APPROVED AS SP 16-60: April 23, 2012
EFFECTIVE AS SP 16-60: April 23, 2012
RENUMBERED TO SP 3-70b: August 25, 2016
RENUMBERED TO SP 8-80: November 29, 2016
REFERENCES: C.R.S. 24-18-101, et. seq. (Code of Ethics); State of Colorado Fiscal Rules, Rule 1-10; Board Policy 3-70, Colorado Community College System Code of Ethics; Board Policy 8-60, Delegation of Signature Authority
/ Nancy J. McCallin /
Nancy J. McCallin, Ph.D.
This procedure applies to all the community colleges within the Colorado Community College System (CCCS) as well as system office.
It is the responsibility of each college and of the system office to ensure that all property is properly accounted for when acquired, whether by purchase or other means. Property shall be inventoried, tracked and safeguarded throughout its useful life and at the time of disposal.
Each college and the system office will be responsible for establishing adequate procedures to perform its fiduciary duty in accordance with the following guidelines.
This procedure applies to equipment that is movable and not permanently attached to a building. It excludes land, land improvements, leasehold improvements, buildings and fixtures.
Each college and the system office shall establish procedures for the disposition of surplus property.
The procedures shall address disposals of all categories of equipment including the following: computers, property acquired through certificates of participation, restricted gifts, equipment exposed to or containing hazardous materials, and other property. Procedures should specifically address equipment purchased with federal funds.
The written procedures shall contain the following components:
Additionally, records of disposal must be retained for 3 years after the disposal. Although items may be disposed of by other means, employees of the college and their immediate family may only acquire surplus property when sales are open to the public, such as through an auction or silent auction. If an employee facilitates the sales event, the employee and his or her immediate family may not participate in the bidding.
The colleges should establish a valuation procedure which reflects the college’s historical experience with equipment. The procedure may include valuation of equipment by type; for example, a college might consider computer peripherals such as printers at zero value after four years.
CCCS reserves the right to change any provision or requirement of this procedure at any time and the change shall become effective immediately.