JANUARY 15, 1970
l.0l Because of its limited resources, Oklahoma State University's firm policy is that property obtained from whatever source shall remain with the University as long as there is a need for it within the total institution and it is economically feasible to maintain it in operation.
l.02 Property which has been purchased with sponsor's funds will be transferred upon receipt of proper request and sponsor authorization, if title has not been vested in the University and no law, agreement, or regulation exists to indicate that the University may logically expect to obtain title to the property. Where title to sponsor-purchased property has been vested in the University or will become so vested in the normal course of events, transfer will only be approved when no need for it exists currently or in the foreseeable future, e.g., property which is uniquely applicable to an individual's research effort.
l.03 Property which has been purchased from the institution's own funds normally will not be available for transfer or otherwise disposed of, except through procedures which have been established by the Vice President for Business and Finance of the University for disposal of surplus and non-usable property.
2.0l The following conditions must be met (not necessarily in the order listed) before a transfer of property can be approved by the University:
b. A written request must be received by the Dean and/or Director(a above) from an authorized representative of the proposed recipient organization stating in detail what property is being requested and that he will accept responsibility for it.
c. Written approval must be received by the Dean and/or Director(a above) from an authorized representative of the sponsoring agency, unless title to the property has been unequivocably transferred to the University.
d. Provision must have been made in writing by an authorized representative of the sponsor or receiving organization for the University to be reimbursed for any costs which it may incur incident to the transfer. If the removal of major items of equipment will result in significant costs to make the space usable, these costs also must be approved for reimbursement.
e. A positive statement by the Department or School Head will be forwarded to the appropriate Vice President through the Dean and/or Director (a above) to the effect that no need exists for such equipment in the foreseeable future. Approval by the Dean (Director) or his authorized representative will be evidence also that no such need exists elsewhere within his area of responsibility.
f. The cognizant Vice President will make sure that reasonable steps are taken to ascertain whether a need exists elsewhere within the University for any of the property involved. If such need exists, he will decide whether it is in the best interest of the University to approve transfer of the item(s) in question or whether title should be retained by the University.
g. The Department (School) Head will physically verify the location of property which is under control of a departing employee but not in a transfer request or not approved for transfer.
h. The coordinating administrator (a above) or his designated representative will work with the Manager, Inventory Section, to be certain that necessary adjustments of inventory cards and other required actions are completed.
i. It must be borne in mind that the University will not release property unless there is a clear and urgent reason for doing so; the wish of a departing employee is not sufficient in itself to justify such release.