Chapter 3337-55 Policy on Use of University Resources, Printing Procurement and Disposition of Surplus Property

3337-55-02 Use of university resources.

The version of this rule that includes live links to associated resources is online athttps://www.ohio.edu/policy/55-002.html

(A) Overview

The purpose of this policy is to provide uniform guidelines for the use of university resources.

The use of university monies or resources (such as vehicles and equipment) must have a business purpose. This includes (but is not limited to) computers, internet, and phone usage, and the use of intangibles such as software and employee time.

Abuse of university resources may result in the need to make restitution to the university and in disciplinary action, up to and including termination.

(B) Abuse

Use of university resources is considered abuse when either of the following occurs:

(1) The use is outside the boundaries of that which is customarily provided or reasonably needed by the employee to function in his or her job. For example, drinking water may be provided to employees for everyday use, but filling up jugs of drinking water from a university source, to take home for personal use, is abuse.

or

(2) The use conflicts with federal, state, or local laws or regulations, or with any other existing university policies. Other university policies that deal with resource use include:

(a) Policy 01.025

(b) Policy 17.900

(c) Policy 19.054

(d) Policy 47.001

(e) Policy 55.003

(f) Policy 55.071

(g) Policy 55.075

(h) Policy 91.003

Long distance telephone charges for personal calls should never be incurred by the university; they should instead be charged directly to a personal calling card (or use your own cell phone).

Brief personal use of the university's communication resources that operate on a flat-rate basis (land line phones for local calls, internet, or e-mail) is allowable during the work day. Such use should be infrequent in nature and of short duration. After-hours personal use of internet and e-mail services is permitted, subject to policy 91.003.

(C) Avoiding abuse

(1) When using a university resource, always check with your supervisor if you are in any way uncertain of the business purpose or appropriate nature of that use.

(2) Be aware that all capital equipment must be tagged by the equipment inventory (EI) office, as described in policy 19.054.

(3) If an employee will be taking university equipment or items off university property for business use, such activity should be documented, as described in policy 19.054.

(4) Supervisors should always be aware of the resources designated to them, and should track the use of those resources. This includes timely response to the equipment inventory office's reporting requests, and proper oversight of common supply areas, phone bills, and the like.

The version of this rule that includes live links to associated resources is online athttps://www.ohio.edu/policy/55-002.html

Effective: 8/8/2016
Promulgated Under: 111.15
Statutory Authority: 111.15
Rule Amplifies: 111.15

3337-55-35 Purchasing - printing procurement.

The version of this rule that includes live links to associated resources is online athttps://www.ohio.edu/policy/55-035.html

(A) Overview

This policy establishes guidelines for the procurement of printing services to provide consistency in the design of printed pieces, to promote the best value, and to ensure compliance with the laws of the state of Ohio in regard to printing procurement.

All requests for print jobs must comply with Ohio university's graphic identity standards. A style guide describing existing standards is online athttps://www.ohio.edu/brand/.

Further information and design assistance is available from university communications and marketing at 740-593-2200 or the printing resource center ("PRC") at 740-593-1930.

(B) Printing services

(1) All requests for printing services will be submitted to PRC.

(2) University stationery (letterhead, envelopes, business cards, memo pads, etc.) has been standardized. Submit all orders for such items directly to PRC.

(3) If PRC cannot meet the department's printing specifications or timeline, PRC will route the job to an external supplier approved by university procurement services.

(4) PRC will ensure the use of external suppliers conforms with the state's "Buy Ohio" initiative and university procurement policy.

(C) High-volume duplication

(1) When duplication exceeds the efficient use of office copiers, the work will be directed to PRC.

(2) If PRC cannot meet the department's timeline, PRC will route the job to an external supplier approved by university procurement services.

The version of this rule that includes live links to associated resources is online athttps://www.ohio.edu/policy/55-035.html

Effective: 8/8/2016
Promulgated Under: 111.15
Statutory Authority: 111.15
Rule Amplifies: 111.15

3337-55-71 Disposition of surplus property.

The version of this rule that includes live links to associated resources is online athttps://www.ohio.edu/policy/55-071.html

(A) Overview

This policy provides a standard procedure for the disposition of surplus or excess property that complies with applicable laws and insures maximum use of property prior to sale and then maximum income from property at the time of sale.

Any department that declares as surplus or excess state or university property will contact the moving and surplus office (also called the surplus property office) at 593-0463. The property will be removed from the department for disposition either through transfer to another university department or public sale. No one is permitted to donate, give away, sell, or otherwise dispose of any surplus or excess property, except by the procedure outlined in this policy. Equipment used as a trade-in as part of the purchase of new equipment is not considered surplus.

This policy does not affect the procedures of policy 44.104.

(B) Departmental responsibilities and procedures

(1) All equipment

In the disposal of all surplus items, departments must proceed as follows:

(a) Every department or planning unit should have an individual who is authorized to determine when property (equipment, supplies, or other material assets) is no longer useful to the department.

(b) When the authorized individual determines that property is no longer useful, he or she will call the moving and surplus office to arrange for disposition.

(c) The department must report inventory changes and deletions directly to inventory control, in accordance with policy 19.054 and policy 19.055.

(2) Red tag equipment

Red tag equipment is equipment marked with a red, rather than the usual green, Ohio university inventory tag. A red tag designates that the equipment was purchased with grant funds and is titled to the granting agency, not the university. Never send red tag equipment to university surplus without approval from the equipment inventory office. Always check with equipment inventory for disposal of red tag equipment.

(C) Moving and surplus office responsibilities and procedures

(1) Standard sale procedures

Upon receiving a request from the department, the moving and surplus office will:

(a) Move the surplus property to the designated sale location as soon as possible.

(b) Record the item description and general condition.

(c) Add the item to surplus property inventory if it has economic value, and direct it to the recycling program if it does not.

(d) Locate inventory control numbers and report change to inventory control for removal from the department's inventory records. This provision does not relieve the department from its responsibility to contact inventory control directly, as stated in part (B)(1)(c) of this policy.

(e) Prior to public sale, make the item available to university departments for the cost of handling the item.

(2) Sealed bid procedures

The moving and surplus office will administer the surplus program and will, at its discretion, refer items which are not suited for typical public sale (for example, airplanes and buses) to the purchasing and contracts office.

The purchasing and contracts office will make the final determination as to the method of sale for all surplus (e.g., by sealed bid or by web auction, such as e-bay).

(a) Bids will be awarded to the highest bidder when the bid is determined to be reasonable (i.e., commensurate with fair market value of the property).

(b) Bids may be rejected if they are below fair market value, improperly filled out, or lacking in required details. Ohio university may, upon rejecting all bids, re-bid at a later date, or offer the item for open sale.

(c) Equal or tie bids will be awarded based on the stamped submission date and time. The first bidder will be the successful bidder.

(d) Successful bidders must pick up their purchases within five work days following bid opening, unless otherwise arranged with the moving and surplus office or the purchasing and contracts office, as appropriate. Failure to meet the pick-up schedule may result in forfeit of the property.

(e) The moving and surplus office or the purchasing and contracts office may withdraw items from sale prior to bid opening, if it is determined that an item is of further use at Ohio university, or by another state institution.

(D) Disbursement of income generated

(1) Sales conducted through the moving and surplus office

The division of the income generated by sale of surplus items through the moving and surplus office depends on the value of the item:

(a) In cases where the income generated from the sale of the item is five hundred dollars or less, all of the proceeds will be retained by the moving and surplus office.

(b) In cases where the income generated from the sale of a surplus item is greater than five hundred dollars, fifty per cent of the proceeds will be returned to the contributing department.

When the proceeds are critical to provide funding for the replacement of the item with a similar item, departments may request up to eighty per cent of the proceeds from the sale by submitting a written request and justification to the director of property management.

(2) Sales conducted through the purchasing and contracts office

All income generated (one hundred per cent) is returned to the contributing department. Sales are referred to the purchasing and contracts office by the moving and surplus office only. All departments must contact the moving and surplus office for sale of surplus items.

(E) Regional campuses

Disposition of surplus or excess property on regional campuses will be managed by the regional campus dean. Each regional campus dean will ensure that procedures outlined in this policy are followed.

The version of this rule that includes live links to associated resources is online athttps://www.ohio.edu/policy/55-071.html

Effective: 8/7/2016
Promulgated Under: 111.15
Statutory Authority: 111.15
Rule Amplifies: 111.15