Committee Responsibilities

Equipment Register

As a Club or Society, you have a little bit of housekeeping to do. Any equipment you acquire which is valued at £500 or more (excluding VAT) must be recorded on the University's Inventory Register. Remember that 'acquire' here refers to anything you purchase or receive - so even if the equipment was a donation or provided free of charge, it still needs added to the Register.

If you buy something or receive an item of equipment, all you have to do is:

  • Fill out a Clubs & Societies Equipment Inventory Registration Form (IMS-1C) and pick up a numbered inventory label from the Clubs & Societies Coordinator. You can download the IMS-1C form below.

  • Stick your inventory label securely to your item of equipment.

  • The Clubs & Societies Coordinator will then submit your completed IMS-1C form to the University Purchasing Office and add your item to the University’s Inventory Register.

Remember, if your Club or Society already has an item of equipment that has not been recorded on the University’s Inventory Register, simply follow the steps above.

If you decide you no longer want to keep an item or piece of equipment which is currently on the University’s Inventory Register, all you have to do is:

  • Fill out a Clubs & Societies Equipment Inventory Deletion Form (IMS-2C). You can download the form below.

  • Take your completed form to the Clubs & Societies Coordinator who will ensure your item is removed from the Register.


Don’t forget:

  • Keep a list of all your equipment and where it's stored, regardless of value.

  • Stick your inventory label on your equipment AND mark it as belonging to your Club or Society - with permanent marker!

Your Clubs & Societies Coordinator is here to help. If you have a question, just ask! 

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