Survey (Removal) of Property from Records

In order to remove property items from inventory a process known as a "survey" must be completed. 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 a Property Survey Report. The report lists the property to be surveyed and must be approved by the Property Survey Board before the property can be traded-in, junked, etc. The Property Survey Board is composed of the head of the department or school who has responsibility for the property being surveyed, the Vice President for that area or their designee, and the Vice President for Administration and Finance. Please follow the procedures below to have property items removed from inventory.

Survey - Surplus Property

When it is determined that retention of property is no longer in the best interest of the department, a Request to Survey Property Form must be prepared by the appropriate dean, director or chair. The request to survey property should include the CSUSB ID number, description, and the reason why the property is no longer needed. Forward the completed document to the Property Management Office. Before disposal of the property, the property will be made available to other campus departments. When arrangements are made to have the property transferred to another department on campus, the Property Management Office will 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 action. At this time, a Property Survey Report or Property Transfer Report will be processed to officially remove the property from the originating departments' inventory. Sales of surplus University property requires the prior approval of  Property Management, 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.  Ninety percent (90%) of the net proceeds exceeding $250 from surplus property sales will be returned to the originating department.

Survey - Disposal of Sensitive Equipment

“Sensitive equipment” includes computers, tablets, copiers, printers, multi-function devices, smartphones, and any other items with memory which store data. The following procedures apply to the disposal of all sensitive equipment, regardless of the final disposal method determined to be in the best interest of the University by Property Management (i.e., public auction, sealed bid, trade-in, donation, disposal via vendor).

When a department has deemed sensitive equipment excess to their needs, they should contact their Information Technology (IT) support providers to determine if the sensitive equipment can be used elsewhere on campus (note: if you are uncertain who your provider is, please contact the Technology Support Center at 909/537-7677. If IT 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 IT 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 (i.e., via degaussing, physical removal and destruction of hard drive, etc.). Once completed, the department will need to forward the Request to Survey form to Property Management, and contact Property Management 909/537-5147 in order to arrange drop-off of the sensitive equipment to a secure holding area. If the department needs assistance removing the sensitive equipment, their location – along with a contact name and number – will need to be provided on the Request to Survey form, in the specified location.

After the Request to Survey form has been received and processed, Property Management will then initiate a Property Survey Report (PSR). This report will be forwarded to the appropriate individuals of the Property Survey Committee – given the originating department (per ICSUAM Section 3150.01 – Administration of University Property, section 3.4). The PSR must be signed and returned to Property Management before the sensitive equipment can be removed.

Once the appropriate paperwork has been received and processed, Property Management will coordinate with the appropriate parties to have the sensitive equipment removed. 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

Departments planning to trade-in property must list the vendor and monetary value offered by the vendor for the property on a Request to Survey Property Form. This form should be submitted to the Property Management Office prior to actual trade-in. The purchase order number or requisition number should be listed on the form. A Property Survey Report noting that the property is being traded-in will be processed to officially remove the property from the originating department's inventory.

Survey - Lost or Stolen Property

When a determination has been made that University property has been lost or stolen, the accountable individual or department should immediately notify University Police, extension 75165, and file a police report. A written report to the department chair, dean or director also needs to be prepared explaining the circumstances.

Whenever "sensitive equipment" such as computers, tablets, copiers, printers, multi-function devices, smartphones and other items with data storage 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 (security@infosec.csusb.edu).

A copy of the written report explaining circumstances of the loss, the University Police Report, and a copy of the Report for Lost or Stolen University Information must be attached to the completed Request to Survey Property form and sent to the Property Management Office. If a copy of the Report for Lost or Stolen University Information is not attached, the Property Management Office will notify the Information Security Office. The State Administrative Manual, section 8643, states: "Employees will be charged with any loss and damages to State property due to their negligence or unauthorized use." A Property Survey Report noting that the property was lost or stolen will be processed to officially remove the property from the originating department's inventory.

University Police shall notify the Property Management Office when lost or stolen state property is reported to that office. University Police shall forward a copy of the University Police Report to Property Management within seven days of the report filling. Additionally, if any property is recovered, a similar report will be forwarded to Property Management within seven days of filing. For reconciliation purposes, University Police will maintain/update the list of lost or stolen property on campus. Property Management will contact University Police periodically to confirm that all reports have been forwarded. University Police will perform a police report database search for confirmation. Property Management will log all conversations with University Police to record database searches.

Property Management will report sensitive equipment items that are identified as missing during a physical inventory to the Information Security Office at the close of the 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 must be prepared by the appropriate dean, director, or chair. The request to survey property should include the CSUSB ID number, description, and the reason why the property is no longer needed. A Property Survey Report noting that the property is to be junked or salvaged for parts will be processed to officially remove the property from the originating 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 appropriate dean, director, or chair. The request to survey property should include the CSUSB ID number, description, and the reason why the property is no longer usable. A Property Survey Report 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 organization (such as a school district or the county), a Request to Survey Property Form must be prepared by the appropriate dean, director or chair. The request to survey property should include the CSUSB ID number, description, the reason why the property is no longer needed, and the name and address of the donee. Before the property can be donated, the property will be made available to other campus departments and State universities. If arrangements are made to have the property transferred to another department on campus, the Property Management Office will initiate a Property Transfer Request Form to transfer the property from the originating departments' inventory to the new departments' inventory. If arrangements are made to have the property transferred to another State university, the Property Management Office will initiate a Property Transfer Report to accomplish the transfer to the other university. When both these options are exhausted, the department is free to donate the property to another government organization of their choice. A Property Survey Report noting that the property is being donated will be processed to officially remove the property from the originating departments' inventory. Donations to other than government organizations are limited to non-profit organizations and to property that has an estimated salvage value of $0.00. When a department wishes to donate such property to a non-profit organization, a Request to Survey Property Form must be prepared by the appropriate dean, director or chair. The request to survey property should include the CSUSB ID number, description, the reason why the property is no longer needed, and the name and address of the donee.

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. TheRequest 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.