updated 6/20/08

Cornell University Policy Library -- Policy 2.1

Operation I. D.

Volume 2, Facilities
Chapter 1, Operation I. D.
Responsible Executive: Vice President for Facilities Services
Responsible Office: Cornell University Police Department
Originally Issued: July 1992
Updated: June 20, 2008
Errors or changes? Email us.

POLICY STATEMENT

REASON FOR POLICY

WHO SHOULD READ THIS POLICY

RELATED DOCUMENTS

CONTACTS

DEFINITIONS

PROCEDURES

Branding or Engraving Property

Selling Branded or Engraved Property RESPONSIBILITIES

POLICY STATEMENT

Cornell University requires that all units participate in the Cornell University Police Department's Operation I.D. Portable property over $500 in value must be branded or engraved with the university issued Operation I.D. number.

REASON FOR POLICY

The university wishes to ensure that its property is well protected against theft. Operation I.D. deters the theft of university property and assists in the recovery of any university property that is stolen. If university property with an Operation I.D. number branded or engraved is stolen and subsequently recovered by law enforcement personnel, that property can be traced by computer back to the university. This applies to property recovered anywhere in the United States at any future time.

WHO SHOULD READ THIS POLICY

-All university employees

-College, unit, and department offices

CONTACTS

Direct any general questions about the Operation I.D. Policy to your department's administrative office. If you have specific questions, call the following offices:

Subject	Contact	Telephone
Branders and Engravers Equipment and Training Office and Laboratory Security	Cornell University Police Department/Crime Prevention	(607) 255-7404
Insurance Coverage	Risk Management and Insurance	(607) 255-6120

DEFINITIONS

These definitions apply to these terms as they are used in this policy.

Brander	An electric tool with interchangeable numbers which marks with high intensity heat. It is best used on wood, fiberglass, and plastic. It is not suitable for other materials.
Engraver	An electric tool used to inscribe numbers, through compression and vibration, on metal, glass, wood, fiberglass, and plastic.
Operation I.D.	A New York State program, recognized nationwide, that requires valuable property to be marked with a personal I.D. number which is issued by local law enforcement departments. This number belongs only to the person or organization to which it is given and it is valid forever.
Portable Property	Property which is easily transportable by one or two people. Examples include audio/video equipment, scientific equipment, furniture, appliances, computers, motorized and unmotorized conveyances, copiers, and fax machines.

PROCEDURES

Branding or Engraving of Property

Portable property over $500 in value must be branded or engraved with the university issued Operation I. D. number. At your discretion, you may also brand or engrave items valued at less than $500.

1. Before you begin the branding or engraving process, you must contact the Cornell University Police Department/Crime Prevention to obtain your Operation I.D. number and arrange for training.

Caution: Those who undertake the branding or engraving process must be trained to prevent possible bodily injury and property damage.

Branders and engravers are available from the Cornell University Police Department/Crime Prevention. You may sign them out, or you may purchase a set for your department at a reduced, subsidized rate.

2. You should brand or engrave new equipment upon purchase.

Caution: In certain cases, you may wish to delay the branding or engraving process until the warranty has expired.

3. You may choose to brand or engrave existing equipment in conjunction with your department's annual capital equipment physical inventory. However, all portable property over $500 in value must be in compliance with this policy by December 31, 1993.

4. You must brand or engrave property so it is easily visible and affixed to a permanent part of the property.

Caution: Sensitive scientific equipment which may be damaged in the branding or engraving process should not be marked. Branding and engraving are intentional acts. Therefore, if you cause property damage as a result of the branding or engraving process, that damage is not covered by university insurance.

5. When you have completed the branding or engraving process, you must record the fact that the equipment has been marked on your department's inventory list and new equipment record cards.

Caution: The Operation I.D. number identifies only the university, not the specific piece of equipment you are branding or engraving. You still need to follow the provisions of the Capital Equipment Policy (see the "Related Documents" Section of this policy) for recording and financial control purposes.

Selling Branded or Engraved Property

1. When you sell branded or engraved equipment, include the Operation I. D. number on the bill of sale.

2. You must keep all sales records in your department's files for a minimum of five years.

RESPONSIBILITIES

The major responsibilities each party has in connection with the university's Operation I.D. Policy are as follows:

You	Read and understand the Operation I.D. Policy. Comply with its provisions.
Department	Communicate the provisions of Operation I.D. Policy to all staff. Request Operation I.D. number for unit. Arrange for training of those who will be doing the branding and engraving. Arrange for pickup or purchase of brander and/or engraver. Develop an internal method of recording compliance with this policy.
University	Provide training and equipment for those doing branding and engraving. Monitor compliance, through the department of the Cornell University Police Department/Crime Prevention, with this policy throughout the university. Maintain a database, in the department of the Cornell University Police Department/Crime Prevention, of all university department records containing Operation I.D. numbers. Provide partial funding for departments who wish to purchase their own equipment.

University Policies	Other Documents
University Policy 2.6, Keys and Other Access Control Devices	Operation I.D. Program Brochure
University Policy 3.9, Capital Assets	Contract College Property Control Procedures Manual
Insurance Policy
Public Safety Policy
Sales of Goods and Services Policy
University Facilities and Equipment Use Policy