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Use of College Assets

Administrative Procedure 2.303

Elgin Community College fulfills its mission of teaching and public service by using resources that have been allocated, donated, earned or contracted. The College has a moral and legal obligation to ensure that these resources are used for purposes for which they have been received.

These guidelines have been prepared by the College to assist departments and employees in following campus policies and procedures and develop an understanding of the constraints of being a public entity and a unit of local and state government.

ECC employees and partners are to manage College assets so they are used only for authorized purposes, in accordance with College procedures, policies, and applicable law. Therefore, it is a violation of this procedure for any employee or a partner’s employee to receive or use a College asset for a non-College purpose or for personal gain.

It is the responsibility of each campus department to implement systems of internal control to avoid mismanagement, fraud, theft, or personal use of College assets. The financial and business processes of the College and its departments are developed and operated under a system of internal controls that:

  • Complies with all Federal laws
  • Safeguards College Assets
  • Checks the accuracy and reliability of the accounting data
  • Promotes operational efficiency and effectiveness
  • Protects College personnel
  • Ensures adherence to prescribed administrative procedures
  • Ensures compliance with applicable policies and regulations
  • Complies with the State of Illinois Fiscal Control and Internal Auditing Act of 1989

All College employees are entrusted with protecting the property, equipment, and other assets of the College. Responsibilities of this trust include actions ranging from locking doors and cabinets to reporting theft or other criminal activity.

Misuse of assets takes on many forms and can involve some deception or misrepresentation of facts and information for personal gain as well as deliberate appropriation of property or funds for personal use. 

Examples include falsification of time worked; falsification of expenses claimed for reimbursement; theft of cash or property; personal use of College facilities, vehicles, equipment, or supplies; and conducting personal activities during work hours. Other examples include the misrepresentation of the College’s name and logo and inappropriate use of College procurement systems or discounts to the advantage of individuals or non-College entities. 

The use of College funds or assets for any unlawful or improper purpose is prohibited by state statute. This activity would subject the party to disciplinary action which could include discharge from the College or the revocation of agreements with the College (applicable to partners).

Equipment/Furniture: State-owned equipment that is no longer being used by a department or unit cannot be taken home by an employee for their personal use. There are strict disposal requirements for disposal of equipment or furniture. Questions regarding this procedure should be directed to the Administrative Procedure 2.301.

Use of the College’s Computers and Software: Faculty and staff are expected to use computer equipment and software for purposes related to instruction, coursework, research, and administration only. The resources are not to be used for commercial use or reselling of network services if it is not directly related to the mission of the College. The College computing and network facilities may not be used for improper or illegal purposes.

Examples of misuse include unauthorized use of licensed software, intent to breach security, sending chain letters, and intentional introduction of computer viruses. Access to or transmission of pornographic or sexually explicit images or text unrelated to bonafide College teaching, research, or administrative responsibilities are prohibited. 

Telephone Usage: College procedure stipulates that long-distance personal calls should be charged to a pre-paid or personal calling card, home number, or other non-College number.

Employees and partners shall adhere to the guidelines presented in this procedure to ensure that ECC continues to deserve the taxpayers’ and the students’ trust.