Equipment Transfer and Loans
REG 10.10.2
Research Administration
Authority:
Vice Chancellor for Research and Graduate Studies
History:
First Issued: September 1992.
Related Policies:
NCSU REG07.30.16 -
Capital References: Assets - Retirement
Contact Info:
Vice Chancellor for Research and Graduate Studies (919-515-2117)
1. GENERAL
The University adheres to the following procedures regarding transfer of
title to equipment or temporary loan of equipment to which NC State University
holds title:
2. TRANSFER OF EQUIPMENT:
Equipment whose title vests with NC State University may not be transferred
from the University equipment inventory except under the following conditions:
2.1. Equipment is no longer needed by the University and the University approves
transfer to another unit or institution.
2.1.1. On a case-by-case basis, reimbursement of a portion of the acquisition
costs may be negotiated.
2.1.2. Transfer always requires notification of the Capital Assets Management
System (CAMS) Director and may require the approval at some administrative
level beyond the university.
2.2. The principal investigator (PI) on an external grant/contract transfers
to another unit or institution. In this case, guidelines of the sponsoring
agency must be adhered to but additional requirements may be imposed by
the University.
2.3. In general, transfers are negotiated on a case-by-case basis, within
the following general guidelines
2.3.1. Transfer of specialized research equipment purchased solely from external
sources during the current grant period may be approved by the University
if the receiving unit/institution provides all shipping or relocation costs
and assumes all liability and maintenance responsibilities form the time the
equipment is moved from its position in the University.
2.3.2. If partial funding derived from State sources, some repayment of State funds
may be negotiated and approval beyond the University will generally be required.
2.3.3. Transfer of general research equipment or of equipment purchased before
the grant period will be allowed only if there is no substantial and documentable
need within the University and the Department Head and Dean approve; a reimbursement
of some part of State or other external agency funds used to acquire such
equipment may be negotiated and approval beyond the School/College/Unit level
may be required.
2.3.4. If transfer is not approved arrangement for use of the equipment at NC State
or by loan of equipment may be negotiated, as described below.
3. LOAN OF EQUIPMENT
Equipment whose title vests with NC State University may be loaned to another
unit or institution if the Department Head and the Dean of the School/College/Unit
approves and under the following conditions:
3.1. A request is made in writing and approved by an administrative official
of the requesting unit/institution authorized to negotiate contracts.
3.2. Request must include a statement of the use of the equipment and identify
the specific object and person in charge of the equipment during the loan
period.
3.3. Borrower agrees to:
3.3.1. assume shipping or relocation costs between University and the borrowing
unit/institution
3.3.2. to provide insurance on the equipment sufficient to repair or to replace
the equipment if lost, stolen or damaged beyond repair
3.3.3. agrees to assume all liability and to hold NC State University blameless
in the use of the equipment during the loan period, and
3.3.4. to return the equipment to its original position in substantially the same
condition as when loaned.
Alternatively, borrower and the University may enter into a contractual agreement
whereby NC State University provides some portion of the above items (i.e. maintenance,
insurance, etc.) for a fee.
3.4. An agreement of the conditions of the loan will be drafted by the University
and must be approved by the School/College/Unit and by the authorized official
of the requesting institution. The loan period may be approved for up to six
months and is renewable for additional periods up to six months with agreement
of both parties.
3.5. The Director of the NC State Capital Assets Management System must be notified
of the loan and be provided a copy of the loan agreement before equipment
leaves the campus area.
