Ownership and responsibility for maintenance of equipment obtained through research grants

Policy Code: RS0005
Policy Name: Ownership and responsibility for maintenance of equipment obtained through research grants
Handler: The Research and Initiatives Center
Date Created: 15 August 2020
Date of Current Review: 15 August 2020
Approved by: University Council
Date of Approval:


Buying any equipment to be used in research project is only justified when this equipment is deemed important for the project progress, it is not available in 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.


The purpose of this policy is ensure that equipment purchased with funds obtained from a research grant are in accordance with PSU’s rules and regulations.


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


Research Equipment: Research equipment is an instrument used mainly for research purpose. 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.


Individual Responsibilities

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

  1. 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.
  2. It is the responsibility of the CRD at which the Principal Investigator belongs, to verify that research equipment in is accounted for and is optimally used as intended in the research.
  3. The CRC will maintain inventory control of research equipment and assist in 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

Once the need for research equipment is established, the Principal Investigator, PI must complete a “Research Equipment Procurement form” (obtained from the CRD).
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 CRD at which the Principal Investigator 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.