Equipment Management



Club equipment inventory must be taken in mid-winter annually.

Inventory should be reported annually to relevant club advisor by late March.  It will be reported by advisor to risk management thereafter.

See Risk Management inventory solicitation process >


Club manager should be used to track and store club equipment inventory.


Gear purchase dates, use, condition, cost, repairs, and expiration dates should be tracked in order to determine proper turnover.

See club manager inventory help document >


All inventoried equipment should be secured (ie. locked, etc) in club provided or rented spaces.

If not properly secured, it is not eligible for insurance claims should it become lost, stolen, or damaged.



All equipment must be retired per industry and/or manufacturer recommendation per use, wear, and expiration


All retired equipment must be taken out of use, made “inactivate” in Club Manager inventory, and disposed of.


If the club chooses to give items away, it must be approved by club executive board


If equipment over $5000 is reused and upgraded  Upgrades to Existing Capital Equipment Procedure.


Some items may need special disposal.  For those items (batteries, gas, paint, etc) work with your advisor


If there is a loss or damage to inventory, there are strict guidelines and timelines for property claims

See Property Claims >


All sales must be completed through SWAP

See University Purchasing Services Policy >


Work with your advisor to list items to SWAP

See SWAP website > 

See Surplus Request Form >