Human Resources Information Systems
Tel: 780-5628 - Fax: 780-5554 - Email: HRIS
© 2003 USM - HRIS
A Member of the University of Maine System
U N I V E R S I T Y O F S O U T H E R N M A I N E
POLICY#: 101.11
SUBJECT: PERSONAL USE OF UNIVERSITY RESOURCES
APPLIES TO: ALL EMPLOYEES
ISSUED BY: FINANCIAL RESOURCES
EFFECTIVE DATE: 05/01/85
REVIEW/REVISION DATE: 10/01/92
Telephones
University telephones are to be used for University business.
Using University telephones for personal or business use, except
in an emergency, is prohibited. The University telephone system,
including use of the system for long distance calls is to be used
only for approved University purposes.
Mail/Printing Services
Mail and Printing Services are provided on chargeback basis to be
used only for approved University business. Use of University
postage metering, the University mail services, the University
printing and photocopying services for personal or non-University
business use is prohibited.
University Equipment, Supplies and Offices
These are to be used only for approved University business. The
off campus use of University assets and/or equipment requires the
prior approval of the appropriate dean or executive officer. In
all such instances the Office of Property Management is to be
contacted to acquire appropriate release forms.
Travel Funds and University Vehicles
Travel funds are to be used only for officially approved
University travel and University vehicles are to be used only for
officially approved University business. University vehicles and
travel funds are not to be used for personal or non-University
business purposes.
Further, policy and procedure regarding travel and expense
reporting may be found in the University of Maine System
Administrative Practice Letter #26 available through the
Purchasing Office.
Off-Campus Use of University Assets/Equipment
As a general policy, University property should not be removed
from University premises. On rare and infrequent occasions, a
piece of University equipment may be needed for use at a
non-University location. Should there be a compelling and urgent
need for University equipment to be removed from University
premises, permission for such approval should be obtained from
the appropriate Dean or Executive Officer. In addition, all
equipment should be accounted for on the University's inventory
records before it is allowed off the campus.
If an item is new and has not yet been recorded, the office of
Property Management should be contacted to add the item to the
University's inventory system and the department's list of
accountable assets prior to removal.
The lending department should also maintain a separate record of
the asset. This record should consist of: make, model number,
serial number, University bar code number, the borrower's name
and signature, date of loan, length of loan period, and the
off-campus location of the asset during the loan period. This
information may prove invaluable to the lending department should
the asset become lost, stolen or damaged.
If the University equipment used off campus is stolen, the user
should notify not only their local police force, but also the
University Police and Safety.
Please be aware that the University does not have an all
inclusive theft/loss policy on equipment used off campus. The
user is responsible for equipment in their care and may want to
review their home owner's or renter's insurance policy to make
sure they are adequately protected.
Theft/Loss of University Assets/Equipment
Care should be taken to assure the safety and security of
University assets/equipment at all times. However, despite
positive efforts, items may occasionally be lost or stolen. When
a loss is realized, the departmental property liaison should
notify Police and Safety to complete a theft report. Information
required on the theft report consists of brand name, serial
number, model number, and USM identification number. Police and
Safety will forward a copy of the report to Property Management.
If the missing or stolen property is subsequently located by the
department, it is requested that Police and Safety and Property
Management be notified.
Reporting the loss of University equipment used off-campus is
subject to a different set of procedures. The municipal police
force where the loss/theft occurred should be notified. A
detailing note listing brand name, serial number, model number,
USM tag number, description and last known location of the
item(s) should be forwarded to Property Management at 212
Corthell Hall on the Gorham campus.
If the lost/stolen items are insured under the University's risk
management system, the departmental liaison should also contact
Bob Smith in Business Services to complete the process. This
step should be taken whether the loss occurred on-campus or
off-campus.
When a theft/loss occurs off-campus, the user should be aware
that if the asset is not covered under a specific "All-Risk"
policy, the user's home owner's/renter's policy may provide
coverage. As stated in the University's off-campus use policy,
"the user is responsible for equipment in their care...",
therefore, if no type of insurance coverage is available, the
user may be personally liable for replacement of the lost asset.
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NOTE: This policy has an attachment. To see the attachment,
look in the hard copy of this Manual or contact the Division of
Human Resources.
These pages are designed and
maintained by
Human Resources Information
Systems
Tel: 780-5628 - Fax: 780-5554 - Email: HRIS
© 2003 USM - HRIS
A Member of the University
of Maine System