Equipment

Under certain circumstances, and with prior approval, equipment may be cannibalized. Cannibalization is the utilization of the parts of one piece of equipment to repair another piece of equipment. Permission will be granted if cannibalization represents an economical utilization of the property to be cannibalized.

Contact Property Control for more information or to request approval to cannibalize.

Any and all equipment donated to Illinois State University becomes the property of the University and will be tagged and tracked in the same manner as purchased equipment. A Donated Equipment Form must be filled out for all equipment donated to the University.

Please notify Property Control when equipment is being donated to your department by filling out the Donated Equipment Form and sending it to Property Control at campus box 1520.

Equipment Purchase

Follow all guidelines set by the Purchasing Office for equipment purchases.

Please notify your Property Control Specialist of equipment purchases that are not delivered to the University through Central Receiving.

High risk equipment is equipment that has been deemed as high risk for theft and having a purchase price of at least $100 but less than $2,500. High risk equipment is tagged and tracked by the office of Property Control. The list of equipment considered to be high risk for theft is set by the office of Property Control. It is subject to review and therefore is fluid and unfixed.

The following is a sampling of items currently considered high risk:

• Computers/Laptops
• iPads & Tablets
• Virtual Reality Devices (with storage)
• Antiques
• Firearms

All stolen equipment must be immediately reported to the appropriate authorities, including the University Police Department and the office of Property Control. The Illinois State University Police Department will generate a police report and forward a copy to Property Control for file.

Complete the form then report the stolen equipment to the Fiscal Agent and the Property Control Specialist assigned to the area.

Surplus furniture/equipment is no longer needed or used by a department. It is transported across campus by Facilities Management Movers.

Surplus equipment is available at the Property Control Warehouse for reissue to departments. Surplus equipment can be viewed between the hours of 8 a.m. and 3:30 p.m. at the Warehouse.

To receive surplus equipment from the Property Control Surplus Warehouse:

• Select equipment at the Warehouse by completing a claim tag for each item you are requesting. Retain a copy of the claim tag for your records.
• Fill out a "Work Request" on iServiceDesk using the information from the claim tag.

To have surplus equipment removed from your area:

• Fill out a "Work Request" on iServiceDesk
• Complete and submit a Surplus Removal Form to fac_mover@IllinoisState.edu.

All equipment trade-ins must be approved by the office of Property Control prior to the transaction.

Departments must notify Property Control with their intention and provide information on both the equipment being traded and that being purchased. Depending on the funding used to purchase the equipment being traded, a decision on the approval can usually be given within a week. Equipment being purchased must be of like nature to that which is being traded on the purchase.

Unfound Inventory Statements will be sent out to all departments who cannot locate inventory that meets a criterion set by Property Control. This equipment is typically high dollar, high risk for theft, and recent purchases. The department must complete the Unfound Inventory Statement including an explanation as to why the equipment cannot be located. The form is then signed and returned to Property Control for filing.