Property Control Form Instructions

Instructions:

Purpose

This form is submitted when items belonging to Valencia Community College are to be relocated, removed for disposal, or temporarily located off-campus. This form is also submitted if personal property or equipment is used or installed at Valencia Community College (such as a personal laptop, microwave, refrigerator, chair, artwork, etc).

Persons Authorized

Anyone working for Valencia Community College (ful-time or part-time) may complete a Property Control Form.

Guidelines

Per Florida law, the Property Management Office tracks equipment and inventory belonging to Valencia Community College. Completing a Property Control Form, before items are relocated or disposed of, is essential for accurate property management.

Relocation of Property

The Property Control Form is completed and sent to Property Management to track asset location and custodian, as well as to notify Plant Operations that an item may need to be physically relocated. To expedite the annual inventory, equipment location and custodian must be current and accurate. A completed Property Control form is required prior to relocation of any tagged equipment.

Disposal of Property

Consult Property Management prior to disposal of any property. Assets may still be tracked by Property Management, regardless of age or condition of the equipment. If an asset has a "Property of Valencia Commuity College" barcode, a Property Control form must be completed prior to any removal or disposal.

Property Control Form Checklist

__ Requestor - Enter your name, mail code, and extension.

__ VCC Number - Enter the VCC #. It is the Valencia Community College barcode number attached to the asset. The barcode is located on either a green or white sticker and begins with the numbers "705", "G0000", or "00."

__ Serial Number - Enter the serial number assigned by the manufacturer for the item.

__ Initial Cost and Date Purchased - Completed by Property Management Office only.

__ From Location - Please enter the current location of the item.

__ Action Requested:

Choose only one of the follwing actions:

•Relocation - Enter the new location and new custodian of the item being relocated. If the item has already been relocated, then check the box also.

•Personal Propety on Campus - Complete this if you are bringing personal items of value to Valencia Community College. As the custodian, you assume all responsibility for the item.

•College Property Off-Campus - Complete this section when Valencia Community College property is being relocated off-campus. As the custodian, you assume all responsibility for the item. The Propety Management Office may request the item be brought back to the campus for annual inventory.

•Delete from Property Records for one of the following reasons:

1. Check either "Obsolete," "Surplus," or "Economically Un-repairable" where appropriate.
2. If the item is missing (and you have not been able to locate it for at least 2 years) check box "Missing" and have the Security Office complete a Security Report for the asset. Attach a copy of the Security Report to the Property Control form.
3. If the item is stolen, check box "Stolen" and have the Security Office or Police Department complete a Security/Police Report for the asset. Attach a copy of the Security/Police Report to the Property Control Form
4. If the asset is a Trade-in, attach a copy of the vendor form that indicates the trade-in value. Board approval is required in advance for all trade-in items.

__ Dell Buy Back - Applies to Technology Refresh Coordinator only.

__ Print the Property Control Form on NCR paper (white, yellow, and pink) making 3 copies of the form to expedite your request.

__ Requestor/Custodian & Supervisor Signatures - The Requestor/Custodian and their immediate supervisor must sign and date the Property Control Form.

__ Submit the Property Control form (and all necessary documents) to the Property Management Office via interoffice mail at MC 4-36. The pink copy will be returned to the Requiestor after all approvals are received. The Requestor should scan or photocopy the form for their departmental records. Tape the pink copy to the item to be Relocated or Deleted so that it can be identified and removed.

NOTE: The Requestor keeps the pink copy for the Personal Property on Campus Request or Colletge Property Off-Campus Request.

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