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Chemistry

Equipment Vetting

Vetting Procedure for Purchasing New Equipment or Replacing Existing Equipment.


This procedure is for all purchases of departmental instrumentation and lab supplies.  This includes department wide purchases of necessary items for undergraduate laboratories .  When requesting equipment the faculty impacted by the purchase of the equipment must be in agreement with the purchase. 


Exceptions:  Any routine purchases the stockroom manager needs to make for existing labs can be made without needing to consult the department chair or chair of the instrument committee.
Equipment committee recommendations to the department chair and department are advisory in nature.  The chair can act on equipment committee recommendations when appropriate or necessary.  The chair or the members of the department affected by the recommendation of the equipment committee may bring the matter to the department for further discussion. 
Purchasing decisions that are voted on by the department are binding.  If the department decides against a purchase the matter may always be brought through the purchasing process again at a later date.

1. Purchases of $1000 or less.
Equipment that is a replacement, is completely new, or is enhancing an existing capability and that will cost $1000 or less: discuss the purchase with the department chair and chair of the equipment committee. NOTE: For individual equipment that costs in excess of $1000 or when several items are to be purchased that add up to more than $1000 then see 2 below. 

2. Purchases over $1000.
If the equipment costs more than $1000 the equipment purchase form is to be completed and emailed with all supporting documentation to the chair of the equipment committee.  Purchases over $1,000 but less than $5000 will follow the procedures laid out in 2a below.  Purchases of $5000 or above will follow the procedures laid out in 2b below. 


a. Equipment purchases over $1,000 but less than $5000: when possible the equipment committee will meet within two weeks of receiving the request and make a formal recommendation to the chair of the department about the purchase.  The faculty members requesting the purchase are welcome to attend the instrument committee meeting and provide feedback about the equipment request.  The recommendation by the equipment committee may also include a request that the matter be referred to the department for further discussion.
If the equipment purchase is viewed to be non-urgent then the committee will recommend that the requested equipment be placed on the list of necessary items for undergraduate laboratories (formally known as the needs list).  Typically, this list will be submitted to the equipment committee and the stockroom manager during the winter quarter of the academic year.
b. Equipment purchases of $5000 or above: when possible the equipment committee will meet within 2 weeks of receiving the request.  The faculty members requesting the purchase are welcome to attend the equipment committee meeting and provide feedback about the request.   The chair of the equipment committee (or designee) will make a formal recommendation to the department via email within 2 days of the committee’s vote on the equipment purchase.  The department chair will put the discussion of the purchase of the equipment on the agenda of the earliest upcoming department meeting where time for this discussion is available. 
If the equipment purchase is viewed to be non-urgent then the committee will recommend that the requested equipment be placed on the list of necessary items for undergraduate laboratories (formally known as the needs list).  Typically, this list will be submitted to the equipment committee and the stockroom manager during the winter quarter of the academic year.


3. Policies for new labs.
Should a faculty member develop a new laboratory experiment for the curriculum and the cost of any single reagent or piece of equipment for the experiment is greater than $1,000 or the total cost of the experiment in reagents and specialized equipment is greater than $3,000 then a request to purchase the necessary reagents or equipment must be made to the equipment committee.  The request must explain why the particular experiment will produce educational outcomes that cannot be realized by more economical options.
When possible the equipment committee will meet within two weeks of receiving the request and make a formal recommendation to the chair of the department about the purchase.  This recommendation may also include a request that the matter be referred to the department for further discussion.

4. Equipment that is purchased for purely safety reasons.
Purchases of equipment necessary for safety will follow the procedures outlined above but the request should go to the safety committee first to ensure that the purchase is a reasonable one from a safety point of view.  Requests to the equipment committee for safety equipment should come with a statement from the safety committee chair that the purchase is reasonable.

5. Procedure for equipment purchases during breaks.
Only equipment purchases that are considered critical will be handled during breaks.  Due to the nature of the availability of faculty during breaks the department chair and chair of the equipment committee (or designee), along with the available member(s) of the equipment committee, will meet with the individuals making the request.  Should purchase of the equipment be recommended the chair of the department and the chair of the equipment committee will issue a joint statement to the department detailing the rational for the equipment purchase.

 

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