UH Anthropology Dept.
Archaeology Program
Labs Home Page
Equipment & Supplies

What Are Equipment and Supplies,
and How Do We Buy Them?

Equipment--A general term used to include both large and small equipment

Large Equipment--Expensive, durable items like transits, auto levels, cameras, compasses, computers, microscopes, balances, calipers, etc.

Small Equipment--Less expensive, and/or semi-durable items like trowels, buckets, hand tapes, root clippers, clip boards, etc.

Expendable Supplies--Things that are used up in the process of being used, such as flagging tape, string, graph paper, bags, forms, marking pens, ink, etc.

Some confusion has occurred in the past regarding what equipment and supplies are available for various field projects, due largely to a misunderstanding of the terminology used to describe the "stuff". This is partly because research grant proposals usually have a budget category for "supplies" that lumps under one category what lab managers divide into small equipment (trowels, hand tapes, etc.), and expendable supplies (things that get used up in the process of being used). For the purposes of a single research project, lumping makes sense; but for the purposes of long-term inventory management, we need to make a clear distinction between these two kinds of things. The things that don’t get used up, broken, or lost are returned to the lab where they need to be accounted for, and added to the inventory of equipment available for future projects. Distinguishing between these categories is a commonly accepted inventory control practice.

An effort has been made over the last couple of years to build up small equipment inventories so that we have adequate equipment to handle most field needs during the year.

We buy quality equipment so that it will last if it’s taken care of, and equipment purchases are standardized as much as possible because: (1) purchasing is easier when we always get the same thing, (2) parts are interchangable when emergency repairs are needed, and (3) everybody knows what they’re getting when everything is the same.

Now that stocks are adequate for the most part, the labs manager tries to maintain them at reliable levels by monitoring the inventory, replacing lost or broken items when necessary, and trying to anticipate additional needs by encouraging communication with faculty and graduate students about field work plans and equipment requirements. In principle, this works fine as long as people keep the labs manager informed of their field work plans and projected equipment needs, and don’t make additions/changes too late in the purchasing period.

Don’t assume, just because you don’t see something, that we don’t have it. Ask the labs manager about it. What you’re looking for may just be put away to save space, to keep it clean when it’s not being used, or because it has the potential to go missing when it’s not being monitored.

Information about our large equipment is available from the equipment inventory data base that the labs manager maintains. You’re welcome to ask the labs manager for information from the data base, and can request information on a specific item, or on various categories of equipment.

A Word About Expendable Supplies

Our budget is not limitless. In general, field school needs for equipment and supplies take priority over other faculty and graduate student projects. The expendable supplies purchased by the lab are for on-going lab work connected with conservation and curation of previously stored materials, and for teaching purposes. If you’re planning on writing a research grant proposal, please talk to the labs manager about it. We may have equipment to meet your needs, but you should plan to include money in your proposal budget for expendable supplies for your field and related lab work.

Photographic supplies will be provided only for teaching purposes. Supplies for other purposes must be provided by the person(s) initiating the work.

Purchasing Supplies and Equipment

The labs manager maintains a list of all necessary and requested (wished for) expenditures for supplies and equipment for the archaeology program.

Expenditures fall into 4 categories listed below in order of priority.

1. Annual replacements and additions of small equipment and expendable supplies (hand tapes, trowels, office supplies, bags, etc.); and repairs and maintenance of equipment.
2. Replacements and upgrades of large equipment items which are part of on-going lab, office, and field capabilities (replacing or upgrading obsolete computers, replacing broken air conditioners, etc.) and purchasing additional items such as balances, compasses, cameras, etc. to meet increased demand.
3. Large equipment purchases which are a part of evolving and/or improving program goals.
4. Large equipment more related to individual faculty interests and which would be of benefit to have, given the money to do so. Factors (not inclusive) influencing decisions regarding purchase of these items include merit of competing requests, recommendation by the department budget committee, cost/benefit ratios, and final approval by the department chair and college dean.

All expenditures are dependent on, and made within the context of, the overall department and college budgets.

All archaeology field and lab purchases are channeled through the archaeology labs manager. The secretary will generally not type a purchase order for anyone unless the labs manager has signed the request. This process is to insure that (1) items meet the standards established for our purchases, (2) items are purchased from reliable vendors at reasonable prices, (3) that there’s no unnecessary duplication of equipment, and (4) that the labs manager has appropriate information for equipment inventories, and for repair and maintenance requirements.

There is a form showing what information is needed for purchase requests. If you know exactly what you want, you can expedite the purchasing process by completing the form, legibly.

The labs manager is a very good resource for information about equipment, vendors, and the purchasing process. Please do not wait until the last minute to make plans for purchases. Depending on what you’re wanting to buy, the purchasing process can be very time-consuming and aggravating, especially when you’re new to the system.

The deadline for making ordinary purchase requests to the labs manager at the end of the fiscal year is April 15th. Extraordinary purchases (sole source purchases, or purchases over $10,000) have a much earlier deadline. The Dean’s Office will not accept any purchase requests after April 30th. No new purchase orders are processed between then and the middle of July.