Inventory of University Property

Beginning Monday, April 29, 2019, the University will begin conducting a campus wide physical inventory of all capital assets to verify their existence and location. The inventory will be conducted by HCA Asset Management LLC, and is expected to last through Friday, May 10. The list of assets will be provided to the department contact, who is not necessarily the custodian owner.

HCA employees will wear photo identification badges confirming that they are employees of the vendor. The inventory process will entail HCA using tablets and Bluetooth scanners to record asset bar code labels. They will need access to all capital assets. The HCA agents will have current listings of each department’s capitalized equipment, sorted by building and room. They will look for all listed items, correct any erroneous location codes (building/room number), identify untagged items and identify lost, stolen or missing items.

Refer to HCA Physical Inventory Schedule-2019 for the anticipated dates HCA will be in your area for the initial pass through. Please contact Thomas Lasdavanh of HCA directly by email: Tlasdavanh@hcamgt.com or phone: (479) 856-3928, if there are any conflicts.

We appreciate your cooperation during this physical inventory. If you have any questions or concerns regarding this project, please contact the Manager of Distribution and Asset Services, Sonja Bowsky, at 4-1592 or sonja.bowsky@sjsu.edu.

Please forward this message to any staff or faculty you feel should be notified.

 

Non-Monetary Gifts Procedures

The Property Office would like to remind departments of the procedures for handling non-monetary gifts.

A non-monetary gift, commonly identified as “gift-in-kind”, is a voluntary contribution of goods or services that can be used to advance the mission of San José State University or can be readily converted to cash and may qualify as a charitable deduction for the person(s) making the gift. A Non-Monetary Gift Acceptance form must be completed with appropriate approval signatures before a gift can be officially accepted by the university.  Instructions for completion of the form, definitions, and the procedure for distribution and approval of the form are included in the form documentation.

Non-Monetary Gifts which exceed $5,000 must have a completed form routed to the university’s Property Office to assure entry into the university’s inventory tracking system.

Please refer to the Property Manual for more information.

Tagging & Inventory Requirements for Sensitive Equipment Purchases

Campus Purchase Approvers:

In response to CSU Special Audit 1491 – Recommendation 13, this message is to serve as a reminder and directive for compliance regarding the handling of Sensitive Electronic Equipment in accordance with SJSU Standards and CSU Policy.

Sensitive Electronic Equipment is defined as any items which are at high-risk for theft or could be used to store highly secret information.  This definition includes Workstations, Laptops and Tablets capable of storing confidential data, even those under the $5,000 accounting threshold upheld by the SJSU Property Office.

Per ICSUAM8065 and SJSU Standards:

1.      Each department is responsible for both physically securing and maintaining an accurate inventory of all Sensitive Electronic Equipment.  This inventory shall include equipment purchased by or on behalf of individuals within the department as well as through alternative purchasing methods such as ProCard or the Workstation Refresh Program.  Departmental inventories shall include at minimum:  Make, Model, SJSU Tag Number and either location or owner.

2.      Each department shall audit this inventory on an annual basis and produce a list of Sensitive Electronic Equipment for my review as part of the campus Annual Information Security Risk Assessment.  These procedures are for the purpose of prevention of theft/loss and safeguarding confidential data.

Physical tags shall be provided by IT Services to departments upon request.  Please contact the Information Security Office with any questions or to request tags at security@sjsu.edu

Thank You,

Mike Cook
Director, Identity, Security, and Desktop Services
Information Security Officer,  IT Services
San José State University
408.924.1705 (Desk & Cell)
805-674-1884 (Text)