Big Sandy Community & Technical College (BSCTC) exercises control over its physical resources in compliance with the policies and procedures as outlined in the KCTCS Business Procedures Manual [1]. Administrative Delegation for the control of the physical resources is evident from the top levels of KCTCS down to the President of BSCTC, the Vice President of Business Affairs, the Facilities Management Specialist and Supervisors of Maintenance and Operations [2].

The tracking and monitoring of the institution's assets and inventory is assigned to a Facilities Management Specialist who records purchase of equipment on an Asset Management Addition Form [3], tags equipment with KCTCS Inventory Labels and enters the equipment into the Peoplesoft Data Base. Two different lists of physical resources are kept. The Capital Assets list [4] which is verified in the fall of each year and the Annual Inventory list [5] which is completed in the Spring of each year. Once verification is completed at the College, an audit team from KCTCS Facilities Management visits the campuses to audit the assets and inventory and submits a follow-up report on their findings [6].

The BSCTC Fleet of Vehicles [7] is operated in compliance with KCTCS Business Procedures Manual [8] monitored by a Vehicle Request Form [9] and the use of the vehicle is recorded by a Vehicle Trip Log [10]. The vehicles' maintenance is monitored and recorded on a Vehicle Maintenance Log [11] and the maintenance operating costs [12] of the vehicles are monitored on an annual basis. In addition, each driver must complete a Driver Certification Form [13] and this list is then forwarded to KCTCS for insurance validation purposes [14].

The Vice President of Business Affairs has the responsibility of scheduling the use of college facilities by external groups and individuals; the Provost is responsible for scheduling the classrooms for use by the instructional program. External entities desiring the use of College facilities are required to complete a Facility Use Form [15]. Access to facility space approved for external use is controlled by the Maintenance and Operations staff once approved by the Vice President of Business Affairs. The Pikeville and Hager Hill Campuses are monitored by a video surveillance system. In addition, campus facilities and parking lots are monitored and patrolled by security officers during normal business hours and when the campus is closed to provide extra security and control over buildings and grounds. Security officers complete a Daily Security Log [16]. Also, the Maintenance and Operations staff on all shifts are instructed to be attentive of any questionable activities and to report any such activities to the M&O Supervisor immediately. The building, room, and/or equipment keys are made available to College personnel following submission and approval of a Key Request Form [17] by the Vice President of Business Affairs.

In addition to exercising appropriate control over physical resources, the physical resources have been determined to be adequate in meeting the mission of the College. As evident in the compliance statement in Core Requirement 2.11.2, the faculty, staff, and administration believe that their physical resources and work environment is satisfactory.

Source

Location/Special Instructions

1

KCTCS Business Procedures Manual, Procedure 2.2

2.2_Asset_Inventory.pdf

2

KCTCS Administrative Policies and Procedures 1.5.6.1

http://www.kctcs.edu/employee/policies/volumeII/volII1-5.pdf

3

BSCTC Asset Addition Form

3.11.1.3_BSCTC_Asset_Form.pdf

4

BSCTC Capital Assets

3.11.1.4_Big_Sandy_District_Asset_Inv_as_of_05_10_2006.pdf

5

BSCTC Inventory

3.11.1.5_INVENTORY_AS_OF_02_05_2007.pdf

6

KCTCS Auditor Report-email follow up

3.11.1.6_BIG_SANDY_ASSET_INVENTORY.pdf

7

Vehicle Inventory

3.11.1.7_Vehicle_Inventory.pdf

8

KCTCS Business Procedures 2.3, Vehicle Use

9

BSCTC Vehicle Request Form

10

BSCTC Mileage Trip Log

11

BSCTC Vehicle Maintenance log

12

BSCTC Budget Template

13.

BSCTC Driver Certification Form

14.

BSCTC Driver Certification List

15

Facility Use Form

16

Daily Security Log

17

Key Request Form