CAMPUS REMINDER – THEFT-SENSITIVE ITEMS
To: Campus Community
From: Jim Corkill, Director Business & Financial Services
Subject: CAMPUS REMINDER – THEFT-SENSITIVE ITEMS
Welcome to 2016! As we enter the New Year and make our resolutions, how about resolving to identify and secure theft-sensitive items in and around your work space? For many of us, this simply means safeguarding our personal valuables like cash, phones, and keys, and locking our computers when we are away from our workspace, making it harder for opportunistic individuals and groups to make away with these items. For those with managerial responsibilities, this also means taking time to identify University property that is theft-sensitive and taking steps to secure or inventory those items. As a standard practice, theft-sensitive items should be identified, inventoried and periodically inspected so that losses are detected and can be accurately reported.
UC Policy (Excerpts)
BFB-BUS-29 Management and Control of University Equipment:
Items purchased for less than $5,000 or that have an expected normal life of one year or less, which are not inventoried as equipment or Government property...are subject to local University location inventory control procedures.
BFB-BUS-38 Disposition of Excess Property and Transfer of University-Owned Property:
Regardless of the value of the item, no one may employ University property for personal use or gain. This restriction applies to property which is surplus or currently idle; all such property should be made available for use by other units, or sent to Surplus for disposition (all proceeds beyond handling costs are returned to the originating department) … in no case may a University employee remove, or cause to be removed, excess property from University premises for personal use, distribution to third parties, or sale.
BUS-49 Policy for Cash and Cash Equivalents Received:
Cash and cash equivalents must be locked in a secure receptacle or safe at all times except when signed out by a cashier for working cash.
BFB IS-3 Electronic Information Security:
Departments should establish procedures to ensure physical security for portable devices and media housed within their immediate work area and under their control, such as laptop computers, PDA's, memory sticks, CD ROM's, etc.
The University has identified the following as potentially theft-sensitive:
- Cash & Cash Equivalents
- Computers, laptops, cell phones, cameras, video and teleconferencing equipment
- Tools, parts, materials
- Pianos, other musical instruments, and production equipment (e.g. Music Department)
- Furniture, appliances (e.g., microwaves, mini-fridges)
- Other theft-sensitive items
Each department is expected to:
- Determine which items will be tracked
- Establish procedures for internal controls
- Conduct an annual inventory of the items
Property identified as surplus or currently idle can only be made available for use by other units, or sent to Surplus for disposition. UC policy restricts personal use or gain of all University owned property, regardless of the value.
If a problem is detected, immediately contact your Business Officer, UCSB Police, and Risk Management to report the loss. For your convenience we have attached a copy of a spreadsheet that may be used to log and track these items, and it can also be found on the BFS website under Equipment Management – Forms.
We hope you have a happy and healthy year!