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As written in the Faculty Handbook (Policies and Procedures, page 52)
TITLE TO CAPITAL EQUIPMENT
ACQUIRED UNDER SPONSORED RESEARCH AWARDS
Title to most capital equipment purchased with sponsored research funds
shall rest with Dartmouth College. No such equipment shall be sold or otherwise
disposed of without notification of the Director, Office of Sponsored Projects,
to allow for checking of further agency regulations governing such
disposal.
General guidelines concerning title to such equipment permit full
vesting upon closeout of the award under which property was acquired. In
special circumstances, such as the transfer of a principal investigator to
another institution, arrangements sometimes can be made to transfer property
with written approval from the awarding agency and Dartmouth College; such
transfers may involve reimbursement to Dartmouth College. These arrangements
should be coordinated through the Director, Office of Sponsored Projects. Such
transfer requires the approval of the Department Chair, the appropriate Dean,
and the Director, Office of Sponsored Projects.
Government-furnished equipment remains the property of the awarding
agency, which retains the right to recall such property for use in other
research areas. For this reason, the College is required to account, on an
annual basis, for all such equipment in its possession. Because receipt of this
equipment does not follow Dartmouth's established purchasing procedures, the
Office of Sponsored Projects is not systematically informed of its presence on
campus. It is, therefore, imperative that all government-furnished equipment be
reported to this office both when received and before it is relocated. All
items of government-furnished equipment must bear a label identifying it as
such. These labels are available in the Office of Sponsored Projects.
Disposition of such equipment remains the prerogative of the awarding
agency.
Procedure for transferring capital equipment from one institution to
another
When a Principal Investigator is transferring from Dartmouth College to
another institution and they want to transfer capital equipment purchased with
sponsored research funds they should:
- Type up a letter formally requesting to transfer the capital equipment from
Dartmouth College to another institution. The letter should list the current
market value of the capital equipment and it should describe the piece of
equipment.
- The letter needs to be signed by the Principal Investigator, their
Department Chair and the Director, Office of Sponsored Projects.
- Fixed Assets Coordinator of Procurement Services needs to be notified when
capital equipment is being transferred so they can then remove the piece of
equipment from the inventory list. Fixed Assets Coordinator of Procurement
Services should be carbon copied on this letter.
- Once proper signatures have been obtained, the letter should be sent to the
appropriate OSP, Sponsored Research Manager. The OSP, Sponsored Research
Manager will keep the original letter in the grant file.
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