Policies and Procedures

Materials Distribution Center (MDC)


Chapter: 2

Section: 10.08

Computer Index Code: C2S10.08

Origination Date: 5/22/84

Inst. Council Approval Date: 10/10/84

Subject: Chapter 2 BUSINESS--VP FOR BUSINESS
Section 10.08 MATERIALS DISTRIBUTION CENTER (MDC)

  1. PURPOSE

    To outline the M.D.C. responsibility for warehousing instructional and operational supply items for all departments.

  2. REFERENCE

    Policy and Procedure 9.1 Requisition Preparation and Processing

    Policy and Procedure 10.0 Shipping and Receiving

  3. POLICY

    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.

  4. PROCEDURE

    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).

    1. Aupply Lists

      Each item included on the supply list will meet the following qualifications:

      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 supply.
      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 intervals.
      4. It shall be justifiable in terms of economical operation.
      5. It shall meet accepted safety standards of industry.
    2. 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.

    3. 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 identifying data.
      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.
    4. 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 number.

For more information, contact Office of Equal Employment Opportunity and Risk Administration at 801-957-4041