 

Updated: 11-30-2007