|DONATIONS TO TRIDENT TECHNICAL COLLEGE
BASED ON POLICY NUMBER AND TITLE
| 2-13-0 EP 5: ASSET PROTECTION |
PURPOSE: This procedure explains Trident Technical College's (TTC) process for accepting donations to the College. The Area Commission encourages donations to TTC, including equipment and other resources that can be used for classroom and training purposes.
GENERAL: Trident Technical College may accept donations that will benefit students, particularly in instructional and training purposes. The President makes the final decision concerning acceptance of all donations to TTC. While the College values all offers of donated equipment, department heads or deans should recommend that the College decline items that are not suitable or that require unacceptable amounts of maintenance or technical support. Whether the items offered are accepted or not, however, it is important that the President acknowledge ALL offers in writing. Therefore, employees must report every offer of donated equipment or resources to the Presidentís Office, using the Non-Cash Donation Form, TTC Form T1-10.
Before the College makes a commitment to accept or reject offers of donated equipment, the originator (TTC faculty/staff member) who has received the offer must complete and submit TTC Form T1-10 to his/her dean or department head for a decision. Deans and vice presidents have Forms available. The dean or department head will review the offer to determine if the equipment can be used for teaching and training purposes and can be cost-effectively maintained by the College. The dean or department head will then complete the Form and forward it to the President. The Presidentís Office will acknowledge via correspondence all offers of donated equipment and resources, route the Form to Receiving and Inventory Control and, if appropriate, to Facilities Management and Information Technology.
EXCEPTION: Because the College is prohibited from selling donated personal or real property, the TTC Foundation may agree to take title to the property, sell it, and earmark the resulting proceeds for the appropriate department or program. The Foundationís Executive Director must review and approve the proposed transaction before any property is accepted.
- When a faculty/staff member (originator) is contacted regarding a potential equipment donation to the College, he/she will explain to the donor that the Non-Cash Donation Form must be completed and submitted in order for a decision to be made regarding the offer. The donor will complete and sign the appropriate section of the Form and return it to the originator.
The originator will complete the appropriate section and forward it to his/her dean or department head. If the items are accepted, the originator is responsible for registration of any equipment requiring titles or other legal documents. Originators are responsible for contacting Facilities Management regarding any specialized installation requirements such as electrical or other infrastructure construction, and Information Technology regarding information technology resources.
- The department head/dean will review the information and recommend one of three choices: acceptance by TTC, acceptance by the Foundation (TTCF Executive Directorís signature required), or non-acceptance. If he/she recommends that the College reject the offer, he/she must provide a brief explanation in writing. The department head/dean will then forward the Form to the Presidentís Office.
- The President will review the recommendation and generate an acknowledgment letter to the donor. In cases where other departments or divisions might use the equipment in question, the President may choose to discuss it with the Cabinet. Letters to donors of accepted items will include a description of the donated equipment, the donorís estimate of value and the program that will benefit. Letters to donors of items that the College will not accept will include a description of the item, the reason for non-acceptance and an expression of thanks for the offer. Only if the equipment is accepted will a photocopy of the completed Non-Cash Donation Form be attached to the acknowledgment letter.
- The Presidentís Office will distribute copies of the completed Non-Cash Donation Form and the acknowledgment letter to the following:
Receiving and Inventory Control
Facilities Management (if applicable)
Information Technology (if applicable)
If Receiving and Inventory or Facilities Management is responsible for pick-up of the equipment, they will contact the Presidentís office within one week of receiving TTC Form T1-10 and confirm the date of pick-up and delivery to campus.
Updated January 28, 2010
Updated February 25, 2013