Use of University Equipment & Resources

Scope

Outlines the policy for all University employees, faculty, staff, and students regarding the use of University Equipment & Resources.

Reason for Policy

To govern the use of University equipment and resources.

Policy Statement

University property and equipment may be used only for those purposes related to the general activities and purposes of the University.  Any use for personal or private purposes is prohibited.  Any use of University property or equipment by non-University personnel must be authorized by the Campus Division of Finance, (Management Services for UM).

No University equipment may be taken from University premises unless it is to be used for official purposes, and its removal is authorized by the department chairperson or administrative official with authority over the unit.

Use in Non-University Work

• University policy HR 512, Consultation) permits teaching and research staff to perform consulting and other non-University work that expands the knowledge and experience of the individual.Detailed here are the conditions under which University equipment and resources may be used in the performance of such activities: use in the performance of consultation and other non-University work permitted by University policy (HR 512) provided such use does not conflict with University needs, and is in the best interest of the University.
• Other than Incidental Use: prior arrangements must be made for the payment for all other than incidental use of University equipment and resources.  The Chancellor is responsible for establishing the necessary guidelines for determining what is other than incidental use of University equipment and resources.

Establishment of Rates

• Rates for equipment, space, service unit services, and support staff assistance are established by the chief administrative affairs officer at each campus and may either be standardized or set individually for each agreement.
• Rates above $5,000: When the total amount payable to the University for use of University equipment and resources, (exclusive of consultant's fee), will exceed $5,000, a formal grant or contract agreement is required.  The Chancellor may also set a lesser amount for which a formal grant or contract agreement is required.
• Rates $5,000 or less:When the total amount payable to the University for use of University equipment and resources, (exclusive of consultant's fee), will be $5,000 or less, a written agreement in the form determined by the campus and approved by the General Counsel's office is required.
• As a minimum, this agreement must define and detail the kinds of University equipment, space, service unit services, and support staff assistance that will be used, and the total that will be charged for use of these University resources.

Definitions

Accountabilities

Additional Details

Forms

Related Information

Policy 24006 on Vehicles, details the authorized use of University vehicles by non-University personnel.
Human Resources Policy Manual, HR 512 (https://umsystem.edu/ums/rules/hrm/hr500/hr512)

History

Formerly Business Policy Manual 405 – Use of University Equipment & Resources (revised 4/19/ 2006)

Procedure