Campus Operations

Property Management

Policies
Procedures
Forms
Contact Facilities Property Coordinator

 

Baruch Re-Inventory 2011

The Baruch Property Management staff will be conducting this year’s annual physical (in person) re-inventory from July 18 through December 31, 2011.  Our inventory database of all assets and their locations, on and off-campus, will be updated.

The process is starting later than usual this year and your assistance is required.

This Re-Inventory process is a mandate of City, State and Federal regulations.  CUNY requires Baruch College to maintain a high level of accountability.  “Failure to comply creates a significant risk of funding reductions for your department as well as the College.”

Assets to be included in the 2011 Re-Inventory but not limited too are:

  • Computer related equipment
  • Media equipment
  • Natural Science equipment
  • Security equipment
  • Athletic Equipment
  • Buildings & Grounds equipment
  • Artwork


Policies

  • The Facilities Property Coordinator’s role (previously labeled “Property Manager”) is to manage the inventory of ALL Baruch College owned property, in accordance with the standards of The City University of New York (CUNY), from acquisition through disposal.

  • The inventory is managed and maintained through the CUNY-wide NetFM/INSITE database system, which records and tracks the inventory, utilizing the CUNY-wide bar code system.  Items are entered into the database with the following information: department # and name, equipment description, manufacturer, model, serial number, location, and the assigned CUNY bar code number.  All items inventoried are purchased through State, Private, DASNY, Research Foundation and Non-Tax Levy funds.

  • Bar code labels are applied to College inventorial assets by the Baruch College Technology Center (BCTC) and the Property Management Office.
    • Baruch College Technology Center tags computer and media related equipment (computers, laptops, printers, servers, switches, and projectors).
    • The Property Management staff will tag ALL OTHER equipment (Research Foundation, DASNY, and off-campus equipment) NOT tagged by BCTC including artwork
  • Each Department MUST designate a Department Liaison (full time employee accessible during working hours) who will:
    1. Act as the liaison to the Property Management Department;
    2. Take full responsibility for the inventory for their department(s);
    3. Provide access/keys to all offices, conference rooms, closets and cabinets;
    4. Initiate, process and sign off all forms for record keeping whereby he or she agrees with the Facilities Property Coordinator’s accounting for ALL equipment, on and off-campus.  Copies are maintained in the Property Management Office for auditing purposes.
    5. Notify the Property Management Office of all inventory deliveries.
    6. Be required to sign that they have read and understand the policies and procedures. This is mandated for auditing purposes.

 

Procedures

The Department Liaison MUST call the BCTC Hotline to process:

Procedure

Action
  1.  Unwanted equipment* 
       (Do not  Discard or Store)  		Call BCTC Help Desk at 646-312-1010 to pick-up and determine disposition. BCTC will notify the Facilities Property Coordinator (FPC).
  2.  Relocation of equipment   BCTC to Notify FPC of new location
  3.  Damaged equipment BCTC to Notify FPC of disposition
  4.  Stolen equipment The Department Representative will notify

Public Safety and the FPC
  5.  Replacement of equipment    BCTC to Notify FPC

* Equipment that is no longer required, whether functional or non-functional.

The Facilities Property Coordinator will contact the Department Liaison to schedule an appointment to scan ALL items, within your department.

Under no conditions may equipment, that is no longer needed or needs to be disposed of, be stored or thrown away by the department.  Please contact your department liaison to process items.  All equipment MUST be turned over to BCTC for processing.

 

Forms

  • On-Campus Property Relocation Form:

    • BEFORE AN ASSET IS MOVED, the department liaison MUST complete the On-Campus Property Relocation Form including the name of the person moving the equipment, to the Property Management Office.  Fill out the On-Campus Property Relocation Form.

    The purpose of this procedure is to facilitate the record keeping required by the City University of New York. This communication allows the Facilities Property Coordinator to insure the accuracy of maintaining the college’s inventory and the integrity of the database.

  • Off-Campus Permit:

    BEFORE AN ASSET IS TO BE LOCATED OFF-CAMPUS, the department liaison MUST complete the Off-Campus Permit and obtain all required signatures.  Fill out the Off-Campus Permit.

    • Note 1: The VP/Dean and Director/Chairperson must approve any item that is located off-campus by signing the Permit.  The Permit must also be signed by the Department Liaison.  If an item is moved from the campus, Public Safety and the person moving the item(s) must sign as well.  The Department Liaison will send a completed copy to the Facilities Property Coordinator.
    Note 2: ALL Off-Campus equipment MUST have a CUNY Barcode label affixed to the item(s).  If it does not, please contact the Facilities Property Coordinator.

  • Property Disposition Form:

    When an item is no longer needed, obsolete, or damaged, the department liaison MUST complete the form by filling in all columns except the “Disposition” column.  The Liaison then gives the form to BCTC upon their arrival. Fill out the Property Disposition Form. 

  • Stolen Property Report:

    The Department Liaison is responsible for reporting stolen property to the Police Department & supplying a copy of the police report to Public Safety & the Facilities Property Coordinator. Public Safety will assist with the police report, if necessary.  Complete and process the Stolen Property Report.


 

If you have any questions regarding Property Management policies and/or procedures, please communicate with a representative at the Property Manager’s Office at:

Email:                 PropertyManagement@baruch.cuny.edu

Telephone:          646-660-6052

Fax:                    646-660-6031

Physical Address: 17 Lexington Avenue, 2nd floor – room 213

Mailing Address:   Facilities Property Coordinator at the
                           Property Management Office
                           Baruch College/CUNY
                           One Bernard Baruch Way – Box A-213
                           New York, NY 10010

 

CUNY Policy Documents

RF CUNY Equipment Policy 

CUNY Capital Asset Policy 

CUNY Disposal Policy