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Business and Operating Policies and Procedures
Policy: 4.4 College Facilities, Equipment, Maintenance, and Usage
Adoption Date: August 28, 2013 Revised
FACILITIES/OFFICES
The college owns property, leases space, and also has in-kind usage of facilities. Facilities (employee offices) and equipment remain the property of the district and may be accessed periodically by appropriate personnel.
AUDIO‑VISUAL EQUIPMENT AND SOFTWARE
The library serves as the college district media center, and most audiovisual equipment and software are kept there. Employees need to make advance reservations with the librarian for equipment, films, records, etc., to ensure that the materials and equipment they desire will be available when they need them. Employees are expected to learn to operate needed audiovisual equipment; library personnel are not available for this purpose.
USE OF COLLEGE EQUIPMENT
College equipment cannot be loaned for private use off site except in special instances, and then only with the approval of the President. Under no condition may college property or equipment be used for personal gain.
Employees of Howard College/SWCD will not be allowed to borrow equipment, tools, computers, or supplies from the college for personal use. An employee must have the permission of the Director of Facilities and Fleet Maintenance to use any equipment, tools, supplies, back-hoe, forklift, tractors, welder, mowers, lawn equipment, or any item listed on the Facilities inventory and then only for use on Howard/SWCD sites or property owned by Howard College.
Keys for all equipment, vehicles, and the gas pump will be in the Facilities secretary’s office and will be issued to authorized personnel only. All employees will sign for the keys and/or equipment at the time of issuance and the employee must sign when the keys and/or equipment are returned.
Upon voluntary or involuntary termination of employment with the District, employees shall relinquish all District issued equipment and materials to their immediate supervisor, Cabinet member or Human Resources department. Equipment and materials include, but are not limited to, laptops, tablets, external storage devices, books, software, DVDs, carts, totes, supplies or any other item that belongs to the College District.
The employee is ultimately responsible for the safekeeping and return of any equipment upon termination of employment. The employees’ supervisor should always be aware of and track any District issued items that are issued to any employee, especially if an item is removed from the site for any reason.
Upon checkout, the Human Resources department will verify with various departments, including the employees’ supervisor, that the employee has returned all items and/or that accounts have been settled.
MAINTENANCE
Personnel are expected to help maintain their work areas in a reasonably neat manner since the district has a small maintenance staff. Unsatisfactory cleaning or maintenance should be reported to the appropriate administrator. Requests for maintenance, alterations, replacements, and moving of equipment should be made online at MaintenanceDirect.
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