In order to remove property from University records, a process known as a "survey" must be completed. University property can be removed from inventory when it is traded-in, scrapped, lost, stolen, destroyed, salvaged for parts, sold as surplus, or transferred to another government agency. The survey is accomplished through the use of a Request to Survey Property Form which in turn creates a Property Survey Report (PSR) in PeopleSoft. This PSR report lists the property to be surveyed and must be approved by the Property Survey Board before the property can be disposed. The Property Survey Board is composed of the department manager or approver who has responsibility for the property being surveyed, the Vice President for the department or school or their designee, and the Vice President for Administration and Finance or their designee.
Survey - Surplus Property
When it is deemed that property is no longer needed by a department, a Request to Survey Property Form must be prepared by the department. The request should include the CSUSB tag number, serial number, description, department, and the reason why the property is no longer needed. The form contains places for signatures by the submitter and the approver. In cases where the property is a data-sensitive device, like a computer, laptop, or tablet, an additional signature is required by ITS for data sanitization. The form is then forwarded to the Property Management office. Arrangements will be made to retrieve the property, or in cases where the property is too large to retrieve, the department will be advised to submit a Facilities Management work request to have the property moved.
Nonetheless, property should be made available to other campus departments if it is still usable. In cases where the property is generic in nature and can be used by any department, the department should seek to locate another department that may be interested in acquiring the property. When arrangements are made to have the property transferred to another department on campus, the department will need to initiate a Property Transfer Request Form to transfer the property from the originating departments' inventory to the new departments' inventory.
When no other departments on campus have any use for the surplus property, the Property Management office will make arrangements to properly dispose of the property through sale at auction, transfer to another government agency, or other appropriate actions. At this time, a Property Survey Report (PSR) or Property Transfer Report will be processed to officially remove the property from the originating departments' inventory. Any disposition of university property requires the prior approval of the Property Survey Board including completion and approval of required forms. Sales or trade-ins of surplus property which was originally purchased with outside funding (i.e., grants) must comply with the specific terms of the establishing agreement. Effective July 1, 2022, all net proceeds from surplus property sales will be returned to the originating department minus $100, or 10%, whichever is greater, In some cases, additional handling charges may apply.
Survey - Disposal of Sensitive Equipment
“Sensitive equipment” includes computers, tablets, copiers, printers, multi-function devices, smartphones, and any other items with memory which can store data. The following procedures apply to the disposal of all sensitive equipment, regardless of the final disposal method by Property Management (i.e., public auction, sealed bid, trade-in, donation, disposal via electronic waste).
When it is deemed that sensitive equipment is no longer needed by a department, the department should contact their Information Technology Services (ITS) support providers to determine if the sensitive equipment can be used elsewhere on campus. If uncertain as to who your provider is, contact the Technology Support Center at 909/537-7677). If ITS determines that the sensitive equipment cannot be utilized elsewhere on campus (i.e., obsolete, no longer operational), then the department should complete a Request to Survey Property Form. The department will need to have a CSUSB ITS technician clear the sensitive equipment of all data, and certify – on the section indicated on the Request to Survey form – that all data has been cleared. Once completed, the department will need to forward the Request to Survey form to Property Management.
Once the appropriate paperwork has been received and processed, Property Management will coordinate with the appropriate parties to have the sensitive equipment removed to a secure holding area. In the case of larger amounts of sensitive equipment needing removal, Property Management will arrange pick-up through a certified electronic waste vendor. If the sensitive equipment needing to be removed exceeds the scope of this vendor’s abilities, the originating department will need to make arrangements through the Purchasing Office 909/537-5142 with a specialized outside vendor.
Survey - Trade In of Property
Trading-in property for a newer model or other equipment is sometimes the best way to get the most value for obsolete property. Departments planning to trade-in property must list the purchase order number or requisition number on the Request to Survey Property Form. The vendor's quote for the new property should spell out the monetary value offered by the vendor along with a description of the item. The Request to Survey form should be submitted to the Property Management office prior to the actual trade-in. The purchase order number or requisition number will be noted on the Property Survey Report (PSR) noting that the property is being traded-in and will be processed to officially remove the item from the department's inventory.
Survey - Lost or Stolen Property
When University property has been lost or stolen, the accountable individual or department should immediately notify University Police and file a police report. The police report will be kept on file for the lost or stolen property, and the police report number will be noted on the Property Survey Report (PSR) so that the property can be officially removed from the department's inventory.
Whenever "sensitive equipment" such as computers, tablets, copiers, printers, multi-function devices, smartphones and other items with data storage capabilities are identified as lost or stolen, the accountable individual or department should also immediately prepare a "Report for Lost or Stolen University Information" and notify the Information Security Office of the loss.
A copy of the police report and a copy of the lost or stolen information report should be attached to the completed Request to Survey Property form and sent to the Property Management office. If a copies of the reports are not attached, the Property Management Office may reach to the University Police or the Information Security Office. Employees may be charged with any loss and damages to university property due to their negligence or unauthorized use.
Additionally, if any property is recovered, and put back into service, the department should notify Property Management right away so that the university property can be put back into the department's inventory. Property Management will also report sensitive equipment items that are identified as missing during a physical inventory to the Information Security Office at the close of the inventory. Police reports are not required for missing property during a physical inventory.
Survey - Junked or Salvaged for parts
When it is determined that property no longer has any value (junk) or would best serve the needs of the department by being salvaged for parts, a Request to Survey Property form should be prepared by the department. The request to survey property should include the CSUSB tag number, serial number, description, department, and and the reason why the property is no longer needed. A Property Survey Report (PSR) noting that the property is to be junked or salvaged for parts will be processed to officially remove the property from the departments' inventory.
Survey - Destroyed Property
When it is determined that property has been destroyed (as by fire, etc.), a Request to Survey Property form must be prepared by the department. The request to survey property should include the CSUSB tag number, serial number, description, department, and the reason why the property is no longer usable. A Property Survey Report (PSR) noting that the property was destroyed will be processed to officially remove the property from the originating departments' inventory.
Survey - Donation of Property
When a department wishes to donate surplus property to another government agency or non-profit organization, a Request to Survey Property Form must be prepared by the department. The request to survey property should include the CSUSB ID number, serial number, description, and the reason why the property is no longer needed. Additionally, the name and address of the donor recipient needs to be identified in a letter from the recipient along with an official request to acquire the property. The Property Management office will initiate transfer of the donated property to the recipient. A Property Survey Report (PSR) noting that the property is being donated will be processed to officially remove the property from the departments' inventory. Donations to entities other than government organizations are limited to non-profit organizations and to property that has an estimated salvage value of $0.00.
Survey - Transfers to other CSU campuses
When a department wishes to transfer surplus property to another CSU campus, a Request to Survey Property form must be prepared by the appropriate dean, director or chair. The Request to Survey Property Form should include the CSUSB ID number, description, the reason why the property is no longer needed, the name and address of the campus the property is being transferred to, and the name and phone number of the person accepting the property on behalf of the campus. A Property Survey Report noting that the property is being transferred will be processed to officially remove the property from the originating departments' inventory.