Part 1. Purpose and Authority
This policy establishes requirements for the responsible use, custody, protection, loaning, return, and accountability of RCTC-owned, leased, or managed equipment and property. It supports stewardship of public resources and aligns with Minnesota State Board Policy 5.22, Minnesota State System Procedure 5.22.1, Minnesota Statutes § 43A.38, and other applicable laws, policies, and procedures.
This policy supplements, and does not replace, applicable Minnesota State requirements, State of Minnesota requirements, collective bargaining agreements, or law. When requirements differ, the more specific or restrictive requirement applies.
Part 2. Scope
This policy applies to all RCTC employees, departments, and units with custody or control of RCTC property. It also applies to students, volunteers, and other authorized users when they use RCTC-owned, leased, or managed equipment.
Part 3. Authorized Use
RCTC equipment may be issued, assigned, or loaned only for approved educational, instructional, administrative, operational, or other college-related purposes. Examples include employee-assigned devices, MiFi or hotspot loaner programs, laptop loaner programs, classroom or instructional equipment checkout, assistive technology equipment, and temporary equipment assignments.
Limited personal use is permitted only when allowed by law and Minnesota State policy or procedure, does not result in additional cost to the state, does not interfere with work or college operations, and does not create legal, security, privacy, or reputational risk.
RCTC equipment must not be used for private business, personal financial gain, unauthorized personal use, activities unrelated to RCTC’s mission, or any purpose prohibited by law, Minnesota State requirements, State of Minnesota requirements, RCTC policy, or applicable procedure.
Part 4. Custody, Removal, and Security
All RCTC equipment remains college property. Departments that issue, assign, or loan equipment are responsible for documenting approval, assignment, custody, inventory information, expected return date, condition, and any required user acknowledgment.
Equipment may be removed from campus only for approved RCTC-related purposes and must be tracked according to applicable college procedures. Equipment may not be removed, transferred, reassigned, or retained for personal or unauthorized use.
Users, supervisors, and departments must take reasonable steps to protect equipment from loss, theft, damage, unauthorized access, or misuse. Lost, stolen, damaged, or unreturned equipment must be reported promptly according to applicable RCTC procedures.
Users, supervisors, and departments must help ensure assigned systems remain current with required software updates, security patches, endpoint protection, and other cybersecurity controls. Users may not disable, delay, remove, or interfere with approved security tools, updates, or device management settings intended to protect RCTC systems, data, and technology resources.
Part 5. Onboarding, Offboarding, and Return
• Employees must follow applicable RCTC onboarding, transfer, and offboarding procedures for requesting, receiving, using, transferring, and returning assigned equipment.
• Equipment must be returned when no longer needed, upon request, when reassignment is required, or before separation from college employment.
• Supervisors are responsible for confirming return of assigned equipment, reporting missing or damaged items, and coordinating with Information Technology or the responsible department to protect college systems, data, and assets.
Part 6. Violations
Violations of this policy may result in loss of equipment privileges, required return or reimbursement, disciplinary action, referral for investigation, or other action allowed by applicable law, policy, procedure, or collective bargaining agreement.
Part 7. References
- Minnesota State Board Policy 5.22 – Acceptable Use of Computers and Information Technology Resources
- Minnesota State System Procedure 5.22.1 – Acceptable Use of Computers and Information Technology Resources
- Minnesota Statutes § 43A.38 – Code of Ethics for Employees in the Executive Branch, including Use of State Property
Date of Implementation: Immediate
Date of Adoption: 1/23/2007
Date of Revisions: 8/21/2026, 10/2/2026