Ownership of Equipment and Related Matters

The ownership of equipment purchased with research funding is determined by the research sponsor.

Funded Research Digests (FReDs), or the guidelines published by the major research sponsors in the case of NSERC, CIHR, SSHRC, and CFI, address the ownership of equipment.

Departments are strongly encouraged to maintain a fixed asset list.

General Rule

As a general rule, ownership of equipment purchased with research funding rests with the University. Accordingly, University policies with respect to capital assets apply (see Capital Assets)

Some Exceptions

Where there are exceptions to this general rule they are noted in the FReD.

In these cases, equipment may not be disposed of or transferred to another institution without prior approval from the sponsor. Some sponsors may also specify a minimum retention period for equipment (e.g. CFI)

Transfers to Other Canadian Institutions

Tri-Agencies (e.g. CIHR, NSERC and SSHRC) direct that should the researcher relocate to another institution in Canada, the University should not unduly withhold permission to transfer equipment purchased with Tri-Agency funds to the other institution.

Researchers should consult with the appropriate contact in the Division of Vice-President Research and Innovation for information on the policies of other sponsors in this regard.

Refer to the GTFM, Transfers of Capital Assets to Another University for the procedures and approvals required for such transfers.

Equipment Utilization

In accordance with effective resource management researchers should, where it does not impinge on the research, share equipment with other researchers in order to ensure maximum use of the resource. This is a specific directive in the CIHR, NSERC and CFI guideline publications.

When equipment is no longer required, appropriate steps should be taken to advertise its availability to other researchers at the University either on a gratis or internal sale basis (refer to Internal Sales of Capital Assets).

Last revision November 2015