Campus Community and Departmental Roles and Responsibilities

Section 3.0 CSU Fullerton Asset Management Policy Manual

 

The following procedures shall be adhered to by all departments, appointed Departmental Asset Record Keepers, and the Asset Management Office:

  1. Employees – Faculty & Staff:
    Employees of the campus community have an obligation to safeguard CSU, Fullerton equipment and property. This obligation includes, but is not limited to:
    1. Taking reasonable security precautions to discourage loss, theft, or misuse of property
    2. Preventing the disclosure of protected data by complying with campus information security procedures
    3. Reporting missing, lost, stolen, and vandalized property to appropriate personnel including the IT Security department via the appropriate form (such as Report of Missing Property form, Campus Police Incident Report, and Police Report)
    4. Returning equipment in satisfactory condition
  2. Campus Departments:
    1. CSU, Fullerton Campus Departments shall appoint a Departmental Asset Record Keeper to be the primary contact for the Asset Management Office for all departmental asset related matters
    2. Campus Deans will be responsible for the appointment of the Departmental Asset Record Keepers and shall do so in writing and submit this information to the Asset Management Office
    3. The Asset Management Office will verify the listing of Departmental Asset Record Keepers on an annual basis
    4. The Asset Management Office will require that all Departmental Asset Record Keepers attend on campus trainings related to asset management topics, best practices and CSU or Campus Policy updates
  3. Department Asset Record Keeper:
    The Department Asset Record keeper is responsible for:
    1. Coordinating with the Asset Management Office for tagging of inventory that is either delivered directly to the campus department or the campus’ Shipping and Receiving warehouse and ensuring that all property is appropriately tagged
    2. Ensuring that all property is properly maintained and secured
    3. Coordinating the Physical Inventory Process with the Asset Management Office, signing off on any required Physical Inventory Certification Forms
  4. Appropriate Administrator:
    The Appropriate Administrator is the primary contact and approver for department property related transactions with the Asset Management Office and is responsible for:
    1. Ensuring that all property is properly tagged, maintained, and secured
    2. Designating a Department Asset Record Keeper to their department
    3. Notifying the Asset Management Office within 10 business days when a new Department Asset Record Keeper or Alternate Department Asset Record Keeper is assigned to the department
    4. Sending the Asset Management Office an annual update of current Department Asset Record Keepers
  5. Asset Management Office: The Asset Management Office (AMO) has established campus procedures and responsibilities for acquiring, maintaining, tracking, tagging, and disposing of University Property. The Asset Management Office is responsible for the following:
    1. Tagging all inventoried items
    2. Recording and maintaining all inventory acquisitions and transactions in the University Asset Management Database
    3. Coordinating and conducting physical inventories and internal/external audits with campus departments
    4. Coordinating the annual update of the Asset Record Keeper and Designated Division Approvers
    5. Processing all property survey/transfer forms

 

If there are any further questions or concerns please contact the Asset Management Office:

  1. Asset Management Office: