Part 3 - Comprehensive Standards
  

3.11.1  The institution exercises appropriate control over all its physical resources. (Control of physical resources)

Compliance
Partial Compliance
Non-Compliance

Narrative

The University of New Orleans exercises appropriate control over all its physical resources through its  equipment policies, key control policies, electronic card access and surveillance.

University Movable Equipment Inventory

The University’s movable property inventory is valued at $60,923,292 with over 11,728 physical pieces, including computers, fleet vehicles, laboratory equipment and a large variety of other items.  The Property Control Office is responsible for tagging and managing the university’s inventory of moveable equipment and disseminates procedures for maintaining control of university property. University procedures were developed in accordance with Louisiana Revised Statutes 9:321-332, which provides legislative guidelines for marking, inventorying, recording, reporting, auditing and disposal of moveable property. Title 34 of the Louisiana Administrative Code also regulates the handling of moveable property; it provides more detail than the Statutes, formulates reporting protocols for enforcement, and clarifies penalties for non-compliance. UNO publishes and makes available these guidelines to all interested parties through its Property Control Website.

Although each department is responsible for the supplies, equipment and furnishings it purchases, items costing $1,000 or more are accounted for each fiscal year by Property Control. Items valued at $1,000 or more are entered into and tracked through the University’s Oracle/PeopleSoft Asset Management System upon acquisition. Property Control interacts with the University’s Department of Accounting Services to insure that all financial transactions for moveable property are accurately entered into the University’s PeopleSoft Asset Management system.

A physical inventory is conducted yearly.  Each year Property Control scans (with a barcode reader) the items of tagged moveable property controlled by each department. A list of missing items is delivered to each department and the departmental equipment custodians work with Property Control personnel to locate all missing items.

Once the inventory check is complete, an annual certification report is signed by the Assistant Vice President for Business Affairs and forwarded to the Louisiana Property Assistance Agency (LPAA) for approval.

The University’s average discrepancy rate (the dollar value of unlocated or stolen equipment in relation to the dollar value of the entire inventory) has not exceeded .22% in the past 5 years, and has averaged .15% over the last 5 years, one of the lowest rates among State universities.  Nevertheless the Property Control Office continually strives to improve performance and lower the discrepancy rate even further.

The University’s moveable assets are also tracked on the State of Louisiana’s Protégé (Incircuit) system. All equipment disposals, whether surplus, scrap, stolen, trade-in, or dismantled for parts, must be approved by the Louisiana Property Assistance Agency through the State’s Protégé System.

Periodically, the University’s inventory undergoes the scrutiny of the Louisiana Legislative Auditor. The most recent auditors’ report, issued in April 2013, reveals no negative findings concerning property control.

A special procedure exists for allowing University employees to take movable equipment away from the campus. Administrative Policy AP-BA-29.2 requires administrative approval and includes disciplinary action for irresponsibility in this regard. 

Another procedure exists for the removal of tagged equipment from the University’s inventory. The Property Control Manager is responsible for processing such equipment properly and lawfully.  A University warehouse is used to store movable equipment as necessary.

Key Control Procedures

The majority of University facilities and rooms are secured with keyed access.  Keys can be assigned to university faculty, staff, and occasionally students for university needs throughout their employment or appointment in accordance with University Policy AP-BA-24.2 Access Control. Master and submaster keys are not allowed to be assigned to students. 

The Key and Card Access Request form can be found in SharePoint (uno.sharepoint.edu). Once submitted, the automated form must be approved by the Department Head, Building Coordinator, Access Control, and Facility Services. Once all signatures are acquired, the university locksmiths either pull the key from inventory or cut a new key. All keys must be picked up from the Key & Card Access Office (Computer Center Room 101-Q) in order to be signed out. By signing for the key, the following terms are accepted:

  • These keys are the property of the University of New Orleans. These keys are non-transferrable. They must not be copied or lent to anyone. They must be returned to the UNO Key & Card Access office at the end of employment/enrollment.
  • If a key(s) is lost or stolen, it must be reported to Access Control and UNO Campus Police immediately. There is a fee if these keys are lost or stolen.

UNO Privateer Card Access Procedures

Card access for door/building entry is used for special locations such as student residence halls and entrances for some academic buildings.  Card access is also used for some high security rooms throughout the campus (laboratories, computer rooms, etc.).

The UNO Privateer Card serves as a student/employee ID card and a building/room access card if the student or employee has been assigned clearance.  Card access is managed by UNO Access Control in the Key & Card Access office. Requests for card access must be sent directly to Access Control by the Department needing the clearance. Clearances are removed at the request of the Department or during the employee termination process. 

Surveillance

In addition to building/room access, the department of University Computing & Communications manages a network of 155 surveillance cameras.  This system uses the existing computer network infrastructure to provide centralized management of cameras deployed in sixteen buildings across two campuses. Cameras are deployed to cover building entrances, priority interior spaces, and outdoor cameras record activities taking place on the campus grounds. Video storage systems are located within the main campus data center to ensure security. The University Police Department has full access to all video captured by these cameras, and can view images in real time (see related policy). The University’s camera system has proven to be an effective crime deterrent, has assisted law enforcement agencies in prosecution and helps the University control its physical resources.

Supporting Documents

Document Description
Document IconDOA_Letter_Annual_Prop_InvLetter from Division of Administration Approving Annual Property Inventory Submitted by the University of New Orleans
Document IconLA_Leg_Aud_Manage_LetterLouisiana Legislative Auditor Management Letter April 24, 2013
Document IconLA_Rev_Stat_9_321_332Louisiana Revised Statute 9:321-332 Guidelines for Property Control
Document IconLA_Title_34Title 34 Government Contracts, Procurement, and Property Control Part VII Property Control
Document IconProtege_LoginLog In Screen for Protégé Incircuit Software
Document IconUNO_AP_BA_24_2University of New Orleans Administrative Policy AP-BA-24-2 Access Control
Document IconUNO_AP_BA_29_2University of New Orleans Administrative Policy AP-BA-29.2 Employees' Personal Responsibility for Notebook Computers
Document IconUNO_Custodial_Equip_FormUniversity of New Orleans Custodial Equipment Form
Document IconUNO_Key_Access_Req_FormUniversity of New Orleans Key and Access Card Request Form
Document IconUNO_Police_Camera_ProcedUniversity of New Orleans Surveillance Camera Monitoring Procedure
Document IconUNO_Prop_Cont_WebsiteUniversity of New Orleans Property Control Website
Document IconUNO_Prop_Control_ProUniversity of New Orleans Property Control Procedures Disseminated on Property Control’s Website
Document IconUNO_Prop_Delet_FormUniversity of New Orleans Property Deletion Form