Policies and Procedures
Materials Distribution Center
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
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
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).
Each item included on the supply list will meet the
- 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
- 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
- It shall be needed regularly - not at isolated
- It shall be justifiable in terms of economical
- It shall meet accepted safety standards of
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.
Additions and Changes
- The person requesting the addition or change will
submit a typewritten memorandum to his supervisor
listing the changes.
- 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.
- Common-use items will be described by their popular
names, supplemented by number, size, style or other
- 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
- Nomenclature of additions must be checked and
verified with the purchasing agent.
- 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.
Deletions from Supply Lists
- 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