The purpose of this policy is to ensure the proper management, security, and accountability of all equipment owned by Alexandria Technical and Community College. This policy aims to protect college assets, ensure their optimal use, and safeguard against loss, theft, or damage. 

This policy applies to all employees, students, and any other individuals who use or manage college equipment. It covers all types of equipment, including but not limited to computers, laboratory instruments, audiovisual devices, and other technical and non-technical assets. 

Inventory Tracking: All equipment must be recorded in the college's inventory management system. Each item should have a unique identification number and detailed information including description, location, and responsible department. 

Regular Audits: The inventory should be audited at least annually to ensure accuracy and completeness. Any discrepancies must be investigated and resolved promptly. 

Acquisition and Disposal: Procedures for acquiring new equipment and disposing of old or damaged equipment must be followed. Disposal must be conducted in an environmentally responsible manner. 

Alexandria Technical and Community College (ATCC) program instructors are responsible for an annual physical inventory of their respective equipment and should work closely with the Business Office to keep inventory control records up-to-date. All equipment purchases greater than $5,000 and/or all electronics must be tagged and inventoried immediately.  

Authorization: Only authorized personnel are allowed to use college equipment. Authorization must be granted by the department head or designated authority. 

Training: Users must receive proper training on the use and care of equipment. Training records should be maintained. 

Usage Logs: Usage logs must be maintained for equipment that is frequently used or shared among multiple users. Logs should include user details, date, time, and purpose of use. 

Physical Security: Equipment must be stored in secure locations when not in use. Access to these locations should be restricted to authorized personnel only. 

Cybersecurity: All electronic equipment must comply with the college's cybersecurity policies. This includes regular updates, antivirus protection, and secure access protocols. 

Incident Reporting: Any incidents of loss, theft, or damage must be reported immediately to the Safety and Security Compliance Officer. An investigation will be conducted, and appropriate actions will be taken. 

Scheduled Maintenance: Regular maintenance schedules must be established for all equipment to ensure they remain in good working condition. Maintenance records should be kept. 

Repairs: Any equipment requiring repairs must be reported to the designated maintenance department. Repairs should be conducted promptly to minimize downtime. 

Responsibility: Departments and individuals assigned equipment are responsible for its care and security. Any negligence resulting in loss or damage may lead to disciplinary actions. Inter-department use of equipment is encouraged; however, permission should be obtained from the instructor in charge of the equipment. College equipment is not for personal use. Equipment taken off ATCC college property must have approval of the ATCC President or designee. 

Compliance: All users must comply with this policy. Non-compliance may result in restricted access to equipment and other disciplinary measures.