Off Campus Equipment Asset Guidelines

Deans, Directors and Chairs are responsible for the care, custody and control of equipment assets within their respective units. The purpose of these guidelines is to set out the terms and conditions under which university equipment may be taken off campus.

For the purposes of these guidelines, "campus" is defined as the university's main campus, south campus, Augustana, Campus Saint-Jean, and all university farms and research stations.

Ensure any and all equipment leaving campus that is greater than $5,000 or deemed desirable to track has a U of A asset tag and is entered into the Asset Tracking Module in PeopleSoft. If the asset does not have an asset tag, contact your Unit Equipment Coordinator or Equipment Services directly at 492-8899 or eilist@ualberta.ca.

Prior to sending the equipment off campus, contact Equipment Services to update the location in the asset record. When the equipment is returned, the individual must notify the Unit Equipment Coordinator or contact Equipment Services directly to update the record with the new location.

For information regarding insurance coverage of equipment assets off campus, please contact Insurance and Risk Assessment at ERM10@ualberta.ca.

For assistance with contracts or agreements regarding use of equipment off campus or loaning equipment, contact the Office of the General Counsel using the Contact Us tab. 

If equipment assets are lost or stolen while off-campus, please contact University of Alberta Protective Services at 780-492-5252 to report the loss or theft and provide a copy of the Security Report to your Unit Equipment Coordinator. Provide Equipment Services with the completed 1st page of the Asset Retirement Form to update the status of the asset.