Property Management

The Property Management Office at Queensborough Community College tags and tracks all (State, Research Foundation, and Non-Tax Levy funded) movable equipment and property in accordance with CUNY requirements. Property Management works with CUNY Central and the Research Foundation, as well as QCC's Central Receiving, Information Technology, Accounting and Purchasing Departments to confirm the delivery and receipt of inventorial equipment.

Property Management also works directly with each department on campus via a designated contact person, i.e. Department Custodian. Keep in mind that the entire College community is responsible for the stewardship and whereabouts of the fixed assets within their respective departments and administrators are in charge of ensuring that all applicable departments comply with the inventory procedures.

The Facilities Property Specialist at Queensborough Community College is Ms. Chenxi (Stacey) Ding. The Property Management office also has several assistants that aid in the Annual Re-Inventory process. This office's responsibilities include identification and tagging of equipment, and updating the CUNYfirst Asset Management system for reporting capital assets on the financial statements. The office is located in A-406.

The Re-Inventory process is a mandate of City, State and Federal regulations. CUNY requires the College to maintain a high level of accountability. "Failure to comply creates a significant risk of funding reductions for your department as well as the College." Each year, the process will begin on or around January 20^th and will continue until all items have been accounted for. The deadline set forth by CUNY Central to complete each year’s Re-Inventory process is December 31^st. In order to ensure an accurate inventory, department custodians must report all changes in the status and location of equipment to the Property Management Office immediately.

Each department will be notified via email at least two weeks in advance of scheduled visits. We ask that staff and faculty members assist Property Management staff to access equipment, as well as assist with technical identification.

Please note that after the final audit has been conducted, custodians are responsible for completing a Property Control Form for "Not Found Property" and indicating the status of said equipment, i.e. Obsolete, Written-Off, Cannibalized, Lost, Stolen, etc.

Lost, Stolen or Missing Equipment

Any equipment that is lost, stolen or missing, must be reported to the Property Management Office immediately so that the Office of Public Safety can be notified. Shortly thereafter, a Public Safety Officer and a staff member from the Property Management Office will meet with the department administrator to complete an Incident Report and a Property Control Form. The lost/stolen/missing asset will be removed from the inventory list and CUNY Central will be notified.

If items marked as lost/stolen/missing are subsequently found, please notify the Property Management Office immediately.

Please note that each department must have a Custodian (i.e. Department Liaison) who will serve as the designated contact person. The custodians can be department deans, chairs or CLT personnel. The custodians are responsible for the equipment in their departments and must keep documentation on all their newly acquired equipment as well as equipment that is set up for disposal or transfer to a new location. These responsibilities when pertaining to property/assets are as follows:

• Prepare a Property Control Form and coordinate any transfers, disposal and salvaging of equipment for their department(s) and ensure that the form is properly signed

• Ensure that all faculty and/or staff members in their department that have portable equipment being used at home, off campus or in the field (i.e. laptops, tablets, etc.) prepare a Portable Equipment Form and ensure that the form is properly signed

• Maintain accurate and up to date departmental property inventory records and communicate any issues to the Property Management office immediately

• Ensure that there are adequate security measures within their department to safeguard property

• Assist Property Management personnel to access the department equipment and help with technical identification, especially during the annual re-inventory process

• Responsible for completing a Property Control Form for "Not Found Property" after Property Management personnel have conducted their final audit and indicating the status of said equipment, i.e. Obsolete, Written-Off, Cannibalized, Lost, Stolen, etc.

All tagged equipment being used at home, off-campus or in the field (i.e. computers, laptops, tablets, etc.) must be recorded on a Portable Equipment form.

If you are wondering how to dispose or discard tagged equipment:

1. Is this item hazardous waste?

   1. Yes – Contact campus Environmental Health and Safety Officer, Mel Rodriguez, as well as the Property Management Office

   2. No – Then, can the item be redistributed within CUNY?

      1. Yes – Contact the Property Management Office

      2. No – Then, is it a computer, laptop or tablet?

         1. Yes – Submit a request to IT via email at ServiceDesk@qcc.cuny.edu

         2. No – Arrange disposal with Buildings and Grounds

*Always remember to complete a Property Control Form*

• Property Control Form

• Portable Equipment Form