The re-inventory process is a mandate of city, state, and federal regulations.  CUNY requires Baruch College to maintain a high level of accountability.  Failure to comply creates a significant risk of funding reductions for the department and the College.

Re-inventory assets are, but not limited to:

• Computer-related equipment
• Media equipment
• Natural science equipment
• Security equipment
• Athletic equipment
• Buildings and grounds equipment
• Artwork

The Facilities Property Coordinator’s role is to manage the inventory of all Baruch College-owned property, in accordance with the standards of the University from acquisition through disposal.

The inventory is managed and maintained through CUNYfirst, which records and tracks the inventory, utilizing the CUNY-wide bar code system.  Items are entered into the database with the following information: department number and name, equipment description, manufacturer, model, serial number, location. Then the item is assigned a CUNY bar code number.  All items inventoried are purchased through state, private, DASNY, research foundation, and non-tax levy funds.

Bar code labels are applied to College assets by the Baruch College Technology Center (BCTC) and the Property Management Office.

• Baruch College Technology Center tags computer and media related equipment (computers, laptops, printers, servers, switches, and projectors).
• The Property Management staff will tag all other equipment (research foundation, DASNY, and off-campus equipment) not tagged by BCTC including artwork.

It is highly recommended that each Department appoint a Department Liaison to assist in monitoring the movement of equipment in their department. The Department Liaison will assist the Facilities Property Coordinator by:

• Providing access/keys to all offices, conference rooms, closets, and cabinets
• Assist in notifying the Facilities Property Coordinator of all inventory deliveries
• Inform the Facilities Property Coordinator of upcoming moves

Faculty and staff or the Department Liaison must call the BCTC Help Desk for the following procedures:

*Equipment that is no longer required, whether functional or non-functional.

The Facilities Property Coordinator will contact the Department Liaison to schedule an appointment to scan all items within your department.

Under no conditions may equipment that is no longer needed or needs to be disposed of be stored or thrown away by the department. All equipment must be turned over to BCTC or your Department IT contact for processing.

On-Campus Property Relocation Form
Before an asset is moved, the faculty/staff requesting the move must complete the On-Campus Property Relocation Form and notify BCTC or Department IT personnel to relocate the equipment. A completed copy of the form must be forwarded to the Facilities Property Coordinator.

The purpose of this procedure is to facilitate the record-keeping required by the University. This communication allows the Facilities Property Coordinator to ensure the accuracy of maintaining the college’s inventory and the integrity of the database.

Off-Campus Permit
Before an asset is to be located off-campus, the faculty or staff in possession of the equipment must complete the Off-Campus Permit and obtain all required signatures.

• The Director/Chairperson must approve any item that is located off-campus by signing the permit. If an item is moved from the campus for the first time, Public Safety must sign as well. A completed copy of the Off-Campus Permit must be forwarded to the Facilities Property Coordinator.
• All off-campus inventorial equipment must have a CUNY Barcode label affixed to the item(s). If it does not, please contact the Facilities Property Coordinator.

Who should keep track of the department’s inventory?

The Property Management office keeps an inventory of the college’s equipment and conducts an annual audit. Department liaisons should keep a list of their department (computer, laptop, tablet, iPad, printer, copier, and including off-campus items)

Who do I contact when I need to remove a computer?

Property e-waste or relocation inquiries should be emailed to the Helpdesk in order for BCTC to arrange a pickup.

I purchased equipment using my Research Foundation Grant. Is this property mine? 

No. This property belongs to Research Foundation Grant Sponsor/ CUNY and must follow standard property procedures.

When does the annual re-inventory process start?

The annual re-inventory process starts after January 1st.

I have items waiting to be picked up by BCTC. Can I leave these items in the hallway outside my office? 

No, all items must be kept in a locked area until BCTC picks them up.