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Equipment Tracking

In Risk Management one of our goals is to help create best practices for protecting university assets, minimizing losses and reducing costs to departments. All University equipment that is checked out (for either short or extended periods) must be tracked by the department.

  • Short Period – 1-7 days
  • Extended Period – Over a week to several months

**Loaned Equipment for Short or Extended Periods remain as University owned property and shall be returned prior to end of employment or agreed academic term.

Using our Smartsheet form you can track all outgoing department equipment and check it back in once it has been returned. The form specifies each piece of equipment and as the business manager you are given a dynamic view to see who has what, where, and for how long.

Things to keep in mind when filling out this form:

  • Have you reported your items for Inland Marine insurance coverage? If not, please reach out to us and we’ll walk you through the process.
  • The form asks for serial numbers to aid in tracking. Please make sure all of your employees filling out the form are prepared to supply the serial number.
  • The form askes participants to accept responsibility for returning university property or assume the cost of unreturned or potentially damaged property. Property Damage should be reported on the File a Claim/Report webpage asap.

If you have any other questions about creating a tracking process or improving your equipment tracking process for your department we can help by scheduling a consultation. Email us at and we will set up a meeting to look at your process and give you our thoughts, ideas and share our expertise.