Computer Index Code: C2S10.08
Origination Date: 5/22/84
Inst. Council Approval Date: 10/10/84
Subject: Chapter 2 BUSINESS--VP FOR BUSINESS
(MDC) MATERIALS DISTRIBUTION CENTER
To outline the M.D.C. responsibility for warehousing
instructional and operational supply items for all departments.
Policy and Procedure 9.1 Requisition Preparation and Processing
Policy and Procedure 10.0 Shipping and Receiving
The M.D.C. has the responsibility for warehousing instructional
and operational supply items for all departments and to have
these items readily available for their use. A supply list
will be maintained for all departments. The yearly update of
the supply list will continue to provide an opportunity for
review and change. It is understood that any item with marginal
or zero usage will be declared obsolete by the administration
and will be drawn off by the responsible department prior to
the fiscal year end.
Supplies will be stored and issued from the M.D.C.; however,
in certain cases, due to the nature of the material, the stock
will be ordered as needed and issued to the department. These
items will be indicated by the asterisk (*) on the supply list.
Authorized personnel may draw supplies which are included on
the approved list as they are needed with a completed Requisition
(Policy and Procedure 9.1 Requisition Preparation and Processing).
A. Supply Lists
Each item included on the supply list will meet the
1. Descriptions and estimated yearly usage figures are
to be determined by the using department. Nomen-
clature used in listing items must be precise and
complete. All items will be listed alphabetically
in nomenclature order giving a suggested source of
2. It is expected that the department requesting a
specific item unique to that program will have
researched the usefulness and stability of the
product to the intended program. It shall have
been tried and proven acceptable.
3. It shall be needed regularly - not at isolated
4. It shall be justifiable in terms of economical
5. It shall meet accepted safety standards of industry.
B. Revisions of Supply Lists
It is recognized that changes in programs, methods of
teaching as well as personnel have a bearing on the
lasting usefulness and value of existing supply items
and replacements need to be made.
C. Additions and Changes
1. The person requesting the addition or change will
submit a typewritten memorandum to his supervisor
listing the changes.
2. All items will be listed alphabetically in nomen-
clature order giving a suggested source of supply.
Description of items will be sufficiently complete
to enable the purchasing department to proceed with
the purchase or to order delivery in a contract
without requesting supplemental information.
3. Common-use items will be described by their popular
names, supplemented by number, size, style or other
4. When requesting purchase of a specialized item, care
must be exercised to avoid using a "closed description
or specification which describes the product of one
manufacturer and inhibits competition.
5. Nomenclature of additions must be checked and
verified with the purchasing agent.
6. The memorandum will then be forwarded to the
supervisor for approval. The supervisor will advise
those concerned by memorandum of the action taken.
If the request is approved, the new lists will be
duplicated and distributed. No revisions will be
considered after April 15 of each year.
D. Deletions from Supply Lists
1. As soon as the using department identifies an
obsolete item the M.D.C. will be notified that
a change will be made and then the department
will submit a requisition to draw off all
remaining obsolete items of that specific
For More Information, Contact:
Director of Risk Management