Property FAQ's

The following Q & A has been prepared for your information by Brown University Property Systems Manager Michelle Moniz Dotzenrod. Michelle is the point person for all University property. She can be reached at 401-863-1798 or by email to Michelle_Dotzenrod@brown.edu. If you are unable to reach Michelle, please contact the Office Assistant at ORA 401-863-2777.

Q. I need to get rid of an old desk. It’s not worth $1. Do I really need to complete a surplus form?

A. Yes, if Brown owns it, Brown wants to know that you are getting rid of it.

Q. My laptop was stolen from my office/lab/restaurant booth! What do I do?

A. For an off-campus theft: Contact the local police. For an on-campus theft: Contact Public Safety. In either case you will need a copy of the police report. Contact Jeanne Hebert in the Office of Risk and Insurance for information on insurance and replacement.

Q. Where do I affix the Brown University barcode tag?

A. On the front of the machine. Chose a spot where someone is most likely to see it.

Q. What if the asset is internal to a machine?

A. Affix the tag to the external casing on the machine, otherwise known as its base tag.

Q. Why are these tags so fragile? I rip them every time I try to affix them.

A. Tags are required to be destructible. If the tags were easy to remove, there would be no point in using them as people would take them off and be able to steal the asset!

Q. Oops! I affixed the wrong tag to an asset. What do I do?

A. Do not attempt to remove the tag. Tags are destructible and will chip if you try. Send an email to, or call me and I will reissue you a replacement tag. You will affix the correct tag over the incorrect tag.

Q. I switched tags between 2 assets, can you change the information in the database?

A. No, the tag numbers cannot be changed. I will reissue 2 new tags.

Q. What do the tag numbers mean?

A. Asset tags are usually 6 digits. In most cases: the first 2 digits correspond to the Fiscal year in which it was paid. Exceptions are 99-, and some Fabrication tags. The year 2000 starts with 50-, 2001 with 51-, 2002 with 52-, and so on.

Q. The equipment I use was bought on my grant/contract so it belongs to me, right?

A. No. The equipment belongs to Brown. If the sponsored award was issued to Brown University, the equipment belongs to Brown. When you leave, the equipment will stay.

Q. A faculty member is transferring to a new University and would like to take the equipment in his lab. What documentation do you need?

A. Firstly, the PI must compile a detailed list of assets. The list should include: serial number, asset tag number, approximate purchase date, and Purchase Order, and account number charged.

A memo requesting the equipment be transferred to the PIs new institution and this list is sent to the Dean of the division. The list must be approved by the Dean, the Property Systems Manager and the Director of Purchasing before any property is moved.