Use of University Equipment & Resources in Non-University Work

6:070 Use of University Equipment & Resources in Non-University Work

Adopted Date: November 2009

Revised Date: 

Responsible Office:
Administrative Services

Policy Statement

University equipment and resources may be used in the performance of consulting and other non-University work permitted by University policy, provided such use does not conflict with University needs and is in the best interests of the University.

Procedures

Use Agreement

A written agreement between the University and the firm or organization for which the work is being performed is required.

Facilities & Resource Use Agreement

Prior to using University equipment or resources for non-University work, a Facilities & Resource Use Agreement must be completed. The agreement must define:

  • Equipment to be used
  • Space to be used
  • Services provided
  • Staff support
  • Total charges

Contact Administrative Services to obtain a Facilities & Resource Use Agreement.

Note: If the total fees for the use of University equipment and resources (excluding the consultant’s fee) exceed $5,000, a formal grant or contract agreement is required.

Fees

Use of University equipment and resources requires payment of applicable fees.

Unless otherwise specified, fees are distributed as follows:

  • One-half is credited to a campus general operating income account.
  • One-half is credited to the account designated by the divisional dean responsible for the equipment or resources.

University Services

Existing rates apply to University services that already have established fee schedules (such as service operations and auxiliary services).

Revenue is credited to the unit providing the service.

Equipment Charges

Equipment is charged at:

  • 0.0004 × acquisition cost per hour
  • Minimum rate: $5.00 per hour

unless an established rate schedule already exists.

Space Charges

Use of University space is charged at:

  • $1.00 per square foot per day

No fee is charged for:

  • An employee’s regularly assigned office.
  • Normal use of library facilities.

Support Staff Assistance

Charges for clerical, secretarial, and technician services are:

  • 2.5 × the employee’s actual hourly rate

This rate includes fringe benefits and overhead.

Student Assistants

Graduate and undergraduate student services are charged at:

  • 1.65 × the student’s actual hourly rate

This rate includes fringe benefits and overhead.

Minimum Charge

The minimum charge for the use of University equipment and resources is:

  • $50

Approval Process

For projects exceeding $5,000 (excluding the consultant’s fee), follow the University’s normal grant and contract procedures.

For projects of $5,000 or less, complete the following steps before beginning work:

  1. Obtain a Facilities & Resource Use Agreement from Administrative Services.
  2. Complete the agreement.
  3. Submit the agreement to the department chair.
  4. After department approval, forward the agreement to:
    • Divisional Dean
    • Vice Provost for Research
    • Administrative Services
  5. If revisions are made to the agreement, they will be reviewed by the Office of General Counsel.
  6. Once approved, provide a copy to the faculty member or consultant for submission to the outside organization.
  7. After the agreement has been signed by the outside organization, return it to Administrative Services.

Resources

Offices

  • Administrative Services
    • 311 Jesse Hall
    • Phone: 573-882-7254
  • Office of General Counsel
  • Office of the Vice Provost for Research