University and federal policy require that the campus confirm existence of
each piece of inventorial equipment a minimum of once every two years
(BFB-BUS 29, section V-H).
Note that campus policy has no provision for granting extensions beyond
the two year maximum certification period and non-compliance with
meeting the deadline requires immediate escalation to the Cognizant Vice
Chancellor or equivalent officer within the custodial department.
To ensure that our campus establishes a practice to ensure compliance with
the two year maximum, effective January 2025 we are rolling out an
enhancement to our Berkeley Equipment Tracking System as follows:
-
Six months following the previous deadline for certification
return, BETS will send out via email to the department equipment
custodian and their supervisor, the first notice of the next deadline
and list of custody code and individual pieces of inventorial
equipment to be certified. -
The first automated email notice will provide the deadline as twelve
months later. -
90 days prior to the deadline an automated email reminder notice
will be sent to the equipment custodian and their supervisor. -
30 days prior to the deadline a second automated email reminder
notice will be sent to the equipment custodian and their supervisor. -
At 1 day past due, departments’ non-compliance will be escalated by
Equipment Management to the Director for Property Management,
who must send an escalation notice to the Cognizant Vice
Chancellor or equivalent officer, copying the Controller, SCM
Assoc VC, Divisional Finance Leader, equipment custodian and
their supervisor.
This accelerated timeline provides the cognizant Vice Chancellor sufficient
time to affect actions to complete the required biennial certification within
the policy defined timeframe.
Please contact Eric Anglim, Director for Property Management and the
Library Bindery for any questions. 510-409-0044 | eanglim@berkeley.edu