Wildcat Statue

Use of University Equipment Policy

Use of University Equipment Policy

Risk Management, 506 Cohodas, 906-227-2745

Purpose:

The purpose of this policy is to establish clear guidelines for the appropriate use and control of university-owned equipment.

Applicability:

This policy applies to faculty, staff, students, and individuals not affiliated with the university, as outlined below.

Policy:

The University recognizes four general categories of equipment use:

  1. Employment Use
    Equipment used in the performance of assigned job responsibilities
    (e.g., an accountant using a university computer to prepare a journal entry).
  2. Rental to Students or the Community
    Equipment rented directly to students or community members
    (e.g., the University renting kayaks to students).
  3. Facility Rental Use
    Equipment provided as part of a facility rental agreement
    (e.g., audio-visual equipment used by a community group hosting a conference on campus).
    This category is governed by the Facility Use Policy.
  4. Personal Use by Employees
    Equipment borrowed by a university employee for personal, non-work-related purposes.

This policy applies only to the fourth category: Personal Use by Employees.

University employees may borrow university equipment for personal use only with prior approval from their supervisor and in compliance with all applicable procedures.

University equipment may not be used off campus by any organization or individual not affiliated with the university.

The Division Leader (AVP or VP) may grant exceptions to this policy.

Procedure

  • Individuals using university equipment must attest that they are competent in its operation or must receive appropriate training prior to use.
  • Faculty and staff may, under limited circumstances, use university equipment at off-campus locations. Such use must not interfere with the University’s core mission or operations.
  • The lending department is responsible for designating a representative to oversee equipment tracking and recordkeeping.
    A log must be maintained documenting:
    • The name of the borrower
    • The equipment being borrowed
    • The dates of check-out and return
  • If any university equipment remains in an employee’s possession on their final day of employment, the employee’s manager is responsible for ensuring the equipment is collected as part of the off-boarding process.
  • It is recommended that the check-out log or lending procedure include a Release of Liability Statement, such as the following:

By signing below, the employee acknowledges that once the equipment leaves university premises, they assume full responsibility for its use. The employee releases the University from any and all liability, claims, or damages arising from personal use of the equipment, including but not limited to injury, loss, or malfunction. The employee agrees to return the equipment in its original condition and to bear the cost of repair or replacement in the event of damage, loss, or theft while in their possession. The employee further affirms that they have received appropriate training in the safe and proper use of the equipment. If equipment is returned past the due date, lost, or damaged, the employee may be responsible for all repair or replacement costs.

 

Date Approved 1999-10-21
Last Reviewed 2026-02-02
Last Revision 2026-02-02
Approved By Departmental Approving Authority
Oversight Unit RISK & INSURANCE