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Policies and Procedures

Policy 1278 – Departmental Evaluation of Equipment

March 1, 1998
Last Updated
January 9, 2018
Last Reviewed
December 14, 2017
Responsible University Officer
Director of Purchasing Services
Responsible Unit
Purchasing Services

Policy Statement

Departments may wish to evaluate equipment without incurring an obligation to purchase it. This type of request is more frequent in departments in which students may be using the equipment or in research situations that require calibration to very close tolerances. The department may request a demonstration model to evaluate at no obligation to the University to purchase or lease the equipment. The University may accept this equipment to be placed in the requesting department for a specified period of time. Such requests by departments must be made before placement of the equipment and must conform to the agreement guidelines and conditions of this policy statement.

When a vendor offers equipment for evaluation and the department is willing to have the equipment installed for evaluation purposes, the department should work out the agreement using the following basic guidelines:

  1. Equipment must be adequately identified and described, giving model and serial numbers.
  2. All freight charges are to be paid by the vendor.
  3. Insurance, if any, is the responsibility of the vendor. The University assumes no liability for the equipment. The University may agree to exercise normal operational care and to avoid abuse of the equipment.
  4. At the end of the evaluation period, the department will be responsible for crating (with crating material to be furnished by the vendor) and shipping collect by a carrier of the vendor's choice. The Central Receiving Service can provide help with this task. Alternatively the vendor may choose to have its representative pack and ship the equipment.
  5. The evaluation of equipment for a vendor does not give the vendor the permission to use the name of the University in any advertisements.

Reason for Policy

This policy is intended to minimize the risk when acquiring unpurchased equipment to be evaluated for potential use.



Special Situations



  • Procedure1214.1 -   Accepting Vendor Product and Service Demonstrations

Additional Information

Frequently Asked Questions

Q: May I authorize the purchase of an expensive piece of equipment that has just been evaluated by the department?
A: No, the proper paperwork must be submitted to Purchasing Services to make sure the purchase is handled within State and University rules and regulations. Purchasing Services can only authorize the purchase of equipment by issue a purchase order.

Q: How long am I allowed to keep equipment for evaluation?
A: Generally, it depends on the arrangement you have with the vendor. However, the typical evaluation period is 30 days. After 30 days you should contact the vendor to make arrangements to return the equipment.

Q: What do I need to do if a vendor has brought in equipment to demonstrate and has agreed to let us keep it for a trial period?
A: You will need to contact Purchasing Services to have an evaluation agreement sent to you. You must have the company sign the agreement and forward to Purchasing Services a zero-dollar purchase requisition.

Q: What happens if the demonstration equipment I am evaluating becomes damaged, lost or stolen? Who is responsible?
A: Depending on the circumstances, the University carries the burden of risk associated with any lost or damaged equipment.

Related Data

Policy 1212 - Solicitation by Sales Representatives

Policy 1214 - Product and Service Demonstrations by Vendor


Departmental Evaluation of Equipment Purchasing Services - Goods 919-962-3774 919-962-0636


October 1, 2014: Updated references to requisitions.
February 12, 2004