The School will follow federal guidelines with respect to equipment purchased by federal grants that are transferring with the transitioning faculty member; and any non-federal sponsor guidelines for equipment purchased by non-federal grants. Generally, equipment requested for transfer and purchased by sponsored projects still active will be allowed to transition with the faculty member. Equipment eligible for sale to receiving institution will be sold unless Chair requests a waiver from the Dean.
Process:
Note: Make a note in the description field stating that you are working with SOM on an equipment transfer to (insert institution).
For items the Department agrees to transfer, please follow these step-wise instructions:
- Enter all pieces of equipment, regardless of value, into Procurement's online Asset Disposition Tool using these step-by-step instructions. SOM transfer form follows the instructions for disposing of Surplus property.
Regardless of the value of the item, all property purchased by Duke must be tracked, and therefore every item must be entered into the Online Surplus Asset Disposition Tool. The receiving institution will be asked to sign off on a listing of goods received – a count of lab supply boxes, a listing of small countertop equipment, and every piece of capital equipment.
Computers have to be entered individually by serial number, and scrubbed of all data / software / operating systems by the Surplus Property Office prior to being removed from Duke.
- Complete the online Equipment Transfer Request Form. The form will be automatically routed for approvals.
NOTE: The items listed on the Equipment Transfer Request document must match the items listed in the online Asset Disposition Tool.
Please contact Nancy Barber if you have questions. For the form to automatically forward, new requestors, PIs, and chair names will need to be added to website permission groups.
The approval process takes time. The website forwards approvals in the order listed one at a time. Computers require additional clearances by OASIS and Compliance.