This is an annex to the decision of our University Senate dated 22.01.2026 and numbered 2026/02.
Revision-Amendment-Approval: Board of Trustees Decision dated 04.02.2026 and numbered 2026/01
ISTANBUL SABAHATTIN ZAIM UNIVERSITY
Movable Property Registration and Control Directive
PART ONE
Introductory Provisions
Purpose
ARTICLE 1- (1) The purpose of this Directive is to determine the registration, safekeeping, use, transfer, assignment, removal from campus, inventory, write-off and compensation procedures for movable property belonging to Istanbul Sabahattin Zaim University, together with the powers and responsibilities of the units involved in these processes.
Scope
ARTICLE 2- (1) This Directive covers all movable property used in, or purchased, produced or acquired by donation on behalf of, all academic and administrative units of Istanbul Sabahattin Zaim University.
Legal Basis
ARTICLE 3- (1) This Directive has been prepared on the basis of Article 14 of Higher Education Law No. 2547.
Definitions
ARTICLE 4- (1) In this Directive;
a) Depreciated Value: The value of the movable property remaining after deduction of depreciation,
b) Inventory Unit: The unit responsible for the registration, safekeeping, inventory and distribution of movable property, operating under the Department of Administrative Affairs,
c) BAP: Scientific Research Projects,
ç) Department: The Department of Administrative Affairs of Istanbul Sabahattin Zaim University,
d) Durable Movable Property: The machinery, devices, vehicles and fixtures listed in the Movable Property Code List in accordance with the Movable Property Regulation published in the Official Gazette dated 10/10/2024 and numbered 32688,
e) EBYS: The Electronic Document Management System,
f) Secretary General: The Secretary General of Istanbul Sabahattin Zaim University,
g) HEK Committee: The committee established for the assessment of movable property that has become unusable,
ğ) HEK: Scrap–Obsolete–Unusable movable property,
h) Legal Counsel: The Legal Counsel of Istanbul Sabahattin Zaim University,
ı) Registration Value: The purchase or production cost of the movable property,
i) Head of the Department of Financial Affairs: The Head of the Department of Financial Affairs of Istanbul Sabahattin Zaim University,
j) Market Value: The current market value of the movable property,
k) Rector: refers to the Rector of Istanbul Sabahattin Zaim University,
l) Consumable Material: Materials that are consumed when used and that are listed in the Movable Property Code List of the Movable Property Regulation,
m) University: refers to Istanbul Sabahattin Zaim University,
n) Loss and Damage Committee: The committee established for the determination and compensation of damage caused to movable property,
o) Assignment: The handover of movable property to a user against signature, thereby transferring responsibility,
shall have the meanings set out above.
PART TWO
Duties of the Inventory Unit
Inventory Unit
ARTICLE 5- (1) The Inventory Unit is responsible for the registration, safekeeping, storage, distribution and assignment of movable property, and for keeping and reporting its inventory. This unit completes and reports the annual inventory count between 1 September and 30 September each year.
Duties of inventory staff
ARTICLE 6- (1) Inventory staff;
a) Receive and register movable property whose inspection has been completed,
b) Store movable property in warehouses under appropriate conditions,
c) Record movable property entry and exit transactions,
ç) Deliver assigned movable property to the relevant persons,
d) Monitor stock levels,
e) Inspect durable movable property on site once a year,
f) Ensure that the inspection and acceptance procedures for movable property that has been received but whose inspection and acceptance could not be carried out immediately are completed within seven working days.
PART THREE
Registration, Assignment, Transfer and Principles of Use
Registration procedures
ARTICLE 7- (1) Movable property is recorded in the University's Fixed Asset Management System on the basis of documentation.
(2) The brand, model and serial number of movable property are entered into the system in full.
(3) Suitable movable property is labelled with a barcoded tag.
Registration value
ARTICLE 8- (1) The registration value of movable property is determined on the basis of;
a) The cost price (excluding VAT) for items purchased,
b) A nominal value of 1 TL for items acquired by donation.
as the basis.
Assignment procedures
ARTICLE 9- (1) Durable movable property is delivered to the user by means of the Movable Property Registration and Assignment Form (ANNEX-1).
(2) Movable property in common use areas is assigned to the responsible persons designated by the unit heads.
(3) In the case of a change of duty, the change of duty procedure is not completed until the movable property has been returned to the Inventory Unit. In the case of departure from duty, the staff member's clearance procedure is not completed. For the transfer and return of electronic devices, technical approval is obtained from the Department of Information Technologies.
(4) With the exception of laptop computers, assigned movable property may not be relocated without the approval of the Inventory Unit.
Transfer procedures
ARTICLE 10- (1) The transfer of movable property between units or persons is requested via EBYS and is carried out by the Inventory Unit.
Principles of use
ARTICLE 11- (1) Movable property must be used for its intended purpose.
(2) Assigned movable property is protected by the user, and its maintenance and repair are arranged in a timely manner through the relevant units.
(3) Documents relating to movable property are kept in the relevant unit.
PART FOUR
Removal of Movable Property from the University
General principles
ARTICLE 12- (1) Except where required by duty, such as projects, meetings or field work, movable property may not be taken off University premises without the approval of the Office of the Secretary General. A Movable Property Temporary Removal Form (ANNEX-3) is completed for the approval procedure.
Issue of consumable materials
ARTICLE 13- (1) The issue records of consumable materials are made on a “first in, first out” basis, taking into account the order of priority of their entry into the warehouses, and on the basis of their entry values. Consumable materials are issued by means of a Material Request Form (ANNEX-4) and a Warehouse Issue Form (ANNEX-5).
Removal for repair and maintenance
ARTICLE 14- (1) Movable property may be taken off the premises for repair purposes with the approval of the unit head and by means of a Movable Property Temporary Removal Form (ANNEX-3).
FIFTH SECTION
HEK, Inventory, Loss and Damage, and Compensation Procedures
Becoming unusable, loss, inventory shortfall
ARTICLE 15- (1) In the event of an inventory shortfall, loss, breakage or malfunction, a Movable Property HEK Proposal and Approval Form (ANNEX-2) is completed.
(2) If there is a suspicion of fault or negligence, a record is drawn up and reported to the Loss and Damage Committee.
(3) In the assessment of movable property that has become unusable;
a) The Loss and Damage Committee is authorized where there is user fault,
b) The HEK Committee is authorized for movable property whose economic life has expired.
is authorized.
HEK Committee
ARTICLE 16- (1) The HEK Committee is established to assess the scrapping, write-off and sale of movable property that has completed its economic life or that can no longer be used for its intended purpose for technical, physical or functional reasons, and to determine the price of and evaluate the sale procedures for movable property that has economic value.
(2) The HEK Committee consists of the Head of the Department of Administrative Affairs, the Head of the Department of Financial Affairs, a representative of the Inventory Unit and the head of the unit to which the movable property in question belongs, under the chairmanship of the Secretary General.
(3) The HEK Committee convenes with the absolute majority of the total number of members and takes its decisions by the absolute majority of those attending the meeting. In the event of a tie, the decision is taken in the direction of the Chair's vote.
Write-off procedures
ARTICLE 17- (1) Write-off procedures are carried out by decision of the HEK Committee and with the approval of the Rectorate.
(2) Written-off movable property may, with the approval of the Rectorate:
a) Be sold if it has economic value,
b) Be used as spare parts if it has no economic value,
c) Be transferred free of charge to public institutions or civil society organizations.
Inventory count
ARTICLE 18- (1) The University's current records are taken as the basis in inventory counts.
(2) The annual inventory count is carried out between 1 September and 30 September, and is reported by the Inventory Unit and submitted to the Rectorate through the Department.
Loss and Damage Committee
ARTICLE 19- (1) The Loss and Damage Committee is established to assess damage arising from user error or fault and to carry out the compensation process.
(2) The Loss and Damage Committee consists of the Legal Counsel, the Head of the Department of Administrative Affairs, the Head of the Department of Financial Affairs and the head of the unit to which the lost or damaged property belongs, under the chairmanship of the Secretary General.
(3) The Loss and Damage Committee convenes with the absolute majority of the total number of members and takes its decisions by the absolute majority of those attending the meeting. In the event of a tie, the decision is taken in the direction of the Chair's vote.
Division of authority in assessment
ARTICLE 20- (1) In the assessment of movable property that has been lost, broken or has malfunctioned;
a) The Loss and Damage Committee is authorized where user fault is established,
b) The HEK Committee is authorized where the property has completed its economic life.
Compensation of damage
ARTICLE 21- (1) The following criteria are taken as the basis in determining the damage:
a) The market value in the case of theft or loss caused by user fault,
b) The depreciated value for damage caused by user fault,
c) The repair cost for damage whose repair is economically viable, and the equivalent value for movable property that is not viable to repair or cannot be repaired,
shall be applied.
(2) No obligation to compensate arises for the user in the case of technical faults not caused by the staff member's fault, or of natural wear and tear occurring through use.
(3) The amount to be compensated is collected in advance. However, upon request and with the approval of the Secretary General, it may be collected by deduction from the staff member's salary or in instalments.
SECTION SIX
Miscellaneous and Final Provisions
Cases not covered by provisions
ARTICLE 22- (1) In cases not covered by this Directive, the provisions of the relevant legislation and the decisions of the University Executive Board shall apply.
(2) The forms annexed to this Directive may be updated, within the framework of this Directive, upon the proposal of the Department and with the approval of the Secretary General, in line with the University's current operations and needs.
Entry into force
ARTICLE 23- (1) This Directive enters into force upon the approval of the Senate and the Board of Trustees.
Execution
ARTICLE 24- (1) The provisions of this Directive are executed by the Rector.
ANNEXES
ANNEX 1- Movable Property Registration and Assignment Form
ANNEX 2- Movable Property HEK Proposal and Approval Form
ANNEX 3- Movable Property Temporary Removal Form
ANNEX 4- Material Request Form
ANNEX 5- Warehouse Issue Form