Purdue University Executive Memoranda Master Listing

 

PURDUE UNIVERSITY
OFFICE OF THE EXECUTIVE VICE PRESIDENT AND TREASURER
MEMORANDUM NO. A-23 (Revised)
(Supersedes A-23 dated November 9, 1973)

March 25, 1977

To: Chancellors, Deans, Directors and Heads of Schools, Divisions, Departments, and Offices

Re: Loaning University Equipment and Supplies to Organizations Not Affiliated with the University

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This memorandum cancels and supersedes Vice President and Treasurer Memorandum A-23, dated 9 November 1973, covering the same subject.

The policy for loaning University equipment to groups or agencies not directly associated or affiliated with the University is governed by the following:

1. Equipment loaned will generally be limited to tables, chairs, and portable stages or bandstands.

2. Equipment may only be loaned for use by nonprofit organizations for major community oriented events.

3. Equipment will only be loaned after the supply of rental equipment available through commercial sources has been exhausted.

4. Charitable organizations may be granted an exception to (3) above by the president of the organization submitting a signed statement that major local suppliers are agreeable to having the University provide the equipment at no cost. A list of those major local suppliers will be provided to the University by the president of the charitable organization.

5. Any eligible organizations will be billed for out--of-pocket costs to the University to include:
   1. Labor costs to assist the organization's personnel in picking up and returning the equipment. Overtime charges will be billed if work beyond regular hours is involved.

   2. Labor costs to repair or clean damaged equipment.

   3. Replacement cost for equipment not returned.

6. All requests to borrow equipment will be submitted to the Physical Plant Maintenance Superintendent on Physical Plant Form No. 110-74, "Application to Borrow University Equipment". These forms may be obtained from the Physical Plant Office in the administrative Services Building or by phoning the secretary to the Maintenance Superintendent at 749-6084. A sample copy is attached.

7. Each organization will be responsible for picking up the equipment and returning it at the time and place mutually agreeable to the Superintendent of Maintenance or his representative and the organization. The University cannot provide pick-up and delivery service.

8. University, needs will take precedence for use of equipment.

As in the past, Purdue University will continue to loan equipment and supplies to student organizations, including fraternities, sororities and cooperatives and to faculty and staff organizations, including, but not limited to the Purdue Women's Club and the University Club. In those cases where such organizations are eligible to borrow, a work order will be required if Physical Plant services are involved. The organizations will be charged if loaned equipment is lost or damaged.

This policy makes no change in services available, through the Division of Conferences and Continuation Services.

The Regional Campus Chief Business Officers are responsible for adapting the above policies to their organizational structure and conditions.

 

F. R. Ford
Executive Vice President and Treasurer

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PURDUE UNIVERSITY

PHYSICAL PLANT

 

APPLICATION TO BORROW UNIVERSITY EQUIPMENT

 

To:  Superintendent of Maintenance -

From:  (Name of Organization)

Re:  Request to Borrow University Equipment

Name of Responsible Individual_____________________________________

Address__________________________________ Phone________________

________________________________________

 

Description of Event______________________________________________

Dates of Event___________________________________________________

Equipment Needed (Include Type Equipment and Number of each item)

______________________________________________________________

______________________________________________________________

Time and Dates of Pick up and Return__________________________________

_______________________________________________________________

_______________________________________________________________

 

This is to certify that the local rental agencies have been contacted and cannot supply the equipment requested on the dates specified, and that they have no objection to Purdue University loaning the equipment listed above.

 

Signature of Responsible Individual______________________________________

Title_________________________________________________________

 

APPROVED:

 

 

_________________________________

Maintenance Superintendent

 

For conditions governing loans, see below.

PP Form 110-74

1. Equipment loaned will generally be limited to tables, chairs and portable stage.
2. Equipment may only be loaned for use by nonprofit organizations for major community oriented events.
3. Equipment will only be loaned after the supply of rental equipment available through commercial sources has been exhausted.
4. Charitable organizations may be granted an exception to (3) above by submitting a statement that major local suppliers agree to having the University provide the equipment.
5. Any eligible organization will be billed for out-of-pocket costs to the University to include:

   1. Labor costs to assist the organization's personnel in picking up and returning the equipment. Overtime charges will be billed if work beyond regular hours is involved.
   2. Labor costs to repair or clean damaged equipment.
   3. Replacement cost for equipment not returned.

6. All requests to borrow equipment will be submitted to the Physical Plant Maintenance Superintendent on Physical Plant Form No. 110-74, "Application to Borrow University Equipment. " These forms may be obtained from the Physical Plant Office in the Administrative Services Building or by phoning the secretary to the Maintenance Superintendent at 749-6084.
7. Each organization will be responsibile for picking up the equipment and returning it at the time and place mutually agreeable to the Superintendent of Maintenance or his representative and the organization. The University cannot provide pick up and delivery service.
8. University needs will take precedence for use of equipment.