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EQUIPMENT PROCEDURES MANUAL - page 46 / 86

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NCCCS EQUIPMENT MANUAL

LOSS OR THEFT OF EQUIPMENT

Each college has the responsibility to provide accountability for all equipment in its custody. Effective equipment control measures should be implemented to keep equipment losses to a minimum. If a loss should occur, the following steps should be taken:

  • 1.

    The chief business official should be notified immediately.

  • 2.

    An immediate search should be initiated for the missing item to confirm the loss or theft. Instances of forcible entry must be reported to the local law enforcement agency.

  • 3.

    The chief business official should investigate a loss or suspected theft and report findings to the president of the college, stating the apparent cause of the loss or theft.

  • 4.

    When the losses have been confirmed, a Form NCCCS 4-11 must be prepared by a responsible college official and signed by the chief business officer for the file. When applicable, investigative reports should be included in the file.

  • 5.

    The institution should prepare the NCCCS 4-11 form (Request to Dispose of Capital Assets) and the NCCCS 4-6 (Notice of Expenditure Adjustment) with the appropriate signatures, and they should be kept on file with a copy of the police report.

  • 6.

    The Administrative and Facility Services Section may request additional information and may make on-site visits to colleges in an effort to determine reasons for losses and to assist in any way possible.

40

Oct.2001

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