Policy No. BA-3050.1A
TITLE: DONATIONS OF MOVABLE PROPERTY
EFECTIVE DATE: March 16, 2004
CANCELLATION: DCI 3050.1 (10/7/87)
OFFICE: Business Affairs (BA)
POLICY & PROCEDURES MEMORANDUM
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 Development Office 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.
3. Donation Guidelines
All movable property donations to the College must be:
(1) Initiated by contacting the College’s Development Office;
(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 Development Office will:
(1) Serve as the initial contact for all potential movable property donations to the College;
(2) Complete prospective donor information section of the Movable Property Donation 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.
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 Movable Property Donation 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 Movable Property Donation Form to the Development Office; 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 Movable Property Donation Form (Form 3050/001) from the Development Office; 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.
SIGNATURE
Alex Johnson
Chancellor
Policy Reference:
Delgado Policy and Procedures Memorandum AD-1352.1E, Management and Control of State Property
Louisiana Revised Statutes 39:321, State Property Control Regulations, revised September 2000
Education Department General Administrative Regulations (EDGAR)
Review Process:
Ad Hoc Committee on Movable Property Donations 1/13/04
Business and Administrative Affairs Council 3/8/04
Executive Council 3/16/04
Distribution:
Distributed Electronically Via College's Intranet and E-Mail System
Attachment:
Attachment A - Movable Property Donation Form (Form 3050/001)
Attachment A
DONATION OF MOVABLE PROPERTY FORM
Prior to acceptance, all donated movable property MUST BE INSPECTED BY THE COLLEGE RECIPIENT** AND all approval signatures must be received. This completed form serves as verification of inspection and acceptance.
PROSPECTIVE DONOR INFORMATION (Completed by Development Office)--------------------------------------
Organization/Name of Donor:
Street Address:
City/State/Zip Code: 
Contact Person: Phone Number:
DONATION INFORMATION (Completed by Prospective Delgado Recipient)-----------------------------------------
Description of Prospective Item(s) to Be Donated:
Original Value: Current Fair Market Value*:
*Current fair market value is agreed upon between donor and the College and is verified by the College recipient. All items with a current fair market value of $1,000 or more must be inventory-tagged as state property.
Location of Item(s) to be Donated:
RESPONSE BY PROSPECTIVE DELGADO RECIPIENT----------------------------------------------------------------
Proposed Purpose of the Item by Delgado Community College (Tax Identification Number 72-6012995):
Condition of Item/
Other Comments:
Transportation of Item(s) to be Provided by: Donor Delgado
**My signature verifies that I have inspected the donated item(s), have verified the fair market value of
donated item(s), and will maintain the property in accordance with the College’s property control policy.
___________________________________________________ _____________________________
Signature of Delgado Employee Requesting Receipt of Item Date
DELGADO APPROVAL -----------------------------------------------------------------------------------------------
_____________________________ _________________________________ ______________________________________
Dean/ Department Head Date Provost/Vice Chancellor Date Vice Chancellor, Bus./Admin. Affairs Date
Original: Property Control; Copies: Development Office; Controller’s Office Form 3050/001 (8/06)
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