Contact Property Control
Property Control is responsible for overseeing and keeping records of university owned equipment. They keep a running inventory and report changes to the State of Illinois, Property Control Division in Springfield. Responsibilities include:
An Equipment item is a movable or fixed unit of furniture or furnishings, an instrument, a machine, an apparatus, or a set of articles which generally retains its original shape and appearance with use, has a normal useful life of more than two years, is non-consumable, costs $500 or more, and does not lose its identity through incorporation into a different or more complex unit or substance.
The Property Control Department tags furniture and equipment costing $500 or more with a white bar coded label showing a six-digit identification number and the words, "Property of, Northern Illinois University." The NIU tag numbers identify the items so they can be cross-referenced to the purchase order on which an item was acquired. Identification numbers are applied to furniture and equipment using either a label, an indelible marking pen, or both.
Items costing less than $500 are not normally tagged by the Property Control Department. An exception is made for items classified as "High Theft Potential" items. Such items are tagged if they cost or are valued at $100 or more. Examples of these types of items are antiques and firearms.
The State Property Control Act includes a provision that each year a physical inventory is to be made for all items and a full accounting of errors or exceptions reported to the State. Therefore, the university prepares a complete listing of all equipment each year. The lists are sent to those individuals who are accountable for the equipment, and it is their responsibility to report to the Property Control Department any differences between the published list and the actual inventory. Discrepancies are to be reported on a Form 15, which can be downloaded, filled in and e-mailed back or printed and sent to Property Control.
Property Control assists departments in locating missing inventory or otherwise helps to resolve any other differences. They also conduct annual physical inventories, although primary responsibility for the equipment still rests with the responsible officer or department head.
Upon request, the Property Control Department will update a Department's Inventory following a physical move to another location. A list of assets will be sent to the responsible officer of that department. The responsible officer will identify those assets they wish to retain and those assets they wish to surplus. Those assets left in the old location will remain the Department's responsibility until Property Control has received proper notification that they have been transferred to another department or have been removed from that location by university movers for surplus.
The Property Control Department must be contacted first when a department wishes to have assigned equipment:
The private and/or personal use of university property is expressly prohibited; however, situations may arise where university responsibilities can justify the temporary use of portable equipment off-campus. The criteria for off-campus usage is more effective utilization of university resources and not the personal convenience of the employee.
JCAR Title 44, Section 5010.470, “Reporting ‘on location’ equipment for annual inventory report” requires that property used off-campus be documented to ensure appropriate control. Realizing that most equipment taken off-campus for university missions are either used for long periods under one borrower/holder or used for short and/or frequent periods by multiple borrowers/holders, two control forms are available for use.
Instructions for completing the “Long-term Off-Campus Property Control” form (PDF):
Instructions for completing the “Short-term/Frequent Off-Campus Property Control” log (PDF):
Responsible Officers are delegated the responsibility of maintaining proper accountability and control of the equipment within their inventory sector(s). Responsible Officers have the following responsibilities regarding off-campus use of university equipment:
Under both long- and short-term off-campus use of university property, the person borrowing the equipment is responsible for reasonable care. To emphasize this responsibility each form contains the following acknowledgement:
By signing this form, requesters acknowledge responsibility for safeguarding the equipment and the potential liability for any costs of damage or replacing the equipment if it is lost, stolen or damaged beyond repair. Requesters also acknowledge that equipment is being used for official purposes and not for private/personal use. Additional acceptable-use guidance for information, computing, and communication resources is located at http://doit.niu.edu/doit/policies/au.shtml.
Departments receiving any gift of equipment must notify the NIU Foundation of the donation and provide that office with the following information:
The Foundation office will notify Property Control if the gift is to be tagged and registered as State property with the Department of Central Management Services - Property Control Division in Springfield. Once tagged the equipment becomes the property of the State of Illinois and Northern Illinois University, and cannot be disposed of without written authorization by the Property Control Department.
University personnel who bring personal property to campus do so at their own risk. Personal property of any individual brought to university premises is the responsibility of the individual. The university can assume no liability for loss, theft, or damage. Such property should bear a note or tag showing that it is personal property and listing the owner's name. Employees desiring to protect their personal property from damage or loss should make their own arrangements for insurance.
When equipment appears to be missing or stolen, a report must be filed immediately with the NIU Police Department, with a copy to the Property Control Department, indicating the NIU tag number, description of the missing item(s), and circumstances leading to the disappearance. If the item is later located, both the NIU Police Department and the Property Control Department must be notified.
JCAR Title 44, Section 5010.210.c “Marking of State-Owned Equipment” – Equipment with a value of $500 or more and equipment that is subject to theft with a value less than $500 must be marked with a unique identification number to be assigned by the agency holding the property. Each agency is responsible for adopting policies clearly delineating categories of equipment considered to be subject to theft.”
JCAR Title 44, Section 5010.220 “Inventory of Equipment” – states “all equipment with an acquisition value of $500 or more and equipment that is subject to theft with a value less than $500 must be reported to CMS by the holding agency.”
According to JCAR it is up to each agency to determine what items are considered high theft. Based on inventory reported missing through the annual inventory process the following items are considered high theft and must be tagged regardless off acquisition value. These items will be inventoried each inventory cycle to ensure that the items are accounted for.
Property Control retains usable office furniture and equipment for redistribution within the University. These items are available to be seen on Tuesday mornings and Thursday afternoons, or by appointment. You may also submit a request to Property Control for surplus items you are looking for. Please use the "Surplus Item Request" link on the left tab of this page to submit a request.
For questions regarding the above, please call Property Control at 753-1436.