Standard Operating Procedure - Concordia University · standard operating procedure (SOP) SOP’s at PERFORM are any operating document that require a full review process and approval

PC-SOP-GA-004-v02 Printed copies are not controlled. Page 1 of 10

Standard Operating Procedure

Asset Management at PERFORM

PC-SOP-GA-004-v01

Revision History

Version Reason for revision Date

02 1. Changed acronym from CR to CF for the conditioning floor

2. Updated definitions according to current glossary of terms November 23rd, 2012

Summary This SOP provides guidelines on how both PERFORM and non-PERFORM assets are accessed and managed. The major topics covered are general guidelines for using equipment, how the inventory of PERFORM is managed, as well as how non-PERFORM equipment is administered at the PERFORM Centre.


Table of Contents

1. Definition of Terms ___________________________________________________ 3

2. Introduction _________________________________________________________ 4

2.1 Background _______________________________________________________ 4 2.2 Purpose __________________________________________________________ 4 2.3 Scope ____________________________________________________________ 4 2.4 Responsibility _____________________________________________________ 4 2.5 Relevant Documents ________________________________________________ 4

3. General Conditions ___________________________________________________ 5

4. Inventory Management of PERFORM Equipment ___________________________ 6

4.1 Inventory coordinator ______________________________________________ 6 4.2 Maintenance of PERFORM research equipment inventory system ___________ 6 4.3 PERFORM equipment tags __________________________________________ 7 4.4 Acquisition and decommissioning of equipment _________________________ 8 4.5 Moving equipment within PERFORM __________________________________ 8 4.6 Moving PERFORM equipment outside of PERFORM ______________________ 8 4.7 Damaged, lost, or stolen PERFORM equipment __________________________ 8

5. Management of non-PERFORM Equipment ________________________________ 9

5.1 Application to bring non-PERFORM equipment __________________________ 9 5.2 Requirements for bringing equipment to PERFORM ______________________ 9 5.3 Removing non-PERFORM equipment _________________________________ 10 5.4 Inventory management of non-PERFORM equipment ____________________ 10 5.5 Approved uses of non-PERFORM equipment ___________________________ 10

6. Training requirements ________________________________________________ 10

APPENDIX I: Moving PERFORM Equipment Form

APPENDIX II: Report Damaged or Lost Equipment Form

APPENDIX III: Application for Bringing Equipment to PERFORM

APPENDIX IV : SOP Training Record Form

APPENDIX V: Concordia University’s Reference Policies


1. Definition of Terms

chief administrative officer (CAO)

Senior executive of PERFORM responsible for administrative aspects of the centre.

cross functional evaluation team (CFET)

A committee of dynamic composition at PERFORM that assesses the logistical feasibility and needs of proposed projects or programs, and provides technical input and support to applicants to help plan and execute activities at PERFORM.

Clinicmaster Trade name for PERFORM’s inventory management system.

Concordia University’s administration

In the context of the PERFORM Centre this would most likely be facilities management services, environmental health and safety, financial services and the office of research.

inventory coordinator Person responsible for updating and reporting all PERFORM inventory.

scientific research committee (SRC)

PERFORM committee chaired by the scientific director with the mandate to evaluate new research projects for scientific merit and fit with overall mission.

non-PERFORM equipment

Equipment located at the PERFORM Centre but is not under the management of PERFORM’s administration team and CAO.

PERFORM The PERFORM Centre at Concordia University.

PERFORM’s equipment Any equipment that is under the direct responsibility of PERFORM’s administration and CAO.

PERFORM employee Concordia employee that has been assigned to PERFORM.

principal investigator (PI)

Head researcher that is responsible for all aspects of a given research project or program at PERFORM.

PERFORM operating document (POD)

Operating documents that are specific to an instrument or technique that require approval by area managers.

research equipment Equipment used for acquiring research data.

standard operating procedure (SOP)

SOP’s at PERFORM are any operating document that require a full review process and approval by the CAO.

UHREC University Human Research Ethics Committee.


2. Introduction 2.1 Background

The PERFORM Centre is a shared facility that houses equipment that is managed by PERFORM’s administration team and equipment brought in by academic or private researchers to be used in conjunction with PERFORM facilities. Due to the collaborative nature of the research done at the PERFORM Centre, clear guidelines on the expectations, rights and obligations are needed in order for all parties to understand the context in which the different types of equipment are categorized and administered.

2.2 Purpose

The purpose of this SOP is to provide the minimum guidelines regarding expectations, rights and obligations regarding the use of assets at the PERFORM Centre.

2.3 Scope

This document provides the general conditions with regards to using PERFORM assets and non-PERFORM equipment at the PERFORM Centre. Moreover, requirements in addition to current Concordia University asset management policies are outlined. Finally, the process for bringing and removing non-PERFORM equipment is described as well as the responsibilities regarding non-PERFORM equipment. Out of scope are:

• Consumable inventory management

2.4 Responsibility

• Any user of PERFORM and non-PERFORM equipment will be responsible for having read and signed off on this SOP.

• It is the responsibility of PERFORM Employee to support equipment needs of researchers within the boundaries laid out in this SOP.

2.5 Relevant Documents

Concordia policy on asset management, effective date: December 14, 1998, CFO-4 Concordia policy on security, effective date: September 23rd, 2002, VPS-20 PC-POD-002; Scheduling Practices at the PERFORM Centre SOP-GA-007; General Access to PERFORM Centre SOP-GA-001; Guidelines for Preparing SOPs and PODs


3. General Conditions As outlined in PC-SOP-GA-007 “Access to the PERFORM Centre” there is an internal PERFORM process in order to gain access to PERFORM equipment. The PERFORM Centre is a shared facility and as such requires a set of conditions for ensuring the most effective use of both PERFORM and non-PERFORM equipment for all users.

• In order to gain access to a PERFORM research area, users will have to undergo an orientation session with the appropriate PERFORM employee member where both PERFORM and non-PERFORM equipment are identified.

• Once access has been granted, the new user and PERFORM’s support employee will determine the training needs required regarding un-assisted use of PERFORM equipment. The level of supervision required will be at the discretion of line managers and PERFORM coordinators depending on the equipment and its desired use.

• It will be the user’s responsibility to ensure that they follow all PERFORM’s SOPs and PODs when operating PERFORM equipment.

• Users will also be expected to follow SOPs specific to the area(s) where non-PERFORM equipment is being used.

• Unauthorized use of equipment, both PERFORM and non-PERFORM will risk forfeit of privileges and access to the PERFORM Centre at the discretion of the CAO.

• PERFORM employee will take every precaution to ensure the safety of non-PERFORM equipment, however PERFORM administration assumes no responsibility for lost or damaged equipment that is stored in the PERFORM Centre.

• Should any property of Concordia University be lost, stolen or damaged, the appropriate report and procedures will be followed according to current policies of Concordia University (APPENDIX V).

• All users of PERFORM equipment will be expected to book time using the online scheduler (PC-POD-GA-002 for scheduling practices at PERFORM)


4. Inventory Management of PERFORM Equipment

PERFORM inventory management will follow current Concordia University policy on capital asset management (APPENDIX V) with some additional requirements outlined in the following points.

4.1 Inventory coordinator

• The CAO will appoint an inventory coordinator for the PERFORM Centre. The inventory coordinator will either report to the CAO or a line manager that has sign off authority on inventory lists that are reported to Concordia University’s administration and/or external auditors.

• It will be the responsibility of the inventory coordinator to work with area managers/coordinators to keep an updated list of the entire inventory at the PERFORM Centre and ensure that all policies are adhered to with regards to moving and decommissioning equipment.

• The inventory coordinator will be trained as a user in Clinicmaster

• It will be the responsibility of all PERFORM employee to report to the inventory coordinator any changes in equipment status (i.e.: purchase of new equipment, move, or decommissioning)

4.2 Maintenance of PERFORM research equipment inventory system

• All equipment inventory at PERFORM will be tracked using Clinicmaster as a central inventory repository.

• The following information will be captured for each piece of equipment:

PERFORM tag number Equipment description Manufacturer

Model number Serial number Acquisition (Month/Year)

Purchase order number Preparer’s contact details Last inventory check date

Bar code number Room number Comments

• PERFORM inventory check will be conducted once a year and the minimum requirement is to report to University administration (financial services) every three years. The inventory coordinator will have to conduct a physical check of


all the equipment at PERFORM and report the physical status of each piece of equipment

• Note that Concordia administration may conduct random audits from time to time.

• At least once a year, the inventory list must be verified for completeness and accuracy by the appropriate PERFORM administration team members. Formal sign off may be required by the CAO when reporting to University administration or external auditors.

4.3 PERFORM equipment tags

All equipment at the PERFORM Centre must be tagged with both a PERFORM inventory number and a bar code. This is a Concordia University policy and a requirement for insurance eligibility (APPENDIX V). The structure of the PERFORM inventory number will be the following:

• “P” PERFORM Centre designation

• Followed by the following area codes:

PE: Portable Equipment AT: Athletic Therapy

TL: Teaching Laboratories CF: Conditioning Floor

CP: Cardio-Pulmonary IM: Imaging Suite

FA: Functional Assessment CA: Clinical Analysis Suite

RL: Second Floor Research Labs NS: Nutrition Suite

MA: Metabolic Assessment Laboratory BF: Cardiopulmonary and Blood Flow Laboratory

PA: PERFORM Assets (furniture, admin computers, all non-research equipment)

• Followed by a unique number assigned by the inventory coordinator.

For example the ultracentrifuge located in the clinical analysis suite is labeled:

PCA 34

• In cases where it is not possible to tag the actual instrument (such as centrifuge

rotors, EEG caps, etc.), it will be at the discretion of the inventory coordinator


as to how to track these items so long as all the required information is captured.

• Bar codes will be generated using the PERFORM inventory number by Clinicmaster.

4.4 Acquisition and decommissioning of equipment

• Acquisition of new equipment for the PERFORM Centre must be reported to the inventory coordinator. The proper inventory processes described above must take place before putting equipment into service.

• Decommissioning of equipment will require a report to the CAO and inventory coordinator and follow Concordia University’s current asset management policy for decommissioning equipment (APPENDIX V).

4.5 Moving equipment within PERFORM

• Portable PERFORM equipment is stored in a central location and will have to be signed out and returned by users with the inventory coordinator.

• Moving of any large equipment will require the written consent of the CAO and Concordia’s facilities management will execute the actual move.

4.6 Moving PERFORM equipment outside of PERFORM

• Moving PERFORM equipment out of PERFORM will require written approval by PERFORM’s CAO and be signed out by the inventory coordinator or PERFORM employee designate.

4.7 Damaged, lost, or stolen PERFORM equipment

In the case where PERFORM equipment is damaged lost or stolen, a report will have to be filed to the inventory coordinator and reported to the CAO.


5. Management of non-PERFORM Equipment Researchers wishing to conduct studies at the PERFORM Centre, may want to bring their own equipment to be used in conjunction with the equipment supplied by PERFORM. In some cases, research programs go on for extended time periods and non-PERFORM equipment needs to be stored long term at the PERFORM Centre.

5.1 Application to bring non-PERFORM equipment

• Researchers wishing to bring external equipment need to submit an application form and submit to the PERFORM’s research coordinator (APPENDIX III).

• The research coordinator will check for compatibility and safety issues and submit the information to the area manager/coordinator who will then assign a space for the external equipment.

• The information will also be submitted to the inventory coordinator

• The following minimum information will be provided in the application form:

Equipment description Manufacturer Model number

Serial number Name and contact of PI check-in date

Safety precautions Comments

5.2 Requirements for bringing equipment to PERFORM

Once the request application has been submitted and approved by PERFORM coordinators then arrangements can be made to have the equipment delivered to PERFORM.

• non-PERFORM equipment must be clearly labeled with PI’s name or Company that is responsible for the equipment.

• Inventory coordinator has to be informed that the equipment is on PERFORM’s premises.

• An orientation of the non-PERFORM equipment should be given to the appropriate PERFORM employee in cases where equipment may have to be moved and to provide information to emergency response crews if needed.

• Any move of non-PERFORM equipment will be done with consultation of the responsible person for that equipment.


5.3 Removing non-PERFORM equipment

Researchers can remove their equipment from the PERFORM Centre at any time and without notice. However, the equipment must be signed out by the inventory coordinator or designate. The CAO reserves the right to ask a researcher to remove their equipment, and will do so in writing if requested.

5.4 Inventory management of non-PERFORM equipment

• Inventory of non-PERFORM equipment will be managed by PERFORM’s inventory coordinator using Clinicmaster.

• The inventory coordinator will assign a PERFORM inventory number for tracking purposes.

5.5 Approved uses of non-PERFORM equipment

• No human based research at the PERFORM Centre may be undertaken without a formal scientific, administrative and ethical review process: SRC, CFET and UHREC committees. This includes research conducted with non-PERFORM equipment.

• Only users assigned by the person responsible for the non-PERFORM equipment will be permitted to use the equipment. PERFORM employee or other researchers will not be allowed to use non-PERFORM equipment without the identified responsible person’s explicit approval.

6. Training requirements PERFORM employee that will be in direct support of research activities will be required to read this SOP and sign the training record form. All individuals who will be using PERFORM equipment, or bringing equipment into PERFORM, are required to read and sign the training record form.

PC-SOP-GA-004-v02 Printed copies are not controlled. Appendix I

APPENDIX 1

Moving PERFORM Equipment

Application Form

Moving PERFORM equipment application form

Identification of person responsible

First and Last name

Title and affiliation

Email

Telephone number

Equipment details

Equipment description

PERFORM inventory number

Current location

Location moved to

Moving date

Return date

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Typewritten Text

Form from PC-SOP-004: Research Equipment Management at PERFORM

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Typewritten Text

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Typewritten Text

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Typewritten Text

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Typewritten Text

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Typewritten Text

Brief justification for the move

Approvals

Print affiliation and name of person responsible below Date

PERFORM Chief Administrative Officer or designate Date

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Typewritten Text

Form from PC-SOP-004: Research Equipment Management at PERFORM

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Typewritten Text

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Typewritten Text

PC-SOP-GA-004-v02 Printed copies are not controlled. Appendix II

APPENDIX II

Report Damaged or Lost Equipment Form

Damaged, inoperative, lost or stolen equipment report form

Identification of person reporting

First and last name


Email

Telephone number

Equipment details


PERFORM inventory number

Normal location

Date and time of incident

Detailed description of the situation

PC-SOP-GA-004-v02 Printed copies are not controlled. Appendix III

APPENDIX III

Application for Bringing Equipment to PERFORM

Application for bringing equipment to PERFORM

Identification of person responsible for non-PERFORM equipment

First and last name


Email

Telephone number

List of authorized users of this equipment

First and last name Title email

Space allocation (filled out by PERFORM inventory coordinator)

Room number

PERFORM Inventory number

Equipment details


Manufacturer

Model number

Serial number

Check in date

Safety Precautions (Please add any special safety precautions regarding this instrument that should be known by PERFORM Staff and other users)

Comments and Special requests e.g.: If portable does the owner want the instrument to be signed out?, special plug? ventilation? etc….

PC-SOP-GA-004-v01 Printed copies are not controlled. Appendix IV

APPENDIX IV

SOP Training Record Form

SOP Training Record

SOP Title

Research Equipment Management at PERFORM

SOP Code

Ownership Document type Area SOP Number Version

PC SOP GA 004 02 Training Record

Full Name

Institution

Contact (email or phone number)

I certify that I have read and understood the SOP and have concluded an orientation with the appropriate PERFORM employee member. Signature

Sign here (trainee) Date

SOP Training Record

APPENDIX V

Concordia University’s Policy on Capital Asset

Management (CFO-4)

Concordia University’s Security Policy

(VPS-20)

POLICY ON CAPITAL ASSET MANAGEMENT Effective Date: December 14, 1998 Originating Office: Office of the Vice- President, Finance Supersedes /Amends Policy dated: n/a Policy Number: CFO-4 SCOPE This policy applies to all property whether tangible (i.e. land, buildings and equipment) or intangible, which is either donated or purchased and which qualify as capital assets. According to the Canadian Institute of Chartered Accountants Handbook, capital assets are identifiable assets that meet all of the following criteria:

a. are held for use in the provision of services, for administrative and academic purposes, for the production of goods or for the maintenance, repair, development or construction of other capital assets;

b. have been acquired, constructed or developed with the intention of being used

on a continuing basis; c. are not intended for sale in the ordinary course of operations; d. whose useful life extends beyond 1 (one) year and whose capitalization threshold

varies according to its category (see Appendix A - “Recognition and Amortization Guidelines” in accordance with Ministry of Education directives).

PURPOSE The purpose of this policy is to establish a framework for the management and control of University capital assets, including the proper recognition, measurement, safeguarding and disposal thereof. Additional regulations related to the purchasing and ordering of equipment are found in the Purchasing Policy. POLICY General 1. All capital assets purchased with University operating, capital or restricted funds, as

well as all donated capital assets, remain the property of the University regardless of physical location.

2. An exception to the general rule outlined in section 1 may exist in the case of capital

assets purchased with research and contract funds, when there is a specific condition

POLICY ON CAPITAL ASSET MANAGEMENT

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imposed by the granting or contracting organization at the time the grant or contract is awarded as to the ownership of the capital asset to be purchased. In such cases, capital asset costs shall not be shared or co-mingled with other University funds and shall not be capitalized for financial reporting purposes.

Recognition & Measurement 3. Capital assets are recorded at cost. As a general rule, cost includes the purchase price

and other acquisition costs such as installation costs, freight charges, transportation, taxes and duties. For a donated capital asset, cost is considered to be the fair value at the date of donation. Fair value may be estimated using market or appraisal values. The Office of University Advancement should be contacted when donated capital assets are received.

4. The cost incurred to enhance the service potential of a capital asset is considered to be an

improvement and shall be capitalized irrespective of the source of funding. Service potential is enhanced when there is an increase in the previously assessed service capacity; associated operating costs are lowered; the useful life of the capital asset is extended or the quality of output is improved.

5. All capital assets with a limited life shall be amortized in accordance with stated

methods and guidelines in effect (see Appendix A). Custody & Security 6. Certain capital assets shall be tracked by physical location through the Fixed Asset

Inventory System maintained by the General Accounting Unit of the Department of Financial Services.

A physical inventory shall be taken every three years and shall be conducted simultaneously throughout the University. While overall coordination for the physical inventory shall rest with the Fixed Assets, Capital Funds and Insurance Claims Coordinator (“the Coordinator”), each Department/Unit Head or Organization Manager shall be responsible for conducting the inventory in his or her area in accordance with Appendix B.

7. It is the responsibility of the Department/Unit Head or Organization Manager to ensure

that capital assets assigned to his or her custody are maintained and safeguarded in accordance with University policies and procedures. The capital assets held under his or her responsibility shall be reported on a yearly basis in accordance with Appendix B.


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8. As a general rule, all moveable capital assets shall remain at the physical location assigned to them within the University.

Capital assets may only be removed from the University in the course of conducting University related business (i.e. equipment used for University recognized research projects, use at home or on business travel). Upon completion of the project, all capital assets shall be returned to the University.

9. Should it be necessary to move a capital asset for use off-campus or to an alternate

location within the University, it is the responsibility of the Department/Unit Head or Organization Manager to follow the appropriate procedures as outlined in Appendix C.

10. It is the responsibility of the Department/Unit Head or Organization Manager to report

any stolen or damaged property to the Coordinator as well as to the Security Department in accordance with the procedures set out in Appendix C.

Disposal 11. At the end of a capital asset’s useful life, the Department/Unit Head or Organization

Manager having custodial responsibility of the capital asset shall follow the appropriate procedures for capital asset disposal as outlined in Appendix C.


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APPENDIX A “Recognition and Amortization Guidelines” in accordance with Ministry of Education directives FIXED ASSET MINIMUM AMORTIZATION CLASS AMOUNT PERIOD 1. Land n/a n/a Services & Improvements $ 30,000.00 20 years 2. Buildings $ 30,000.00 2 % declining Alterations & Improvements $ 30,000.00 2 % declining per project 3. Leasehold $ 30,000.00 terms of lease

Improvements per lease 4. Vehicles & Rolling Stock $ 1,000.00 5 years 5. Library Holdings n/a 40 years 6. Equipment:

computer $ 1,000.00 8 years audiovisual $ 1,000.00 8 years office $ 1,000.00 8 years furniture $ 300.00 5 years software (purchased) $ 1,000.00 5 years in-house software $ 30,000.00 5 years

7. Major Specialized $ 10,000.00 normal life Equipment 8. Other Intangible $ 1,000.00 normal life: max 40 Assets years 9. Art Collection $ 1,000.00 n/a 10. Donations n/a normal life


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NOTES 1. Land, Services and Improvements on Land Land is a defined part of the earth’s surface with or without improvements. Since land is capitalized at its acquisition cost and there is no depreciation calculated, the original cost remains unchanged unless improvements are added. The minimum amount has been fixed for this category at $30,000.00 which is amortized over a period of twenty years. Examples of services and improvements to land include sidewalks, parking lots, benches, fences, lighting and signs. 2. Building Alterations and Improvements Buildings are permanent fixed structures built for permanent or temporary occupation. The University's buildings are used for various purposes including as classrooms, offices, libraries, residences, art galleries and sports complexes. All buildings are presently recorded in balance sheet accounts. In accordance with the provincial government's regulations, the threshold has been fixed at $ 30,000.00 per project and is depreciated at a declining rate of two per cent per year. Any renovation or alteration to an existing building that costs less than $ 30,000.00 shall be considered as maintenance and repairs rather than a capital asset. As well, equipment or renovations that do not add any value to a building will not capitalized. Buildings that are under construction where the equipment is connected and designed as an integral part of the structure shall be added to the value of the building since such equipment cannot be separated from the building. The value of the capital asset is the total amount paid for acquiring or improving the building. These costs include fees for labour, materials, architectural and design, brokers, agents, notarial and legal services, building permits, inspection and filing costs, landscaping and wherever possible the cost of utilities if easily traceable. 3. Leasehold Improvements Leasehold improvements to rented space are very similar to alterations and improvements in University-owned buildings. The only difference is that the renovation cannot be amortized beyond the term of the lease. A careful review of the lease is necessary before starting any project in order to ascertain whether the cost of the project is cost-effective. All costs relating to the renovation shall be capitalized if they exceed $30,000.00 per lease. If they do not, all costs will be expended.


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4. Vehicles and Rolling Stock Vehicles and rolling stock are motorized carriages or conveyors of any kind used on land including cars, trucks, buses, motorcycles, tractors, snowplows, snowmobiles and forklifts. Accessories or equipment forming part of some of the above-mentioned examples including trailers, platforms, caterpillar tracks, skis and wagons are considered as capital assets, as well, although they may not be motorized. Such accessories shall be capitalized if, when added to the major capital asset, they exceed the threshold set by the government's regulations. The minimum amount to capitalize the capital asset has been fixed at $ 1,000.00 which is amortized over a five year period. 5. Library Holdings Library holdings are documents and collections of materials including books, bound periodicals, microfilm and CD-Roms under the responsibility of a professional librarian. Books found in various departments throughout the University are not included in this category. The University shall record the entire collection regardless of its value for a period of forty years. 6. Equipment General The most commonly purchased capital assets fall under the equipment category. This category has been segregated by type of equipment to provide on-line information of the dollar value of each type. Equipment shall be capitalized if the cost is equal or greater than the threshold set by the government regulations. Amounts less than the threshold limit shall be expended. Component parts which individually cost less than the capitalization level but when combined exceed it shall be capitalized when purchased as a unit. For example, when purchasing a hard drive, monitor, printer or keyboard and each part costs less than $ 1,000.00 but as one functional unit has a total cost exceeding $1,000.00, the capital asset shall be capitalized. When a keyboard is purchased as a replacement part, however, it shall not be capitalized. Software Computer software differs from equipment because it is not always tangible or separately identifiable. Software prices vary enormously and government regulations direct the University to amortize large expenditures rather than expense them all in one fiscal year. Two classifications of software have been created. The first covers desktop software and the limit to amortize this type of capital asset has been fixed at a maximum useful life of five years for all software purchases exceeding $ 1,000.00.


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For major software applications, whether purchased or developed in-house, the threshold has been fixed at $ 30,000.00 for a maximum amortization period of five years. Whenever possible, all production costs related to in-house software application must be taken into consideration in order to arrive at the actual value of the capital asset. The University spends a significant amount of time and money to develop or improve software applications and it is therefore important to include these factors in the fixed asset inventory system. 7. Major Specialized Equipment Major and specialized equipment should not be confused with equipment improving the value of a building. Major equipment consists of individual items of machinery, equipment, computer systems and like items costing more than $10,000.00. This category encompasses a wide variety of items. As such, each item should be examined individually and its useful life determined. Examples of major equipment purchases include satellite dishes, electric generators, medical equipment and musical instruments. The acquisition cost includes the purchase price and other acquisition costs such as installation costs, freight charges, transportation, taxes and duties as well as modifications or attachments which are required to make the item usable for its intended purposes. 8. Other Intangible Assets An intangible capital asset is an asset with no physical substance which must be paid for by the University in order to be entitled to use it. The most frequently used capital assets which fall into this category are fees for royalties, patents, trademarks and goodwill. The threshold has been fixed at $ 1,000.00 with a maximum amortization period of forty years. 9. Art Collection These are capital assets with an exceptionally long or unlimited lifespan due to their cultural or historical value. Such capital assets include jewellery, paintings, sculptures, book collections, monuments, historical sites and chapels. Amounts exceeding $ 1,000.00 shall be capitalized and added to the fixed asset inventory system. All other transactions shall be expended. 10. Donations Donations are gifts, whether tangible or intangible, received by the University. Cash and securities are not considered as a donation of a gift-in-kind. Donations which qualify as capital assets including equipment, books, artwork and copyright interests shall be added to the fixed asset inventory system at the fair market value of the asset at the time it was received. If the capital asset's fair market value cannot be determined, the capital asset shall be evaluated at a nominal amount. All indirect costs, such as transportation and installation, associated with the donation shall be included when evaluating the capital asset. The donation shall not be amortized beyond the useful life of the donation.


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APPENDIX B

Physical Control of Capital Assets

Definitions 1. “Department/Unit Head or Organization Manager” means : · the Chair of an academic Department · the Director or Manager of an administrative unit · the grant/contract holder in the case of a Research and Special Funds account · any person or group of persons specifically designated by the individuals listed

above to oversee fixed asset control in their areas 2. “Accountable assets” means all assets that meet the University's capitalization criteria as

defined in Appendix A of this policy. 3. “Controllable assets” means all other assets that do not meet the capitalization criteria

but that the University wishes to physically control in order to properly maintain its resources level.

Categories of Capital Assets 4. It is the University’s policy that all property of substantial value be properly controlled

and accounted for. However, because of the wide range in value and volume of different assets owned by the University, it would not be practical nor economical to maintain elaborate inventory records for all categories of assets. As such, the University has designated two different types of assets: accountable assets and controllable assets.

5. Accountable assets, which are normally included in the Fixed Asset Inventory System,

include but are not restricted to: · Vehicles · Computers, printers, facsimile machines and photocopiers (when owned by the

University) · Audio-visual equipment · Office furniture such as desks and filing cabinets · Major specialized equipment 6. Controllable assets, which are normally not included in the Fixed Asset Inventory

System, include but are not restricted to: · Chairs (unless worth more than $300/unit) · Tables (unless worth more than $300/unit)


Page 9 of 15 7. Assets normally excluded from this policy include: · Lamps · Magazines and books · Decorations · Lab inventories - special count procedures will be established for lab inventories

due to the specialized nature and usage of this equipment. Please communicate with the Coordinator for further information.

Tagging Assets 8. Asset tagging is a crime prevention measure aimed at discouraging theft and facilitating

the physical count process. The level of control applicable to University assets is dependent upon the category to which the asset belongs:

a. For controllable assets - ownership tags on controllable assets valued below the

capital threshold should be affixed to indicate the ownership of Concordia University, where applicable. Bar coding is not mandatory for this category. Items identified by ownership tags do not generally require physical inventory;

b. For accountable assets - accountable assets must be bar coded to facilitate asset

control and safeguarding as well as the physical inventory process. Bar code tags are assigned a number that matches a specific asset in the Fixed Asset Inventory System.

9. All departments should maintain a supply of bar code tags and ownership tags. If you

require additional tags or have questions as to which category a particular asset may fall into, please send a request to the Coordinator.

10. Engraving of assets is recommended but not mandatory. You may contact the Security

Department to borrow an engraver. 11. Sensitive scientific equipment which may be damaged in the branding or engraving

process should not be marked. Branding and engraving are intentional acts. Therefore, if property damage is caused as a result of the branding or engraving process, that damage will not be covered by the University insurance policies. Tagging artwork, sensitive technical equipment or other items is also not recommended if it is likely to affect its function, value or the University's ability to return an asset under warranty. A file must be maintained by the department for all untaggable capital assets that would otherwise be considered as accountable property.


Page 10 of 15 Incentive and Insurance 12. In the event of theft, damage or loss of University property:

a. The Department/Unit Head or Organization Manager shall be responsible only for the applicable insurance deductible amount if the department has tagged and has maintained an inventory of its accountable assets;

b. If the Department/Unit Head or Organization Manager has not tagged or

maintained an updated list of its accountable assets, its assets will not be considered as insured property and the department will be responsible for the total cost of replacing the missing, stolen or damaged asset.

13. The levels of applicable insurance deductibles depend upon the category of property to

which the asset belongs. For further information on the University’s insurance policies, please contact the Coordinator.

14. Refer to Appendix C for procedures for dealing with the loss of University property. Maintenance of the Fixed Asset Inventory System 15. For the first year of application of these procedures (fiscal year 1999-2000), all

Department/Unit Heads or Organization Managers are responsible for listing all accountable assets under their control at the time the first physical count is conducted. This list, to be submitted electronically on the “Fixed Asset Inventory Form”, will then be updated by the Coordinator, on a yearly basis, with all new purchases recorded in the book of accounts during the year. This updated list will be sent annually to the Department/Unit Heads or Organization Managers for review and update.

16. Because accounting transactions do not provide all the information needed to ensure

adequate control of the University's capital assets, Department/Unit Heads or Organization Managers will be responsible for verifying the accuracy of the following information included in the Fixed Asset Inventory System:

· University building code and room number where the asset is located · Funding source and amount which includes the account number(s) used for the

acquisition of the item and the amount charged to each account. Due to the difficulty in assessing the estimated value and original cost of assets purchased in previous years, this information will not be mandatory for the initial count during the fiscal year 1999-2000. Information pertaining to the acquisition costs will, however, be provided by the accounting system, starting with acquisitions made during the fiscal year 1999-2000 and will be available for review


Page 11 of 15 · Description of the asset · Manufacturer · Model number - manufacturer's designation · Serial number · Acquisition month and year · Purchase order number assigned by Purchasing Services · Bar code number · Preparer's name and telephone number 17. The list must be verified by the Department/Unit Head or Organization Manager for

completeness and accuracy. The list must be signed by someone in a supervisory level who is at least one level above the individual responsible for maintaining the department's capital asset records confirming its accuracy or detailing any discrepancies.

18. Random test counts of fixed assets inventory listings shall be conducted from time to

time by Financial Services staff. Physical Counts 19. Beginning with fiscal year 1999-2000, Department/Unit Heads or Organization

Managers must undertake a formal physical count of their department's offices, conference and seminar rooms and laboratories, every three years. It is recommended that the inventory be performed on a room by room basis. Refer to sections 5-7 of this Appendix in order to identify the assets to be included in the count.

20. The Coordinator, along with the Department of Facilities Management, is responsible for

taking the physical inventory of the assets found in common spaces used by the University community such as classrooms, lounge areas and auditoriums. They are also responsible for all data concerning buildings, building service systems, improvements other than buildings and land.

21. Scheduling of the University-wide count will be the responsibility of Financial Services

which will then inform the University community, at least two months in advance, by way of a written memorandum.


Page 12 of 15 22. A schedule will be established by Financial Services to ensure that each

Department/Unit Head or Organization Manager will have access to the bar code scanners needed to complete the inventory. A certain amount of time will be allotted to each department to take the physical inventory based on the size and the complexity of the inventory it holds. The University’s overall physical count should be completed within one month.

Communication of Changes 23. Communication of all changes to the Coordinator throughout the year to maintain the

accuracy of the Fixed Asset Inventory System is consequently highly recommended since the basis for the inventory reports are the listings updated annually by the departments. Accurate information from this system is therefore dependent upon the completion by departments of the appropriate forms for additions and equipment relocation to other departments.

24. Data updates are required for the following changes: · Change in departmental ownership · Change from location on record (for longer than 6 months) · Change in usage of equipment · Change in operating condition (operable, inoperable) · Change of property title · Disposal of property through surplus sale, trade-in, theft or other insurable loss

Refer to Appendix C for further details on these updates. 25. Department/Unit Heads or Organization Managers will be required to reconcile and

explain major discrepancies between University records and the Physical Count results.


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APPENDIX C

Disposal of Capital Assets Disposal of Assets 1. Accountable assets, as defined in Appendix B, are disposed of for various reasons. They

may be obsolete or fully depreciated and should be removed from the Fixed Assets Inventory System. Other times, the asset may no longer be useful for one department but may be transferred or stocked away for some other department to use. Whatever the situation, any disposal of an accountable asset by a department must be recorded on the “Reallocation or Loss of Assets Form”.

2. The same transaction authority used to purchase the asset must be used when disposing

of it. Please remember to remove all tags and official University seals or indicia before disposal.

3. Due to the potential sensitivity of transactions involving gifts-in-kind, departments must

contact both the Office of University Advancement and the Coordinator before making arrangements for disposing of any gift-in-kind.

Internal Reallocation 4. In the first instance, departments must try to internally reallocate the asset. Information

from the “Reallocation or Loss of Asset Form” shall be displayed on a Stockroom Website for no less than two weeks for other departments’ consideration. The selling price shall be fair market value as determined through a competitive bidding process or alternate acceptable means administered by Purchasing Services. The selling price shall be on account for the selling department.

5. When a capital asset is transferred between departments, the transaction shall be

recorded by way of a journal entry even if the amount of the transfer is below the capital threshold and the current book value. The journal entry must be authorized by both the releasing and receiving departments. The new location and a bar code tag number for the equipment shall be recorded in the journal entry.

If the transfer does not involve a charge, a journal entry is not required.


Page 14 of 15 Sale 6. If there is no internal interest in the asset after a minimum of two weeks, departments

may attempt to sell the assets, at the cost set by Purchasing Services, to a University employee or to an outside party.

7. When selling branded or engraved equipment, the bar code number must be included

on the bill of sale. 8. All sales records must be kept for a minimum of five years. Donation 9. If there is no internal interest in the capital asset and no University employee or outside

party is interested in purchasing the asset, departments may arrange to donate the asset to a non-profit organization in consultation with the Coordinator.

Off-Campus Transfers 10. As a general rule, all moveable capital assets shall remain at the physical location

assigned to them within the University.

Capital assets may only be removed from the University in the course of conducting University related business (i.e. equipment used for University recognized research projects, use at home or on business travel).

11. In order to protect University property, to provide insurance coverage and to avoid

potential embarrassment to individuals the “Reallocation or Loss of Assets Form” must be completed. For insurance purposes, this form must be completed and returned to the Coordinator prior to any equipment leaving University premises. Equipment transferred off-campus must be marked as the property of Concordia University. The use of a University tag will facilitate tracing in the event of equipment being lost or stolen.

12. The same transaction authority used to purchase the asset must be used when

authorizing the use of University assets at other sites. This requirement applies to all assets, regardless of the source of the funds used for the acquisition.

13. As part of their duties, Security Agents may question individuals removing equipment

in order to prevent theft. Faculty and staff transporting equipment should, therefore, be prepared to present suitable identification such as a Concordia University I.D. card or a letter from the account signing authority.


Page 15 of 15 Report of Stolen, Missing or Damaged Assets 14. The “Reallocation or Loss of Assets Form” must be completed to report stolen, missing

or damaged assets. A copy of this form should be sent to the Coordinator and to the Security Department on the day of the loss for insurance claim and investigation purposes.

SECURITY POLICY

Effective Date: September 23, 2002 Originating Office: Office of the Vice-President, Services Supersedes /Amends: VRS-20/February 8, 1999 Policy Number: VPS-20

This policy applies to all employees, students and visitors of the University.

SCOPE

PURPOSE The purpose of this policy is to outline the conditions for maintaining security and order on campus and to assure the protection of persons and property. POLICY

1. No unauthorized person shall prevent access to or egress from University property to anyone who has a right to such access or egress for legitimate purposes.

Access to University Premises

2. No unauthorized person shall interrupt any authorized activity or event or prevent any

legitimate movement of persons. 3. Employees and students should carry identification cards at all times. Security personnel

have the right to request the presentation of identification cards from anyone on University premises and may deny access to or require that any person unable to produce an identity card leave certain University premises.

4. After the daily normal hours of operation, an Extended Hours Pass is required for all

undergraduate students. This form is available from the student’s departmental office or the Security Desks. Such passes will be honoured only upon presentation of a valid identification card.

Administrative staff, faculty members and graduate students shall be admitted to University premises twenty four (24) hours a day upon presentation of a valid identification card and may be required to sign a Visitors Register.

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5. The use of University premises, other than offices and laboratories, must be authorized

by the Dean of Students Office or by Conference Services. Security personnel may refuse access or require individuals or groups to leave an area if no authorization has been given or if the individual or group refuses to respect the regulations of the University or any Federal, Provincial or Municipal law or regulation.

6. The Security Department is responsible for unlocking doors for occupants only. Access

by other persons will be granted only after written consent by the occupant has been sent to the Security Department and approved by the Director of Security or delegate.

Removal of Equipment and Materials 7. Removal of University equipment and materials must be accompanied by an

Equipments and Materials Exit Pass which may be obtained from departmental offices or the Security Desks. Failure to present the Exit Pass will result in the equipment or materials being held by Security personnel.

a. Identify themselves in person or by telephone to Security personnel prior to entering the secured premises and deactivating the alarm;

Securing of Space and Facilities 8. The persons or departments assigned space or facilities shall be responsible for ensuring

that such areas are properly secured when not occupied or not in use. 9. When buildings, offices and other areas are equipped with alarms, the occupants will be

instructed by Security personnel on how to operate and use the equipment. Occupants of such premises must:

b. Inform the Security Desk by telephone when exiting the premises and activating

the alarm. 10. The responsibility lies with the occupants to ensure that the alarm is turned on and

turned off. The Security Department will monitor the alarm system and will advise the occupants of incidents and/or malfunctions.

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11. The costs for all maintenance or replacement of alarm equipment will be charged to the

occupants. 12. Fines and charges may be levied for false alarms caused by the occupants. Illegal Behaviour 13. No person shall damage or destroy University property, engage in violent behaviour,

threaten violence or engage in any other illegal behaviour on University premises. 14. The Director of Security or delegate may call the police on campus to deal with illegal

activities or to deal with an individual or group that refuses to leave an area in accordance with article 5 of this Policy. The Vice-President, Services shall be notified immediately if the police are called to intervene in disruptive behaviour, riots or demonstrations.

• Type of event (lecture, demonstration, party or concert)

Special Security Coverage 15. The use of space and facilities at the University is regulated by a variety of bodies within

the University. The Security Department is responsible for maintaining order on campus generally as well as for specific events.

16. Proposed events are to be booked through the Dean of Students Office or Conference

Services. 17. Due to the nature of certain events, and in compliance with the Policy on Alcohol on

University Premises, the Security Department will study the nature of the event, expected attendance, attendance restrictions (i.e. student or public) and the use of University or other equipment and materials. This information will determine whether additional Security requirements are needed. The Director of Security reserves the right to add additional security personnel where it is deemed necessary.

18. In assessing the need for additional Security requirements, the following will be

considered:

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• The nature of the event and any risks involved • The number of people expected at the event • The location where the event will be held. Consideration must be given to the

ease of securing or containing the event. • Attendance of V.I.P.’s. If so, will external law enforcement groups be providing

Security or will the University Security personnel be required to protect these • Individuals: External law enforcement groups supervising a University event

must contact the University Security Department to coordinate the arrangements.

19. In some circumstances, the organizer of an event may supply Monitors to replace

Security personnel on the condition that these persons receive training in evacuation procedures and event security three (3) days prior to the event being held.

20. The Director of Security reserves the right to impose additional Security requirements as

he or she deems necessary. 21. The costs for any Security coverage required shall be billed and paid for by the event

organizer or sponsor. 22. Should event organizers not respect the conditions as instructed by the Director of

Security, the event may be cancelled or shut down. Fraud and Theft 23. Thefts or suspected thefts are to be reported to the Security Department immediately. 24. A Security Agent will conduct a preliminary investigation and report to the Director of

Security or delegate.

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25. The victim(s) will be requested to complete a written statement outlining the

circumstances prior to, during and after the theft and supply an itemized and detailed description of the goods stolen (make, model and serial numbers).

26. When the theft or loss involves University property, the police will be called and

informed of the incident. 27. When personal property is involved, the victim will be advised to inform the police of

the theft . It is the victim's responsibility to inform the police. 28. The Director of Security or delegate will conduct further investigation as is deemed

necessary. Lost and Found 29. The Director of Security shall direct and oversee the overall Lost and Found Service.

The Operations Officers shall manage their respective campus’ Lost and Found. 30. All persons on University premises must return or report abandoned or suspicious

objects to the Security Department. 31. The Security Department will handle with care all objects under its custody. Objects

containing sensitive and personal information will be treated with confidentiality. 32. An effort shall be made by the Security Desk Officer to locate the owner of an

abandoned object. If ownership is not determined, the object shall be forwarded to the Security Office for further investigation.

33. Custody of objects by the Security Department shall be for no longer than sixty (60)

calendar days. 34. Unclaimed objects will be handed over to charity organizations or destroyed. 35. Documentation of abandoned objects detailing its discovery, inventory, claim and

disposal shall be kept for a period of one (1) calendar year.

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36. The University is not responsible for damaged objects.