Asset and Facilities Management Policy

AAUP is dedicated to maintaining an integrated and well-governed system for managing equipment, devices, and facilities. The university adheres to the following principles and commitments:

1. Equipment and Devices Acquisition

   • AAUP ensures that the procurement of equipment and devices follows approved financial plans, technical specifications, and the university’s procurement regulations.

   • All purchased equipment must align with academic, research, or administrative needs and comply with safety and quality standards.

   • Acquisition decisions should consider energy efficiency, long-term value, and sustainability, with a preference for vendors adhering to environmental sustainability certifications.

2. Registration, Tagging, and Assets Management

   • All equipment and devices must be registered in the university’s Asset Management System and assigned a unique identification code, including both physical equipment and digital assets such as servers, IT hardware, and licensed software.

   • Each device must be associated with an assigned custodian (faculty, department, lab, or unit).

   • AAUP conducts regular assets checks, including an annual physical audit, to ensure accuracy, accountability, and proper documentation.

   • Any transfer of equipment between units requires prior approval and an official update in the Asset Management System.

3. Utilization and Custodial Responsibility

   • AAUP equipment, devices, and facilities must be used solely for authorized academic, research, clinical, or administrative purposes.

   • Each faculty, department, laboratory, or administrative unit is accountable for the safekeeping, optimal utilization, and proper handling of equipment assigned to them.

   • Users must operate equipment according to manufacturer manuals, safety protocols, and university guidelines.

   • Unauthorized use, misuse, or negligent handling of equipment is strictly prohibited. 

4. Maintenance, Calibration, and Technical Support

   • AAUP ensures regular preventive maintenance for equipment and devices, following approved maintenance schedules and vendor recommendations.

   • All equipment repairs or malfunctions must be reported promptly to the responsible administrative or technical department.

   • Laboratories, clinics, and research units must maintain updated maintenance logs, including calibration records for scientific or medical devices.

   • High-priority or sensitive equipment (e.g., medical devices, high-performance computing systems) must have dedicated technical support and/or active service agreements to ensure continuous availability.

5. Safety, Training, and Operating Standards

   • Users must complete safety and operational training before using specialized or hazardous equipment (e.g., engineering tools, chemical lab devices, medical instruments).

   • AAUP enforces strict adherence to occupational health and safety guidelines, including personal protective equipment (PPE) requirements.

   • Equipment posing safety risks must not be used until inspected and cleared by authorized personnel.

   • Emergency procedures must be clearly displayed in laboratories, workshops, and specialized facilities.

6. Storage, Security, and Environmental Protection

   • All equipment must be stored in secure, environmentally suitable conditions to prevent deterioration or damage.

   • Sensitive equipment (e.g., biological, biomedical, ICT systems) must be protected against humidity, temperature fluctuations, or electromagnetic risks.

   • AAUP enforces physical security measures, including locked storage, surveillance, access logs, and user-level permission controls where applicable.

7. Disposal, Replacement, and Decommissioning

   • Obsolete, damaged, or non-functional equipment must be evaluated by a technical committee to determine whether repair, replacement, or disposal is required.

   • Disposal procedures must follow environmental and regulatory guidelines, including electronic waste management protocols where applicable, prioritizing recycling and safe waste management.

   • Decommissioned equipment must be removed from the Asset Management System following the official approval process.

   • Valuable spare parts or components must be recovered and reused when feasible.

8. Accountability, Documentation, and Audit

   • AAUP enforces strict accountability for equipment loss, damage, or unauthorized disposal.

   • Custodians must maintain accurate documentation of equipment status, location, and usage.

   • The Fixed Assets Division performs periodic reviews to ensure compliance with asset management regulations.

   • Any deviations or violations will be addressed according to university accountability and disciplinary procedures.

To ensure the effective implementation of this policy, AAUP will:

1. Assign responsible units, including the Procurement Department, Engineering and Maintenance Department, IT Departments, Warehouses Department, and Laboratory Management Units, to oversee and enforce this policy.
    

2. Develop clear procedures and guidelines governing procurement, installation, inventory, use, maintenance, and disposal of equipment and devices.
    

3. Provide training and awareness programs for faculty, staff, and students on proper equipment usage, safety protocols, and custodial responsibilities.
    

4. Allocate necessary resources for maintenance, safety compliance, and sustainable equipment management.
    

5. Conduct periodic reviews and assessments to ensure compliance with this policy and identify opportunities for improvement.

The following measures (indicators) can be used to assess the effectiveness and utilization of this policy:

1. Asset Registration Rate: Percentage of equipment and devices registered and tagged in the Asset Management System.
    

2. Maintenance Compliance: Number of maintenance activities completed versus scheduled.
    

3. Assets Accuracy: Results of annual assets audits and discrepancy reports.
    

4. Equipment Uptime: Percentage of critical equipment operating without interruption.
    

5. Safety Compliance Rate: Number of safety incidents linked to equipment usage relative to total usage.