12.3.3 Loan Equipment to Another Unit

Policy Statement

To maximize the utilization of University of Illinois System equipment assets, when desirable units are encouraged to share equipment internally with other units. When equipment is loaned to another unit for more than one academic session, the units must complete a Shared Usage Agreement.

Reason for the Policy

To maintain accurate University of Illinois System tracking of custodianship of equipment to the specific chart and unit,

Applicability of the Policy

All University of Illinois System equipment regardless of Banner tracking status.

Procedure

To loan equipment to another unit:

1. Consult Banner Fixed Assets to confirm that the unit is on record as the responsible organization for the equipment to be loaned and that it is titled to the state of Illinois.
2. If the equipment is from a sponsored project, notify the relevant university sponsored programs office.
3. The originating and receiving unit sign a Shared Usage Agreement form and retain their own copy.
4. Eliminate data from electronic storage media unless required for sponsored research.
5. In FABweb, update the location code and add the actual location to the end of the existing description.