Lost and Found Policy

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This policy is intended to provide a standardized, efficient and controlled process for the handling, storage and final disposition of lost and found items throughout the University.

To submit a claim for a lost item, use the Lost Item Claim Form.

Policy

The University is host to a large number of people on its campus. Inevitably, many lost personal belongings are discovered in University facilities and on University property, and are submitted to the University in anticipation that the owners will claim the items. There are certain issues that employees must be cognizant of, and certain obligations that must be fulfilled, with respect to lost and found items.

(NOTE: For purposes of this procedure, "employee" also includes, but is not limited to, student employees, graduate assistants, volunteers and third-party employees such as contractors and consultants.)

This procedure will outline the steps to be taken to better assure that found items can be returned to the owner, and that the proper disposition is made of unclaimed items.

This procedure applies to University-owned or leased property.

Procedures

Submitting Lost Items

  1. Anyone finding a lost item should turn it in to the Department of Public Safety as soon as possible. If there is any doubt about how a lost item should be handled, contact the University Police.
  2. If a campus office or department receives a lost item, and the owner of the item cannot be identified and contacted immediately, the office or department should forward the item to the University Police, along with details on where and when the item was found, and the name and contact information for the person who found it. The same is true for supervisors and others who receive lost items from employees.

Lost and Found Repository

  1. The University Police Department is designated as the office for the handling of lost and found items, and shall be considered a lost and found repository.
  2. University Police staff will be responsible for logging, tracking and inventorying lost and found items with an estimated value over $100 in the Lost and Found Tracking System. Items less than $100 do not need to be logged in the Lost and Found Tracking System, but must still be handled in accordance with this procedure. Exceptions to use another system must be approved by the Chief of Police.

Exclusions from Special Handling by Repository

  1. Because of sanitation-related issues, items such as the following will not be considered to be lost items, and will be disposed of immediately:
    1. Food or food items, including alcoholic beverages
    2. Personal hygiene or cosmetic items
    3. Soiled or otherwise unusable clothing or personal items
  2. Certain items are too common to be handled as lost property, and can be disposed of by the University:
    1. Pens, pencils and other supplies that have a value under $10 (unless found bundled such as in a backpack or supply box)
    2. Items with no or little value (under $25), excluding jewelry or monies (cash, coin)
  3. Certain items found in University housing facilities after a student has moved from the premises will also not be treated as lost or abandoned for purposes of this procedure, and can be used by the University or disposed of, such as:
    1. Bricks, cinder blocks, lumber and other building materials
    2. Carpet or other floor coverings
    3. Clothing items

Handling of Lost Items

  1. When the University Police Department receives a lost item, the staff member will enter the item into the Lost and Found Tracking System, providing all required and available information.
    1. Items less than $100 do NOT need to be logged into the Lost and Found Tracking System, but must be handled in accordance with this procedure.
  2. Staff will take reasonable efforts to determine the owner and to return the item(s), and must document the attempts made (emails, phone calls, letters, etc.).
  3. This repository system must retain the lost item until either 1) the item is claimed by owner, or 2) the item has been held for the stated period listed below.
  4. Certain items requiring special handling
    1. Bicycles
    2. Keys and Access Cards to University Buildings
      1. Key information shall be forwarded to Facilities staff to try to determine owner.
      2. If no success in finding the owner within two (2) working days, the keys (as applicable) must be submitted to the Department of Facilities.
    3. Non-University keys
      1. If not claimed within 60 days, the Lieutenant or designee will have the responsibility of destroying the keys.
    4. Property Containing Items of Monetary Value and/or Official
    5. Identification Documents
      1. Includes wallets/purses (including their contents), cash, credit cards, passports, driver's licenses, gift certificates/cards, canceled and voided checks. Where such items are found, the University Police shall:
        1. Immediately attempt to identify and contact the owner.
        2. Add the item (including contents) into the Lost and Found Tracking System with all the appropriate descriptions. These should be entered as a single item, noting the various components in the description (e.g., Backpack with wallet, passport and laptop; include name if identified on the found materials).
          1. Items should be safeguarded if cash or personal identifiable papers are included. These items should be put into the temporary storage cabinets.
          2. If a finder has submitted claim, that information must be forwarded as well (see applicable paragraph in "Claiming Lost Items").
      2. After holding the item(s) for 60 days, the Lieutenant or designee shall take the following steps:
        1. All personal papers and documents will be destroyed.
        2. If a finder's claim was submitted, the finder will be contacted to claim the items (see applicable paragraph in "Disposition of Unclaimed Items"). All electronics must be sanitized by ITS before providing to the finder. If no finder's claim was submitted, cash will be deposited into the General University Fund by processing a Cash Receipts Form (CRF) in accordance with necessary policy. The CRF number must be noted in the Lost and Found repository.
        3. Other personal items such as wallets/purses, backpacks, or electronics will be transferred to the Office of Student Affairs or donated.
    6. University ID Cards
      1. The owner of a loose ID card (i.e., ID cards found without other items) will be contacted.
      2. The University Police will continue to identify and contact the ID card owners when any items containing ID Cards are turned into them.
      3. If the owner is a student, and has not been located within the next two business days, the ID card will be hand delivered by University Police to the Office of Student Affairs or Residence Life.
    7. Non-cancelled two party checks
      1. Any 2-Party checks found that have not been canceled will be immediately mailed to the name and address on the check.
    8. Weapons, Fireworks, Explosives or Other Dangerous Materials
      1. Immediately notify University Police with the location of the item(s)
    9. Illegal or Contraband Drugs, or Paraphernalia
      1. Immediately notify University Police with the location of the item(s)

Claiming Lost Items

  1. Offices or individuals who receive inquiries regarding lost items should refer the individual to the University Police Department. The repository will not release the item until the person claiming to be the owner has provided adequate details to identify the item.
  2. The repository will release the item to the owner only after the owner has signed and dated the inventory log. If the owner is not within a reasonable distance to claim an item in person, the Lieutenant or designee may agree to ship the item, but the item shall be sent COD. The repository must record the owner's name and address, and the date the item was shipped on in the Lost and Found Tracking System.
  3. Finders are eligible to claim the lost item if the owner is not located or does not claim the item after the stated time period. The finder must assert this claim at the time the item is turned in to the University Police Department by completing a Lost and Found Finder Claim Form indicating they wish to maintain their rights as finders, and provide complete contact information and sign as appropriate.
  4. Employees may not claim items found while performing their job, or at their primary work location.
  5. All electronics must be sanitized by ITS before being transferred to a finder.
  6. Items such as checks, credit cards, driver's license, passports, access devices (keys, ID cards) and other items with personally identifiable information are not subject to a finder's claim.

Disposition of unclaimed items

  1. After 60 days, if there is a finder's claim, the University Police Department is responsible for contacting the finder and coordinating delivery. Items that are not claimed by the owner or finder, and are still held after 60 days, should be forwarded to the appropriate University office(s) according to the following steps.
  2. For items which are logged in the Lost and Found repository system:
    1. Indicate items which are being transferred in the Lost and Found Tracking System.
    2. A report should be printed which lists all items being forwarded. Inventory log records, as created originally in "Handling of Found Items," must be completed for all items being transferred.
    3. The person preparing the report, as well as a witness, should verify the items are included in the transfer, and should sign the report. A copy of the signed report should be retained by the Lieutenant.
    4. Items should be transported in person.
  3. Items which were not logged in the Lost and Found system should be boxed together and noted as being non-logged items for transport.

Contacting University Police