Policies & Procedures Manual - Elizabeth City State University

400.1.18Adopted: 06/14/05ELIZABETH CITY STATE UNIVERSITYEvaluation of Equipment by DepartmentsRequest for EvaluationFrom time to time vendors may request a department evaluate equipment, without obligation topurchase. This type of request is more frequent in those departments where students may be usingthe equipment. In research situations where performance to very close tolerances must be evaluated,the department may request a demonstration model to evaluate at no obligation to the University.Loaned EquipmentThe university does not accept equipment from any vendor “on loan” except that which has beenrequested for demonstration purposes and which meets the agreement guidelines of this policystatement. Loan equipment may also be accepted when specified as part of the terms and conditionsof a maintenance order or purchase order issued by the university.Agreement GuidelinesWhen a vendor offers equipment for evaluation and the department is willing to have the equipmentinstalled for evaluation purposes, the department should work out the agreement using the followingbasic guidelines:1. Equipment must be adequately identified and described, giving model and serialnumbers.2. All freight charges are to be paid by the vendor.3. Insurance, if any, is the responsibility of the vendor. The university assumes noliability for the equipment. The university may agree to exercise normal operationalcare and to avoid abuse of the equipment.4. At the end of the evaluation period, the department will be responsible for cratingmaterial (to be furnished by vendor) and shipping collect by a carrier of the vendor’schoice. The Central Receiving Service can provide help with this task. The vendormay choose to pack and ship the equipment.