CAPITAL PROPERTY SHARED-USE AGREEMENT FORM

Use of Google Chrome Required

NOTE: Google Chrome must be used to access the GURU website and for completing and/or downloading fill-and-print forms. Firefox, Internet Explorer, and/or Microsoft Edge browsers do no support all features required for PDF fill-and-print form functionality. Substitutes for an approved University official form (created using a different browser or scanned copies) will be returned with the request to use the Chrome version of the form.

Purpose:

The purpose of the Capital Property Shared-Use Agreement is to document the terms and conditions under which capital property is to be shared by a proposed borrower and the lender/custodian of the particular item.

See Procedure CR2019 Accounting for Capital and Non-Capital Property (Equipment and Facilities) for a complete description of capital property.

General Information:

Shared-Use Agreements are prepared when the pre-acquisition screening for property (equipment) valued at $50,000 or more to be purchased with federal funds discloses that suitable property (equipment), available for shared-use, already exists. (Refer to the Federally-Funded Capital Property Pre-Acquisition Screening Certification.)
Should the terms/conditions or period of shared use require change after this Agreement is in effect, a new Agreement must be prepared according to the instructions specified in order to reflect the current shared-use situation.
Refer to Procedure CR2055 Pre-acquisition Screening of Federally-Funded Property for additional information.

Exhibit and Instructions:

This form has fill-and-print form fields and digital ID (signature) fields enabled. The PDF version has instructions provided for the type and/or format of information to be included within the fill-and-print form fields. Hovering the computer mouse over any form field within the PDF will display these instructions. See Converting Web-based Documents to PDF Documents for details. See Applying Digital IDs on PDFs for instructions on adding signatures.

For step-by-step instructions on completing the Capital Property Shared-Use Agreement, click on link below:

Capital Property Shared-Use Agreement Exhibit

Form Requirements:

No form may be used that substitutes for an approved official University form without prior review and approval by the steward of the form/central office, as facilitated by the Office of Systems and Procedures (designated representative of the Associate Vice President for Budget and Finance). Policy FN17 Required Use of Approved University Forms Appearing in the General University Reference Utility (GURU) requires that all form templates must be vetted and approved prior to being published on the GURU website and all such documents having gone through said established approval process must be password protected.

Accessing GURU Forms:

GURU PDF forms are designed for use with Adobe Acrobat Reader or Adobe Acrobat Pro. Each browser (Chrome, Firefox, Internet Explorer, Microsoft Edge, etc) has a built-in PDF viewer making it the default PDF viewer without asking users. These built-in viewers do not necessarily support all features required for PDF forms. Similarly, many calculations are not supported by other stand-alone PDF readers (for examples, Nuance). It has been brought to the attention of the Office of Systems and Procedures that PDF forms do not function appropriately when accessed using Firefox and/or Microsoft Edge. In order to access any of the forms on GURU and have the fill-and-print functionality work properly, the end-user must access the GURU website using Google Chrome.

The latest version of Adobe Acrobat Reader is available for free. Contact your IT support staff person for downloading assistance, if/as needed. If Adobe Acrobat Pro better suits your needs, contact your IT support staff person for purchasing and installation assistance.

Web-based Documents:

Clicking the form download icon on any of the form instruction pages on GURU will open a web-based version of the form. While it appears to have fill-and-print fields available, not all functionality may be available for use (i.e. digital ID fields). With some exceptions (see below), it will be necessary to convert these web-based documents to PDF documents.

Converting Web-based Documents to PDF Documents:

In order to have a version with all PDF capabilities enabled, click the "Fill & Sign in Acrobat" or "Open with Acrobat" icon located in the upper right-hand corner of the screen. This icon must be clicked before entering any information. A new versions of the document will open. Complete this version and save the document in a location where you will be able to locate it.

If, upon opening the PDF in Google Chrome, the Fill & Sign in Acrobat icon does not appear in the upper right-hand corner of the screen, it will be necessary to enable Adobe Acrobat extension. Please visit Enable Adobe Acrobat extension for Google Chrome for instructions to enable Adobe Acrobat extension.

Exceptions:

Combining PDF Documents:

There may be times when it is necessary to combine multiple PDF documents into a single document for submission. In those instances, complete the following steps:

Click on the appropriate form in GURU
Complete the fill-and-print boxes on the web-based form
Click the printer icon located in the upper right-hand corner of the screen
Change Destination to Microsoft Print to PDF using the drop-down arrow
Click Print at the bottom of that panel
Enter a file name in the box at the bottom of the pop-up window and be sure to select a location where you will be able to relocate the document
Click Save

Repeat this process for each document that will be combined (each file name must be different from the previous)

Now, open one of the completed PDF documents and on the far right select combine files
Click Add Files and select the files to be combined
Click Combine
Rename this new combined document and save

Applying Digital ID's on PDF's (general instructions):

This form has the Digital ID (applying an electronic signature to the document) process enabled. If, upon opening the PDF in Google Chrome, the following does not appear in the upper right-hand corner of the screen, it will be necessary to enable Adobe Acrobat extension

Image of Adobe Acrobat Fill-and-Sign bar

Please visit the following for instructions to enable Adobe Acrobat extension:

Enable Adobe Acrobat extension for Google Chrome

Complete all fill-and-print form fields before completing the signature process:

Open the Capital Property Shared-Use Agreement Form
Before entering any information, click the "Fill-and-Sign in Acrobat" (see above) icon or click the "fill-and-sign" option (looks like a pen nib) located on the right-hand column within Adobe Acrobat, or click "Tools" from the tool bar on the upper left-hand side of the screen and click "Open" under the Fill & Sign option
Complete all fill-and-print fields
Once the form is complete, click in the signature form field and either:
- select your digital ID and click continue, or
- create your digital ID, select your digital ID, and click continue
Review the information in the appearance box and click sign
You will be required to save a copy of the document (the digital signature is not applied until the form is saved)
- A pop-up window opens with the file name containing capital-property-shared-use-agreement in the File name field. Add the borrowers last name, a dash, and first name (i.e., capital-equipment-shared-use-agreement-smith-mary)
- Select a location where you will be able to retrieve the document
- Click Save
Close the form version appearing on your screen
Open the version containing the borrower's last name saved in the previous steps
Verify that the digital ID appears on the document
Close the document

Applying Digital ID's When Document Contains Multiple Signatures:

The Capital Property Shared-Use Agreement requires multiple signatures. Please complete the following process for obtaining those signatures:

The Borrower completes and saves the form using the naming convention defined above
The Borrower sends an email, with the above referenced document as an attachment, to the Lender/Custodian
The Lender/Custodian opens the document, reviews the document, and applies their digital ID (if approving) as defined in Steps 4, 5, and 6 above and saves the document again (do not change the file name)
If the Lender/Custodian
- approves the request and adds their digital ID, the Lender/Custodian sends an email, with the document as an attachment, to the Borrower and Property Inventory
- declines the request, the Lender/Custodian returns the unapproved form back to the Borrower. Property Inventory does not need to be notified

If you encounter any difficulties, contact the GURU support staff by submitting a Technical Support Form request or by calling the tech support line at 814-863-8592.

Number of Copies and Ultimate Distribution:

Table of distribution and retention of the Capital Property Shared-Use Agreement form
Document:	Ultimate Distribution:	Retention Periods:	Disposition Method:
Original	Property Inventory Department	Term of Shared-Use Agreement +1 year	Paper documents -Secure Bin disposal or shred Electronic documents/data - delete and empty recycle bin
Photocopies or Electronic document	Borrower and Lender	Term of Shared-Use Agreement +1 year	Paper documents - Secure Bin disposal or shred Electronic documents/data - delete and empty recycle bin
Transitory copies*	Copies created during the digital ID process	Upon verification of receipt of original document - End of fiscal year +1 year	Paper documents - Secure Bin disposal or shred Electronic documents/data - delete and empty recycle bin

*Transitory Copies are University Records that have temporary value and, as a result, may be destroyed after they are no longer needed. In no event shall be retained longer than the official copy of the University Record as delineated on the Records Retention Schedule.