Equipment Renewal Policy

EQUIPMENT RENEWAL POLICY Classification:

General

Responsible:

Operations Team Members

Executive Sponsor:

Vice President of Product and Operations, Vice President of Recruitment, Admissions and Workforce Vice President of International and Special Projects

Approval Authority:

Robertson College Leadership Team

Date First Approved:

2022-04-12

Date Last Reviewed:

N/A

Scheduled Review Date:

[2024-04-14, or as needed]

A.

PURPOSE The Equipment Renewal Policy is designed to ensure that Robertson College renews Equipment in a sustainable and responsible manner.

B.

SCOPE This Policy applies to all members of the Robertson College community who are responsible for acquisition, management, and stewardship of Equipment.

C.

DEFINITIONS

TERM Conflict of Interest

DEFINITION Conflict of Interest involves an employee participating in a decision in which they understand there is a real or perceived opportunity to further their private interests.

Equipment

D.

Equipment is a non-consumable item.

This may include but is not limited to items such as mobile devices, visual resources, computers and printers, hand tools, fixed equipment in labs and clinics, and machinery.

POLICY The Equipment Renewal Policy is designed to ensure that Robertson College renews Equipment in a sustainable and responsible manner.

1.

OWNERSHIP 1.1

1.2

2.

Equipment purchased or constructed by Robertson College from any source of funds shall remain the property of the College unless made explicit in a transfer agreement.

Equipment must be inventoried and coded in accordance with Robertson Inventory procedures.

PRINCIPLES 2.1

All parties involved in the acquisition, management and stewardship of equipment must do this in accordance with the following principles; a. renewal will align with Strategic Planning priorities b. all efforts will be made to safeguard and maintain current assets c. procurement will seek to achieve the best value for money d. effective and efficient stewardship of Equipment is an organizational priority e. disposal of Equipment will be made in a fair, accountable, efficient, and environmentally sustainable manner f. meets applicable codes, standards, regulatory, and legislative requirements

3.

RESPONSIBILITIES

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3.1 3.2

3.3

3.4

3.5

3.6

Equipment purchased may be granted delegated authority within Schools and Units.

No person shall commit the College to an agreement, contract, licence, lease or other legally enforceable obligation related to Equipment unless authorized by the Vice President responsible.

All individuals involved in the selection, negotiation, approval, maintenance, and stewardship of equipment are bound to act in good faith.

All individuals involved in the selection, negotiation, approval, maintenance, and stewardship of equipment must not solicit or accept gifts from a supplier including but not limited to money, awards, food, liquor, events or other items of a monetary value.

All individuals involved in the selection, negotiation, approval, maintenance, and stewardship of equipment are bound to act in accordance with Robertson College’s Conflict of Interest Policy (in progress).

Under no circumstances should Robertson College financial resources be used for personal expenditures.

PURCHASING AUTHORITY 3.7 3.8

3.9

All equipment processes must be approved by the appropriate authority prior to the procurement process.

Financial thresholds for determining appropriate levels of authority will be based on pre-tax costs including warranty, operating costs, instillation, etc.

Purchasing authority levels are as defined below provided there is a pre-existing budget in place for purchase. The following thresholds reflect annual expenditure amounts: a. b. c. d.

3.10 3.11

E.

$0-2000: Managers $2000-$5000: Director $5000 - $10,000: Vice-Presidents $10,000 and over: CEO

Team members must seek approval from their direct report for purchases that are not included in a pre-existing budget Purchases should not be broken into smaller amounts to circumvent authority limits.

RELATED LEGISLATION

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None F.

PROCEDURE Action

Responsibility

EQUIPMENT REQUEST All equipment purchases outside of the purchasing authority levels described in section 3.9 and 3.10 must be approved through submission of an Equipment Renewal Form. The individual with the purchasing authority must approve purchases prior to procurement.

G.

Anyone

SUPPORTING DOCUMENTATION None

H.

RELATED POLICIES None

I.

RELATED MATERIALS Equipment Renewal Form

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