When University of Calgary-owned equipment is stolen, on or off campus, the individual who had the equipment is required to report the theft to Campus Security. This can be done by attending their office in MacEwan Student Centre 260 or by phoning Campus Security dispatch at 403.220.5333.
The individual is also required to report the theft to the nearest police department. A copy of the police report must be given to Campus Security as well.
Departments must forward the following information as soon as possible to firstname.lastname@example.org with respect to any stolen equipment:
- owner department
- equipment information (for each piece of equipment)
- a generic description of the equipment including make and model
- original cost
- year of acquisition or approximate age
- location of equipment when stolen.
Once the information has been received, the owner department will receive an email confirming that they can proceed with obtaining a quote on the replacement of the equipment as well as the applicable deductible. The following information will also be required from the department at that point in time:
copy of the original invoice and/or purchase order (if possible)
original account number that the equipment was purchased from
UCalgary tag number (if capital equipment)
the serial number.
Once the department has received the quote from the supplier it must be forwarded to Risk Management and Insurance prior to the equipment being ordered. Once the quote is approved, Risk Management and Insurance will send an email to the department approving the purchase/repair and will request that the department provide them with an account number to reimburse.
If the account provided is a trust account, the department is responsible to contact Research and Trust Accounting to ensure that the account may receive insurance proceeds. If not, then an operating account should be used to order the repair/replacement so that it can be reimbursed.
Once the equipment/supplies have been received, the department will email Risk Management with a copy of the invoice and the account provided will be reimbursed the funds less any applicable deductible.