2022-2023 Administrative Policy Manual Published September 2, 2022 
    
    Apr 20, 2024  
2022-2023 Administrative Policy Manual Published September 2, 2022 [ARCHIVED COPY]

Lost, Stolen, or Damaged Equipment


Policy Number: 11.91
Effective Date: February 16, 2023
Revision History: May 2016
Policy Contact: Vice President for Information Technology

I. Purpose and Policy Statement

As a member of the University System of Georgia (“USG”), Georgia Gwinnett College (“GGC”) complies with the provisions of the USG IT Handbook and the USG Business Procedures Manual. These documents require stewardship of information assets such as inventory control, risk management, and lifecycle management to ensure that information assets are used appropriately and cost effectively. All community members shall apply safeguards such as physical controls to help prevent loss, damage, and/or theft of information assets.

II. Scope     

All members of the campus community share responsibility for safeguarding information assets. The campus community includes all faculty, administrators, staff including student workers, students, alumni, interns, and volunteers as well as members of the Board of Trustees, College-sponsored advisory committees, visitors, vendors, and other service providers. 
The scope of this policy is limited to physical information assets such as smartphones, tablets, laptops, and other equipment.

III. Definitions

Information Asset(s): Information asset(s) include information such as records, files, and databases as well as facilities, equipment, and software owned or leased by GGC. This policy concerns physical information assets such as such as smartphones, tablets, laptops, and other equipment.

IV. Roles and Responsibilities
  1. Information Technology (“IT”). IT oversees inventory control and lifecycle management for physical information assets. IT will facilitate replacement, repair, or other appropriate actions when physical assets are lost, stolen, or damaged. IT is not responsible for covering costs associated with repairing or replacing lost, stolen, or damaged equipment.
  2. Supervisor/Point of Contact.
    1. Ensure that those who report to you notify the IT Helpdesk when physical information assets are lost, stolen, or damaged and ensure that Public Safety is notified if physical information assets are lost or stolen.
    2. When applicable, authorize funding to replace or repair equipment if not covered by warranty, maintenance agreements, or standard service levels.
  3. Employees, Students, and Other Community Members.
    1. Notify your immediate supervisor or primary point of contact at GGC and the IT Helpdesk if physical information assets are lost, stolen, or damaged.
    2. Notify GGC Public Safety if physical information assets are lost or stolen.
    3. Notify local authorities if physical information assets are lost or stolen off campus or while traveling.
V. Compliance

All community members are responsible for complying with policies, standards, and procedures. Individuals found to be in violation of this policy may be subject to disciplinary or legal action.

VI. Related Regulations, Statues, Policies, and Procedures

USG IT Handbook
USG Business Procedures Manual