Lost, Abandoned, Surplus Property on Campus

Adopted Policy 7.3

Policy Purpose

To set forth the principles for the handling of lost, abandoned, or surplus property at the University at Albany.

Responsible Office

Office of Facilities Management

Responsible Executive

Assistant Vice President for Facilities

Policy History

  • Date of Permanent Approval:

Policy Statement

Periodically, lost, abandoned, or surplus items are found on campus. This policy provides clear directions to employees for the proper safeguards, inventory, and disposal of items found at any location throughout the University Campuses.

Persons Affected

Students, Faculty, Staff, Third Parties

Definitions

Campus or Campuses is any University owned, leased, licensed or operated space, facility, property, grounds, equipment, motor vehicle, or building.

Employee is any faculty or staff member of the University at Albany or its affiliated entities and its subcontractors who are issued University at Albany identification cards.

Abandoned Property are items left behind or discarded by a Third Party, Employee, Student, visitor or guest, including but not limited to clothing, books, office supplies, household items, food, and plants, as well as shipped items with each item of a current value of $20 or less. Abandoned property is most likely, although not exclusively, encountered in vacated offices and residential rooms as well as in the mailroom.

Lost Property are temporarily misplaced items belonging to a Third Party, Employee, Student, visitor or guest, general of personal value or importance, including but not limited to keys, identification cards, passports, wallets or money, medications, and laptops.

Hazardous Items are any materials or items that are a risk to health, safety, property or the environment if handled improperly.

Surplus Property are University-owned items, including but not limited to, computers, furniture, equipment, tools, and materials such as construction materials. Surplus Property includes both usable and unusable items. All items tagged by the Office of Asset Management will become Surplus Property if no longer needed by an Employee or University Department.

University is the University at Albany, SUNY.

Policy

A. General Rules

  1. Employees are required to handle any and all Lost, Abandoned, or Surplus Property as well as Hazardous Items in accordance with the procedures promulgated under this policy. No alternate ways of handling such property or items are permissible without approval by the Responsible University Official for this policy.
  2. Removing Lost, Abandoned, or Surplus Property from Campus for personal, private or any other use is strictly prohibited. This includes items found in and around a dumpster or garbage can as well as property already designated for disposal via certified recycling methods or refuse sites.

B. Remote working

  1. This policy does not limit Employees from utilizing University property particularly intended for off campus use and appropriately documented as such as files and similar items required for remote working. These items must be returned to Campus at the earliest opportunity when no longer needed to complete a work obligation.

Procedures

A. Lost or Abandoned Property found in Campus Non-Residential Areas

  1. Lost and Abandoned Property found in unoccupied offices or laboratories
    1. Before the last day of employment at the University, an Employee must make every effort to remove all personal items from their office, laboratory and similar assigned workspaces.
    2. When an Employee fails to remove personal items before the last day of employment, the Office of Human Resources will provide notification to the last known address to request removal of personal items.
    3. If there is no response to the written notification within 10 business days, the University will handle such items in accordance with NYS Personal Property Law.
    4. The University reserves the right to box up items when the vacated space is needed before the notification period has expired.
  2. Lost Property found in non-residential areas other than those referenced in the section above should be returned to University Police (UPD).
    1. Facilities Management Employees must bring such lost and found items to their supervisor, who will turn the property over to University Police.
    2. All other Employees should return items directly to UPD or to their building administrator, who will then turn items over to UPD.
      1. Note: University ID Cards may also be dropped off in the ID card drop box in the Campus Center.
    3. UPD will complete a Lost/Found Property Report and will keep property for the appropriate time in accordance with New York State Personal Property Law.
    4. Mailroom items that have not been picked up by the addressee should be handled in accordance with USPS procedures for attempting to return to sender as well as University protocols established in the Controller’s Office.
    5. Employees may not take such items for personal use or remove them from Campus for such use.

B. Residential Areas

  1. The Department of Residential Life will handle Lost and Abandoned Property found in residential areas.
    1. Residential Life reserves the right to designate a list of specific items, including but not limited to food, plants, and liquids that cannot be stored for any duration to facilitate return to the original owner.
    2. Lost Property: The RD and UPD will manage Lost Property in accordance with the procedure established by Residential Life and UPD.
    3. Abandoned Property: The RD and Facilities staff will manage Abandoned Property in accordance with the procedure established by Residential Life and Facilities Management.
    4. If there is a question regarding whether an item meets criteria of Abandoned or Lost Property, the Employee encountering such an item must bring it to the attention of the RD to make that determination.
    5. Items identified by their Student owner as no longer needed and/or available for donation will be donated when available and appropriate, or discarded.
    6. Items that are damaged or in unusable condition will be disposed of in accordance with the procedures established by Residential Life and Facilities Management.

C. Surplus property

  1. The Office of Asset Management is responsible for storing, redistributing, and disposing of State and Research Foundation owned Surplus Property on Campus. All tagged property is managed through the Office of Asset Management and can only be redistributed or disposed via that office.
  2. Usable Surplus Property
    1. The Office of Asset Management maintains a list of Surplus Property that is available to Employees for use in Campus Offices. To request surplus furniture for departments/offices, visit the website of the Office of Asset Management.
    2. Such Surplus Property is only available for use in Campus offices and spaces and remains property of the University or the Research Foundation. It may not be taken off Campus.
  3. Unusable Surplus Property
    1. Except for items particularly referenced in this procedure below, disposal of Surplus Property must always be done by, or in conjunction with, the Asset Management Office, with the necessary signed documentation.
    2. To initiate disposal of surplus computers and electronics in poor or scrap condition, employees or departments must contact ITS rather than Asset Management.
      1. As a general rule, if it has a plug, it should be recycled. At no time are these items to be placed in the trash.
    3. Hazardous items must be handled in accordance with the procedures Section D.
  4. Non-usable University property of nominal value that has not been tagged by the Office of Asset Management such as broken or damaged office supplies may be disposed of in office trash receptacles. However, the same rules against removing such items from Campus for personal or other purposes apply.

D. Hazardous Items

  1. When an Employee encounters an item known or suspected to be a Hazardous Item in the course of their work on campus, the Employee shall immediately contact their supervisor and stop all handling, removing, or discarding of such item.
  2. The Employee or their Supervisor must contact the Office of Environmental Health and Safety for investigation of the item.
  3. All items suspected or known to be Hazardous Items may only be handled, removed, or discarded in accordance with and under the supervision of the Office of Environmental Health and Safety.