Property Security

Purpose

To establish conditions for the safekeeping of University-owned Property.

Scope

All departments with University-owned Property under their control.

Authority

The Office of the Vice Chancellor for Finance and Administration

Policy

Departments must keep all Property secure while under the department’s control and establish a departmental security program. The security program should be documented and reviewed by any employee who will have day-to-day management of any Property.

The departmental security program must include, at a minimum, the following:

1. 1. 1. Appropriate key control procedures.
      2. Guidelines for locking of doors and windows; setting alarms, if applicable; and securing valuables when not in use.
      3. Inventory procedures and records maintenance as outlined in 12 Keeping Property Accounting Records.
      4. The reporting of all Property losses to the Division of Public Safety and University Property Accounting and Reporting (UPRA) on a timely basis.
      5. Provide, at the department’s expense, means of physically securing items of vulnerable equipment.
      6. Keep and maintain an inventory of all Property assigned to the department, regardless of monetary value, and perform regular (but no less than every two years) inventories of same.
      7. Keep and maintain a list of all Property located outside the department’s campus location(s), including, but not limited to, employees’ homes, remote labs/worksites, or with employees on travel status.
      8. A plan to retrieve any Property assigned to an employee upon the retirement or separation of the employee.  All equipment must be turned over to shipper and mailed no later than seven days after retirement/separation date and provide a copy of the tracking information.
         a. Non-returned equipment is subject to remote lockdown.

All departments that have allowed employees to take Property to their home for purposes of fully remote or hybrid work, or for any other legitimate business needs, must:

1. 1. 1. 1. 1. Follow all of the security program steps above.
            2. Require employees taking Property home to sign a document outlining what equipment is at their remote work location, or fill out the Equipment Loan form. Copies of the completed form must be retained by both the department and the employee(s).
            3. Remind employees that the Property remains the property of the University of Illinois System and shall not be used for personal or other non-business purposes.
            4. Inform employees that any loss or stolen property must be immediately (no later than 24 hours) reported to the department, University Property Accounting and Reporting (UPRA), the Division of Public Safety, and their local police department.

All Property under departmental control must be kept secure and undergo a bi-annual (i.e., every other year) inventory of all Property valued at $2,500 or above.. More information about the inventory is available at 12.2.1 Complete a Biennial Inventory.

Definitions

Property: office equipment (e.g., chairs, desks, computers, printers, conference tables, telephones, etc.), classroom equipment (e.g., desks, projectors, lecterns, etc.), scientific equipment (e.g., microscopes, spectrometers, etc.), medical equipment (e.g., hospital beds, incubators, etc.), collections (e.g., museum collections, library collections, costume collections, and auxiliary unit equipment [e.g., a unit collection of hand-held tools kept as a group because of their low individual value]).

Procedures

Individuals within a department are urged to minimize security risks by following the departmental security program and by:

1. 1. 1. 1. 1. Securing movable equipment when unattended, particularly when risk of loss is great.
            2. Observing reasonable security measures, such as offering to assist strangers in department areas who appear to have no business in the immediate vicinity and not allowing strangers to access badged areas.
            3. Being alert to and reporting to Division of Public Safety unusual or suspicious activities.
            4. Securing doors and windows (particularly of rooms containing valuables) at the conclusion of the day and, if applicable, setting alarms.

Departments should also refer to Business & Finance Policy 12.2.6 Keep Property Secure for additional direction.

References for Business and Financial Policies and Procedures:

1. 1. 1. 1. • 12.1.4 Determine the Value of Property and Equipment
            • 12.1.11 Report New Software over $250,000
            • 12.2.1 Complete a Biennial Inventory
            • 12.2.3 Comply with Unit Head Property Custodial Responsibilities
            • 12.2.6 Keep Property Secure
            • Equipment Loan Form
            • Keeping Property Accounting Records
            • Remote Work Agreement form

Contact

Further questions concerning this policy statement should be directed to the Division of Public Safety (217) 333-1216 or University Property Accounting and Reporting (UPAR) at obfsuafrproperty@uillinois.edu .