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POLICY STATEMENT

Buying any equipment to be used in the research project is only justified when this equipment is deemed important for the project's progress, it is not available on the campus, and there is no other equipment available that can provide its intended mission. All special-purpose equipment used in research projects must be shared by investigators according to the terms upon which the equipment was purchased and/or acquired.

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BACKGROUND AND JUSTIFICATION

The university assists faculty members and researchers in acquiring equipment through their sanctioned research projects or grants. Additionally, there is an emphasis on the equipment maintenance obtained and ownership even after finishing the project.

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SCOPE AND PURPOSE

SCOPE:

This policy is applicable to all faculty and administrative staff who have received funding through grants.

PURPOSE:

This policy aims to ensure that equipment purchased with funds obtained from a research grant are in accordance with PSU’s rules and regulations.

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PRINCIPLES OF THE POLICY

These principles aim to ensure that equipment acquired through research grants is used effectively, maintained properly, and benefits the intended research activities while complying with both university policies and grant conditions.

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DEFINITIONS

Research Equipment: Research equipment is an instrument used mainly for research purposes. This equipment may be purchased, borrowed, or manufactured from component parts using Prince Sultan University laboratory facilities. Personal computers, printers and Software are not considered as research equipment unless solid evidence is provided to justify its need as a direct part of the research.

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RESPONSIBILITIES AND IMPLEMENTATION STRATEGIES

Individual Responsibilities

The duty of individuals in charge of managing the research equipment includes but is not limited to:

• The Principal Investigator of the research is responsible for the proper use and proper maintenance of the research equipment. It is the responsibility of the Principal Investigator to decide the needs of the research equipment and he starts the process of purchasing this apparatus if it is not available at Prince Sultan University.
• It is the responsibility of the CRD, at which the Principal Investigator belongs, to verify that research equipment is accounted for and is optimally used as intended in the research.
• RIC will maintain inventory control of research equipment and assist in the shared use of research equipment by keeping records of available items.

Shared Use Priorities

Equipment can be used by other projects in the college if such usage will not interfere with the purpose and the work on projects which the item was originally acquired for.

Purchasing Research Equipment

After the research project contract is finalized and all project details are uploaded to the RIC portal, the Principal Investigator (PI) should send an official request via their College Research Director (CRD) to receive the first installment of funding, which can be utilized for equipment purchases.

The PI should submit up to three price quotes from three different sources. These documents are processed through CRC and forwarded to the RIC director for action.

Title to Research Equipment

Prince Sultan University retains the title to research equipment purchased with grant funds, funds independently generated by the University. The RIC is the entity responsible for processing the title to the equipment used in research.

Management of Research Equipment

Principal investigators are responsible for maintaining the research equipment and keeping custody of such equipment. It is the responsibility of the Leader of the lab for which the PI belongs, to report any significant changes in the equipment use or physical location of the research equipment.

Shared Maintenance/Operating Costs

The cost of Maintenance and operating costs of shared equipment is shared by the parties using the equipment in proportion to the usage of the equipment.

Disposition of Research Equipment

Research equipment that becomes unserviceable, no longer needed by the Principal Investigator, or upon the termination of the research should be inventoried as belonging to the academic department/center/lab concerned.

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PROCEDURES FOR HANDLING POLICY VIOLATION

Any violation of this policy may be reported to the respective college of the faculty member or researcher, which will then forward the case to the Research and Initiative Center (RIC). Alternatively, it can be reported directly to the RIC. The RIC may then escalate the case to higher management for further action.

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REFERENCES

• https://ric.psu.edu.sa/