Washington State University
BUSINESS POLICIES AND PROCEDURES MANUAL

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Departmental Storage Available at General Storage Building

Materials and Resources Management provides supervised storage space for departmental property.

This program maximizes the utility of the more expensive and centrally located classroom, laboratory, or administrative space. The objectives of the program are:

• To store those properties and/or materials which are temporary, seasonal, or not of current need in an academic, research, or support program but which will be required in the future, usually within less than one year.


• To store those properties and/or materials of value or specialized nature and of possible future use to the department, usually within three years.


• To warehouse quantity, discounted purchases of materials and supplies, usually truck or carload lots, thereby saving University funds.


• To provide a secure facility for storage.

The General Storage Building and storage area are located behind McCluskey Service Building on Dairy Road.

The General Storage Building is intended for storage only. No workshop or laboratory facilities, e.g., special wiring or plumbing, are included in the storage modules.

A minimum temperature of 50 degrees is maintained during cold weather.

Storage space is assigned by module or a percentage of a module of 20 feet x 20 feet on the main floor or in the balcony. The mezzanine floor is designed to carry 125 pounds per square foot. Covered and uncovered outdoor storage is available on the south side of the building within a fenced yard.

Shelving, cabinets, containers, or tables are not provided in the modules. If additional storage equipment is needed to efficiently utilize the storage space, the assigned department must provide it.

Materials and Resources Management maintains the security of the building and storage yard and restricts access to assigned and designated areas. However, storage properties and materials are the responsibility of the assigned department.

The building has daytime supervision. Departments are not given individual keys to outside doors. All employees and visitors are required to sign in before entering the warehouse area.

Access to a department's assigned module is restricted to employees designated by the department. A duplicate key to locked modules is retained in the warehouse office. Warehouse employees do not enter locked modules unless unusual circumstances warrant entry.

Vehicle access to the fenced storage yard is restricted to University vehicles and other vehicles on official business.

All departments are eligible to request storage space in the General Storage Building. Module allotments are made on a first come, first served, space available basis. There is no charge for space use.

Only those items having a definite need and purpose are stored. Departments should carefully evaluate the need for retaining materials scheduled for storage. Normally, items that are not intended for use within a year should be considered excess and transferred to Surplus Stores for disposition. Refer to 20.76.

Departments are responsible for their property and materials and are advised to inventory and label items placed in storage and record the removal of stored items.

To request storage, the department chair or designee submits a written request to the Manager of Materials and Resources Management. The request memorandum includes:

• Approximate space needs;


• Type of material to be stored;


• Period of anticipated storage;


• Type of storage required, i.e., indoor, outdoor covered, or outdoor uncovered; and


• Any circumstances which make immediate storage essential.

Materials and Resources Management notifies the department when a module or portion of a module is assigned.

Materials and Resources Management forwards a copy of the space allotment to Institutional Research. The assigned space is included in the department's total space allotment.

Departments are responsible for transporting or arranging transport of their property to and from the General Storage Building. Contact General Storage or Central Receiving if other transportation is not available.

Materials and Resources Management periodically reviews storage space allotments to ensure that space is being utilized as intended under University policy and to make space available to those departments with legitimate and current needs.

If allotted space is not fully utilized, or if more space is needed, Materials and Resources Management adjusts assigned space accordingly after consulting with the department.

The following are examples of materials which are not stored in the General Storage Building:

• Records


• Hazardous and toxic materials;


• Chemicals, controlled substances, or prescription drugs,


• Highly inflammable materials,


• Malodorous or noxious materials.