Kean University Asset Management Policy (User‑Facing)
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Table of Contents
- What This Policy Is Really About
- Who Must Follow This Policy
- What Counts as an “Asset”
- How Assets Are Classified
- Requesting / Receiving Devices
- Your Responsibilities After Assignment
- Maintenance Requirements
- Audits
- Disposal (Secure & Documented)
- Sustainment Planning
- Non‑Compliance
- Quarterly KPIs
What This Policy Is Really About
Kean University owns and manages thousands of assets — laptops, servers, software licenses, cloud services, lab equipment, furniture, and specialty gear. This policy explains how we track, secure, maintain, and retire those assets responsibly.
If something belongs to Kean (or is leased/managed by Kean), it must follow this process from the moment it’s requested to the moment it’s retired.
Back to topWho Must Follow This Policy
Anyone involved in requesting, using, managing, approving, repairing, or disposing of university‑owned assets, including:
- Faculty & staff
- Department administrators
- Technicians
- Lifecycle management staff
- Contractors & vendors
What Counts as an “Asset”?
An asset is anything the university owns, leases, or manages — physical or digital. This includes:
- Laptops, desktops, tablets, mobile devices
- Network equipment and servers
- Software licenses & cloud services
- Peripherals and accessories
- Furniture and specialized equipment
How Assets Are Classified
Critical Assets
Essential for operations (e.g., servers, research systems).
Sensitive Assets
Contain confidential or regulated data (e.g., laptops with student or financial information).
General Assets
Standard equipment with low risk (e.g., office monitors, keyboards).
Classification is stored in the asset management system and checked during audits.
Back to topRequesting or Receiving a Device
Acquisition & Onboarding (New Devices)
- Requests follow the New Device Onboarding Standard Operating Procedure (SOP).
- Devices are tagged, configured, evaluated for accessibility, and assigned to the correct user/department.
- Non‑standard devices require Director of OCAP approval (per the SOP).
- Cloud/software assets must include renewal dates and compliance checks.
Using an Existing Device
- The device is evaluated for reuse, refurbishment, or disposal.
- Reusable devices are re‑imaged; older ones are securely retired.