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California State University, Long BeachCalifornia State University, Long Beach

Roles & Responsibilities

University Departments

Each University department has the primary responsibility for the custody, care, maintenance, and control of property assigned to their respective area. University department roles and responsibilities are defined as follows:

University Employees

University employees have an obligation to safeguard University property. This obligation includes, but is not limited to:

  • Using property for University purposes only and not removing property from campus except for official University business and with prior written approval as per the Property Management Office (PMO) procedures;
  • Using and maintaining property in an appropriate manner. Property may not be sold, traded, thrown away or disposed of in any manner without the prior written authorization of the PMO;
  • Returning property to the University prior to separation from the University;
  • Taking reasonable security precautions to discourage loss, theft, or misuse of property;
  • Reporting lost or stolen Property to Public Safety and the PMO immediately; and
  • Turning in abandoned and/or lost property to the PMO/Lost & Found.

Department IT Coordinator (DITC)

The Department IT Coordinator (DITC) is responsible for the media sanitization certification for all media storage devices surveyed for their respective area.

Department Record Keeper (DRK)

The Department Record Keeper is responsible for:

  • Coordinating the tagging of inventory that is delivered directly to the campus department and ensuring that all property is appropriately tagged;
  • Maintaining the following property records for the department : Off-Campus Loan forms and Department Property Check-Out Log;
  • Ensuring that all property is properly maintained and secured;
  • Coordinating the Physical Inventory process with the PMO, signing-off on any required Physical Inventory Certification forms and providing all loan of property records to the PMO upon request;
  • Coordinating internal/external audits with the PMO;
  • Processing and maintaining records for the loan of property (department property check-out log and off-campus loan forms), including the signing-off on department shared loans (log), verifying the due date of off-campus loans (form) and acknowledging the return of all loaned property; and
  • Ensuring all loaned property is returned on or before the due date and confirming all loaned property is returned in good working order and condition;

Appropriate Administrator (Level 4)

The Appropriate Administrator is the primary contact and approver for department property related transactions with the Property Management Office (PMO) and is responsible for:

  • Ensuring that all property is properly tagged, maintained and secured;
  • Designating a Department Record Keeper (DRK) and an alternate DRK;
  • Notifying the PMO within 10 business days when a new DRK or alternate DRK is assigned;
  • Reviewing the campus department loan of property log and custody forms to confirm all property has been returned prior to signing-off on the Clearance Certificate - recommended by the PMO;
  • Identifying any additional dept approval required within their area prior to division approval.

Division Designated Approver/Back-up (Level 4)

The Division Designated Approver(s) and back-up(s) are identified by the Vice President of their respective division and are responsible for:

  • Approving all property surveys/transfers (inventory) for their respective areas

Associate Vice President/Dean (Level 3)

The Associate Vice President / Dean is responsible for maintaining proper accountability and control of all property within their jurisdiction and for ensuring assigned property is being used in the best interest of the University and the department. This position is responsible for:

  • approving all “off-campus” loans of property where the property is used for other than business travel (i.e. home use).

University Police

University Police is responsible for handling all firearms on campus.

Financial Management

Associate Vice President, Financial Management (AVP, FM)

The Associate Vice President of Financial Management is designated the “Property Manager” for the University by the Campus President and is responsible for the overall safeguarding and management of University Property.

Financial Reporting Office

The Financial Reporting Office maintains the University financial accounting records for University inventory and capitalizes and depreciates assets in accordance with existing guidelines.

Property Management Office (PMO)

The Property Management Office (PMO) has established campus procedures and responsibilities for acquiring, maintaining, tracking, retiring and disposing of University property and abandoned/lost property. The Property Management Office is responsible for the following:

  • Tagging all inventoried items;
  • Recording and maintaining all inventory acquisitions and transactions in the University asset management database;
  • Coordinating and conducting physical inventories and internal/external audits with campus Depts;
  • Coordinating the annual update of the Dept Record Keeper and Designated Division Approvers;
  • Processing all property survey/transfer forms;
  • Preparing monthly inventory reconciliations;
  • Notifying University Police Department and Information Security Management and Compliance Office of missing, lost or stolen items/media storage devices; and
  • Providing for the care, restitution, sale or destruction of unclaimed, lost, or abandoned property in the possession of the University.

Please contact the Property Management Office at 562 /985-4889 or if you have any questions.