Handling of Non-Returned and Damaged Equipment

General Description

Purpose:

To establish procedures for the return of university-issued equipment and outline the consequences for non-returned and damaged items.

Definition:

Equipment: Includes but is not limited to laptops, hotspots, headphones, athletic uniforms, warm-ups, and jackets.
Non-Returned Equipment: Equipment not returned by the due date or upon the student’s departure from the university.
Damaged Equipment: Equipment returned in a condition that is not the same as when it was issued, excluding normal wear and tear.
Lost Equipment: Equipment that cannot be located by the individual to whom it was issued and is presumed missing and is reported as missing to the University Police Department.
Stolen Equipment: Equipment taken without permission and reported as stolen to the University Police Department.

Scope:

This policy applies to all students of California State University, Bakersfield, who check out University owned equipment .

Policy/Procedure

Return of Equipment:
- All university-issued equipment must be returned by the due date specified at the time of issuance.
- Graduating students or students who unenroll in the University, must return all equipment prior to commencement or upon disenrollment.
Reporting Lost or Stolen Items:
- Any lost or stolen equipment must be reported immediately to the University Police Department.
- A report must be submitted to the department to which the equipment was checked out from along with the police report.
- Individuals are allowed a single replacement for lost or stolen equipment from the originating department. Any subsequent lost or stolen items will be charged the full value of the equipment.
Damaged Equipment:
- Any equipment that is returned in a damaged condition will be assessed for repair or replacement costs by the department. Fees will be placed on the student account within 30 days.
- The individual who was issued the equipment will be responsible for the cost of repairing or replacing the item within 30 days of charges being placed on the account.
Consequences of Non-Return:
- Non-returned equipment will be considered a student debt in accordance with California Code of Regulations, Title 5, Section 42380 and will be covered by University collection processes.
- The student’s account will be charged the full value of the equipment.
- Individuals with one documented non returned item will be prevented from checking out additional equipment until all charges are cleared and/or equipment is returned.

Review (Frequency and Process)

This policy will be reviewed annually by Information Technology Services to ensure compliance and effectiveness. Any necessary revisions will be made and communicated to the university community.