SCHOOL OF GEOGRAPHY, PLANNING and ENVIRONMENTAL MANAGEMENT. Alan Victor

Transcription

1 SCHOOL OF GEOGRAPHY, PLANNING and ENVIRONMENTAL MANAGEMENT Alan Victor The University of Queensland Brisbane Qld 4072 Australia Telephone (07) International Facsimile (07) a.victor@uq.edu.au Internet SCHOOL EQUIPMENT BORROWING POLICY 28 Apr 2010 References: A. FMPM Property, Plant and Equipment B. Code of Conduct and C. FMPM 9.1 Insurance D. FMPM 9.2 Losses 1. WHO CAN BORROW? 1.1. No equipment will be loaned to other schools within The University of Queensland without a completed Borrowing Application Form from the Head of the requesting School to the Head of School Equipment will not normally be loaned to people who are not staff or students of The University of Queensland. 2. HOW LONG CAN I BORROW ITEMS FOR? 2.1. Length of loan is negotiable, depending on, quantity usage rate Head of School decision 2.2. High usage items, used in teaching, are not available during the teaching periods in each semester Priority will be given to equipment booked in advance but the School reserves the right to override the booking for short notice internal requests. 3. PROCEDURE FOR BORROWING? 3.1. Other Schools: On-campus use only: A Borrowing Application Form (at Annex B) to the Head of School is required Daily charges will apply at current commercial rates, as detailed in (Annex A). Normally 10% of purchase price per week No liability will be accepted for results obtained by untrained use or equipment inaccuracy The borrower is liable for breakages and loss and will be invoiced for any repairs or replacements that are required The Borrowing Agreement Form is at (Annex B Attachment 2). The borrower is to sign TWO copies. (One copy is for The School of

2 Off-campus use: 3.2. School Internal Geography, Planning and Environmental Management and the other is for the borrower.) A Borrowing Application Form (at Annex B) to the Head of School is required Daily charges will apply at current commercial rates, as detailed in (Annex A). Normally 10% of purchase price per week No liability will be accepted for results obtained by untrained use or equipment inaccuracy The borrower is liable for breakages and loss and will be invoiced for any repairs or replacements that are required The Borrowing Agreement Form is at (Annex B Attachment 2). The borrower is to sign TWO copies. (One copy is for the School of Geography, Planning and Environmental Management and the other is for The borrower.) An Authority to Take UQ Equipment Off-campus Form is to be completed and signed by the Head of the School of Geography, Planning and Environmental Management. This form is at Annex C. Details required for this form can be obtained from the School Equipment Officers Insurance Cover for the full replacement value of the item is to be provided If the item is valued at greater than $5000 then the insurance cover is to be $5000. (Note: The balance is covered by UQ Insurance.) The completed Borrowing Application Form, Off-campus Authority and Insurance documents are to be provided to the Equipment Officer before the equipment can be collected The procedure is the same as in 3.1 with the exception that no daily charges or insurance requirement will apply. Borrowing Agreement is at Annex B Attachment Research Equipment as defined in FMPM Property, Plant and Equipment Para 8.2 is to be used as detailed by the Grantor. 4. LOSS OF EQUIPMENT Encl: 4.1. Report the loss within 24 hours as detailed in Reference A. above Complete ALL information on the Loss Report Form, which is at Annex E, and forward it to the appropriate officers. ANNEX A BORROWING CHARGES ANNEX B BORROWING MANAGEMENT FORMS ANNEX C EQUIPMENT BEING TAKEN TO A PRIVATE RESIDENCE ADVICE ANNEX D RACQ INSURANCE & SECURITY TIPS ANNEX E LOSS REPORT FORM

3 ANNEX A TO EQUIPMENT BORROWING POLICY 28 Apr 2010 Equipment Day Rate Week Rate Month Rate Total Station $240 $1200 $4800 Level $20 $140 $560 Data Projector $115 $800 $3200 Laptop $35 $245 $980 Digital Camera $10 $50 $200 DGPS $240 $1200 $4800 1

4 Annex B to Equipment Borrowing Policy 28 Apr 2010 School of Geography, Planning and Environmental Management HEAD OF SCHOOL Prof James Shulmeister PROGRAM DIRECTORS The University of Queensland Brisbane Qld 4072 Australia Telephone (07) International Facsimile pagpem@uq.edu.au Internet CRICOS PROVIDER NUMBER GEOGRAPHY and ENVIRONMENTAL MANAGEMENT Dr David Neil PLANNING Associate Professor John Minnery Staff Member who will be responsible for the equipment On-campus contact address BORROWING APPLICATION FORM As at 28 Apr 10 On-campus contact phone numbers Off-campus address Off-campus phone number 1 EQUIPMENT REQUIRED (Include Description, Model, Registered Number and Serial Number) Quantity Hire costs (pw or pd) Equipment Being Taken To A Private Residence Advice Form Needed/Completed Date Required Total $ Rate Date Picked up Days/Weeks 1

5 Date Expected Return Total Hire Cost for the Hire Period paid in advance: Payment Method and Reference Method Reference $ Name of School Officer who compiled this form (please print) I agree to the terms and conditions detailed above. Name of CEO or other authorised representative Signature of the above person Date RETURNED EQUIPMENT DETAILS Date of Return Name of receiving School of GPA Officer Signature of the above person Date Report on condition of returned items ADDITIONAL CHARGES or COSTS Reason for Additional Charges or Costs Additional Charges $ Additional Charges or Costs paid (date) Method Borrower s Reference Attachments Examples of School Borrowing Control Forms 2

6 ATTACHMENT 1 Borrowing Agreement - SCHOOL OF GPEM STAFF (example) 3

7 ATTACHMENT 2 Borrowing Agreement STUDENTS & EXTERNAL (example) 4

8 ATTACHMENT 3 Loan Reminder SCHOOL OF GPEM STAFF (example) 5

9 ATTACHMENT 4 Loan Reminder STUDENT & EXTERNAL (example) 6

10 EQUIPMENT BEING TAKEN OFF- CAMPUS ADVICE (Please complete and forward to Head of School) ANNEX C TO EQUIPMENT BORROWING POLICY 28 Apr 2010 SCHOOL SCHOOL OF GEOGRAPHY, PLANNING & ENVIRONMENTAL MANAGEMENT Description Of Equipment $ Value Specific Description Asset Identification Number Type Serial Number Model Date Of Departure Date Of Return Borrower s Name Address Of Residence Brief Description Of Project Borrower s Signature Date HEAD OF SCHOOL APPROVAL Signature Date Form to be retained in the School NB: The equipment must have a carrying case, if possible, that offers some reasonable degree of protection. When not in use the equipment must be kept under lock and key. All equipment must be marked with the University s name. If stolen, the theft must be reported to the nearest police station, as soon as the theft has been discovered and the University s Insurance Manager must be notified. For School GPA Internal, cross and write See Attached Borrowing Agreement GPA Staff 1

11 ANNEX D TO EQUIPMENT BORROWING POLICY 28 Apr April 2003 Don t be a bunny for house thieves The Easter Bunny will be among the least suspicious characters creeping around Queensland homes over Easter, RACQ Insurance has warned. Burglaries and housebreakings rose by up to 10 percent during holiday periods, said the insurer s executive claims manager Bradley Heath. Unfortunately, we re likely to see at least a similar incidence of thefts from homes over the coming week as many Queenslanders use the close proximity of Easter and Anzac Day to get away for an extended pre-winter break, Mr Heath said. An obviously empty home with poor security measures in place is the best Easter gift either the professional or opportunist thief can hope to find. So householders who don t want the post-holiday trauma of returning to a ransacked home should take some basic, sensible precautions before they leave. Mr Heath said window and door deadlocks, along with a professionally installed and monitored alarm system, provided the best protection of a home s contents from theft; but everyone going on holiday should: Lock the house, garage and garden shed securely, including windows. Give the house a lived-in look with an automatic timer for lights and radio and perhaps some old clothes left out on the washing line. Inform a trusted neighbour of your movements and have them remove any material from your mailbox and put your garbage bin in and out on collection day. Ensure nothing is left lying around your property such as ladders or tools to make a housebreaker s task easier. An RACQ Insurance household contents policy will provide financial compensation should thieves overcome security measures, Mr Heath said. But nothing can compensate for the awful feeling of violation in returning to a burgled home, so every reasonable effort should be made to keep thieves out in the first place. 11

12 LOSS REPORT FORM ANNEX E TO EQUIPMENT BORROWING POLICY 28 Apr 2010 PLEASE COMPLETE THE FORM AND RETURN IT TO: INSURANCE MANAGER, BUSINESS SERVICES DIVISION Name of Faculty, School, Department or Centre: 1. Date of Event: 2. Where did the event occur? Time: or between and a.m. or p.m. 3. What happened? 4. Brief description of property stolen or damaged (full details required on next page) 5. Name and address of witnesses, if any. 6. Is any Third Party to blame for the loss or damage? YES / NO If YES, give name and address if known 7. If loss by BURGLARY, THEFT OR MALICIOUS DAMAGE, describe: (a) Method of Entry (b) The extent to which the items were protected from loss or damage at the time of the occurrence, eg. Securing cable and/or serial numbers engraved (c) Police Notification (The Police must be notified where the loss is the consequence of a criminal offence) Station: Name of Officer: Date of Notification: Crime Report No. 8. Other Particulars (a) Does the University own the damaged or stolen property? YES / NO (b) Is the property leased or on loan from another organisation? YES / NO If YES please provide details. N.B. PLEASE COMPLETE and SIGN SCHEDULE ON SECOND PAGE 1

13 SCHEDULE OF LOSS OR DAMAGE THEFT OF PROPERTY (including Cash) Description of Property UQ Asset Number Original Cost $ Replacement Cost * $ Total Estimate of Loss DAMAGE TO PROPERTY Description of Property and Extent of Damage UQ Asset Number Estimated Cost of Repairs * $ Total Estimate of Loss $ I declare that to the best of my knowledge and belief, the particulars given in this form are true and correct in every respect and I have not withheld any relevant information nor sought unjustly to benefit by the event described above. Signed by Date Name (please print) School Telephone Number: Address: If you require any further information, please contact the Insurance Manager on (07) or the Insurance Office on (07) * Please submit repair and/or replacement quotes with the Loss Report Form, where available 2