UCS Toolkit - Managing Equipment

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MANAGING EQUIPMENT: Additional Details

Managing Equipment

Equipment Transfer - Transferring equipment between Rutgers units is fairly easy. You must fill out an Equipment Transfer/Disposal Form. The basic procedure is:

Identify the equipment being transferred (Item Description, RU Tag #, Serial #)
Identify the new location of the equipment (Department/Unit, Building #, Room #)
Have form signed by Department/Unit Head
Send form to property management: Property Management, Bldg 4088, Livingston Campus
Keep copies for your files and the department's files

Equipment Repair/Replacement - When equipment breaks prior to the expiration of a warranty, many vendors will replace rather than repair the equipment. Use the Equipment Transfer/Disposal Form to document this exchange. The basic procedure is:

Contact equipment manufacturer and arrange equipment exchange
Before shipping out the broken piece of equipment, remove the RU tag and RU Equipment Barcode
Fill out the Equipment Transfer/Disposal Form. Identify the equipment being traded-in (Item Description, RU Tag #, Serial #)
Attach tag and barcode to the Equipment Transfer/Disposal Form
Ship out broken equipment
Have form signed by Department/Unit head
Send form to property management: Property Management, Bldg 4088, Livingston Campus
Keep copies for your files and the department's files

If a device's warranty does not include on-site repair, you can obtain warranty service for Apple, Dell, Gateway and IBM equipment from Rutgers Computer Repair. Many other types of equipment that are out of warranty, such as printers, can also be taken to Computer Repair. They make every attempt to fix the equipment and their prices are very reasonable.

Equipment Theft - Unfortunately, equipment theft happens. Here are procedures to handle it:

Call RUPD and report the incident. RUPD will send an officer to file a university police report

Identify the equipment stolen. Retrieve RU Tag #, Serial #s and original purchase orders (if available)

When available, get a copy of the filed police report

The university is self-insured. Contact Risk Management to report the theft in order to recover monies for the purchase of replacement equipment.
Fill out Risk Management's "Theft or Property Damage of University Equipment Claim Form" and file claim. You will need to attach a copy of the police report, a copy of the purchase order the equipment was purchased under and a price quote to replace the equipment
Fax forms to your assigned point of contact in Risk Assessment
Fill out Property Management's Equipment Transfer/Disposal Form. Identify the equipment stolen (Item Description, RU Tag #, Serial #)
Send form to property management: Property Management, Bldg 4088, Livingston Campus
Keep copies for your files and the department's files

Equipment Trade-in - Occasionally, equipment vendors will accept trade-ins of old computer equipment towards the purchase of new equipment. Use the Equipment Transfer/Disposal Form to document the trade-in. Follow the instructions on the form. The basic procedure is:

Identify the equipment being traded-in (Item Description, RU Tag #, Serial #)
Document this trade-in on the equipment vendor purchase order
Remove the RU Tag and RU Equipment Barcode from the equipment being traded-in. Attach tag and barcode to the Equipment Transfer/Disposal Form
Have form signed by Department/Unit head
Send form to property management: Property Management, Bldg 4088, Livingston Campus
Keep copies for your files and the department's files