Policy No.

BA-3050.1A

 

 

 

 

POLICY & PROCEDURES MEMORANDUM

 

  

 

 

  

  

  

 

  

  

  

 

 

 

  

TITLE:

DONATIONS OF

MOVABLE PROPERTY

 

   

EFFECTIVE DATE:

March 16, 2004*

 

  

  

  

(Title Updates 7/27/10)

 

    

 

CANCELLATION:

DCI 3050.1 (10/7/87)

 

 

OFFICE:

 

Business Affairs (BA)

 

 

 

 

 

 

 

  

 

POLICY STATEMENT

 

 

Delgado Community College receives donations of movable property from external

organizations and individuals when the property is deemed useful for the College. The Office of

Institutional Advancement serves as the initial contact for all property donations to the College.

All

property donated to Delgado must be handled in accordance with State of Louisiana Property Control

Regulations and the College’s

Management and Control of State Property

policy and procedures.

 

 

When appropriate, the donated property becomes part of the College’s state inventory list. In

order to ensure proper inspection, acceptance, and acknowledgement of useful moveable property

donations the procedures outlined specifically in this memorandum must be followed.

 

 

 

PROCEDURES & SPECIFIC INFORMATION

 

 

1.

Purpose

 

 

To publish the policy and procedures for accepting movable property donations

to the College.

 

 

2.

Scope and Applicability

 

 

This policy and procedures memorandum applies to all employees and operating units of

the College receiving donations of movable property from any source.

 

 

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BA-3050.1A

March 16, 2004*

(Title Updates 7/27/10)

 

 

 

2

 

 

3.

Donation Guidelines

 

 

All movable property donations to the College must be:

 

(1) Initiated by contacting the College’s Office of Institutional Advancement;

 

(2) In working order;

 

(3) Usable in an instructional or administrative unit of the College;

 

(4) Inspected and recommended for acceptance prior to acceptance by the College;

 

  

(5) Approved by the:

- Appropriate Department/Division Head;

- Campus Provost/Dean; and

- Vice Chancellor for Business and Administrative Affairs; and

 

  

(6) Processed through the College’s Property Control Department in accordance with

State Property guidelines.

 

  

  

 

4.

Procedures and Responsibilities

 

 

A. The

Office of Institutional Advancement

will:

 

 

(1) Serve as the initial contact for all potential movable property donations to the

College;

 

(2) Complete prospective donor information section of the Donation of Movable

Property Form, Form 3050/001 (Attachment A);

 

(3) Ascertain, if possible, potential College recipients and request interested Delgado

recipient(s) to inspect prospective item(s) to be donated;

 

(4) Upon receipt of completed Donation of Movable Property Form from the College

Recipient with all required signature approvals designating acceptance of the

donation, send letter of acknowledgement to donor;

 

(5) Forward

original

of the Donation of Movable Property Form to the Property

Control Department and a

copy

to the Controller’s Office for appropriate

inventory processing; and

 

(6) Maintain the official movable property donation file for the College, which

includes copies of all Donation of Movable Property Forms.

 

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BA-3050.1A

March 16, 2004*

(Title Updates 7/27/10)

 

 

 

3

 

B. The prospective

College Recipient

(Faculty or Staff Member interested in using movable

property donation on behalf of the College) will:

 

(1) Inspect items intended for use in his/her respective operating unit; and

 

(2)

 

If the property is deemed useful by the College Recipient, secure all necessary

signature approvals for acceptance of donation on the Donation of Movable

Property Form (Form 3050/001);

 

(3) Obtain signature approval of the appropriate Department/Division Head,

Campus Provost/Dean, and Vice Chancellor for Business and Administrative

Affairs;

 

(4) Submit approved,

original

Donation of Movable Property Form to the Office of

Institutional Advancement; and

 

(5) Notify donor of acceptance and arrange for the transfer of the donation to the

College.

 

C. The

Property Control Department

will:

 

(1) Receive original of approved Donation of Movable Property Form, (Form

3050/001) from the Office of Institutional Advancement; and

 

(2) When determined necessary according to State of Louisiana Property guidelines

regarding fair market value of donated movable property, tag donated property to

be included on the College’s state inventory list.

 

 

5.

Cancellation

 

 

This policy and procedures memorandum cancels DCI 3050.1,

Donations to Delgado

Community College,

dated October 7, 1987.

 

 

  

  

  

  

  

  

  

 

  

 

  

  

  

  

  

  

  

  

  

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