Attendees: President Ivory V. Nelson, Vice President William B. Bynum, Vice President Michael B. Hill, Vice President Grant D. Venerable, Mr. Nicolas Chaban (In attendance for portion of meeting), Ms. Diane M. Brown
Minutes of the July 22, 2002 Cabinet Meeting were approved as presented.
Revised Procurement and Purchasing Policies
The Cabinet approved a "Procurement Policy Regarding Purchases and Contracts" and a "Procedure Regarding Purchases of Goods and Services." Copies of the revised documents are appended as a part of the minutes.
Middle States Commission on Higher Education Periodic Review Report
Lincoln University's Periodic Review Report must be submitted to the Commission on Higher Education by June 2, 2003.
NAFEO Presidential Peer Seminar
President Nelson shared copies of various documents, which were distributed at the NAFEO seminar held July 28 - August 3, 2002. The documents distributed included information on:
- Federal Surplus Property Program
- The Higher Education Act: Reauthorization Status and Issues
- Report to Congress on The Incidence of Crime on the Campuses of U.S. Postsecondary Education Institutions
- Office of Student Financial Assistance: Common Origination and Disbursement Initiative
- Update on NASA's Educational Direction
- Appropriations Status Report.
Student Affairs and Enrollment Management (SAEM)
Red Cross Blood Donor Drive
Ms. Melissa Herd, Diversity Account Manager, American Red Cross, briefly addressed the Cabinet regarding the Red Cross drive to recruit minority blood donors. Ms. Herd commended the Lincoln University students on their support of previous blood drives at the University and noted that Lincoln was the top donor in the college category again this year. SAEM will continue to be the campus liaison for the University's participation in the Red Cross Blood Drive and will take steps to encourage greater participation on the part of the University's faculty and staff.
Student and Exchange Visitor Information System (SEVIS)
Student and Exchange Visitor Information System (SEVIS) All colleges and universities are required to have SEVIS in place by February 2003. The system, which is mandated by federal regulation for all schools who accept international students, will track students from visa issuance to point of entry into the country and will indicate that international students have reported to and registered at a U.S. campus. The DSO (Designated School Official) at each campus will be able to update student status and file reports and forms via SEVIS. Lincoln University expects to be on line in October 2002.
Admission Statistics for Fall 2002 as of August 2, 2002
# of Undergraduate applications received Fall 2002 3982
# of Undergraduate applications received Fall 2001 3133
# of Undergraduate students admitted Fall 2002
# of Undergraduate students admitted Fall 2001 . 1560
# of Graduate applications received Fall 2002
# of Graduate applications received Fall 2001 266
There being no further business, the meeting adjourned at 11:45 a.m.
Diane M. Brown
Assistant to the President
I. Authorization for Purchases of Goods and Services
a. Purchases in amounts of $500 or less shall be approved by the appropriate
Department head (Dean/Director or above) with the use of a Purchase Order or Check Request. Single transactions involving amounts of $200 or less (which are not travel related) should be processed through petty cash for reimbursement, if possible. Reasonable care should be used to prevent the use of petty cash payment for transactions over $200 broken into increments of less than $200.
b. Purchases in amounts $500 to less than $5,000 (not requiring competitive bids) requires the signature of the Vice President of Fiscal Affairs or the President or the Presidents delegate as contained in the Presidents written signature delegation authorization, included herein by reference and attached. The Presidents written signature delegation authorization shall be reviewed and reauthorized on an annual basis to reflect the most effective processing of purchases of goods and services for the University. All individuals who are involved in committing University financial resources shall exercise reasonable fiscal prudence and diligence.
c. Purchases in amounts up to $5,000 require the Purchasing Office to obtain or receive from the requesting department, a minimum of two price quotations in written form before purchasing authorization may be granted. The Purchasing Department reasonably may use its discretion to determine if additional price quotations/bids are necessary.
d. Purchases for amounts $5,000 or greater require competitive sealed bids/proposals to be solicited in cooperation with the Department Head through the Purchasing Department. The Vice President of Fiscal Affairs or the President or the Presidents delegate as contained in the Presidents written signature delegation authorization included herein by reference and attached, shall authorize all purchases and contracts at this level.
i. Bids may be awarded based on the following criteria; cost, quality of service or materials provided, safety standards, and quality and reputation of the vendor. Cost is not necessarily the most prevailing component of the decision, however, valid justification must be documented if cost is not the primary criteria.
ii. The President or Vice President for Fiscal Affairs shall approve waivers and exceptions to the requirement for bids. Emergency situations shall be deemed a valid basis for waivers or exceptions to the requirement for bid.
a. Emergencies are situations when not addressed immediately, may reasonably cause disruption to the normal course of business, create an un-safe environment, or increase cost substantially if delayed.
b. All emergencies must be justified in written documentation and shall be subject to an annual audit review, by the Internal Auditors office.
c. The Purchasing Office must be notified as soon as reasonably possible of emergency situations.
II. All procurements must adhere to General Ethical Standards, which
a. No attempt to realize personal gain;
b. Avoid conflict of interest (or appearance of the same);
c. No improper use of confidential information; and
d. Cannot require the use of a non-competitive surety company, agency or broker.
Policy Regarding Purchases of Goods and Services
I. Purpose To set forth the policy to be followed in the procurement of all goods and services. This policy applies to all schools, divisions, departments, programs, and funds unless otherwise noted.
a. Purchases Under $5,000
i. Purchases under $5,000 shall not require competitive bidding.
ii. Reasonable and prudent business practices shall be followed regarding all purchases under $5,000.
iii. University Legal Counsel shall review all contracts that exceed $1,500.
b. Purchases Over $5,000
i. Purchases over $5,000 must be bid competitively under established University business practices utilizing Purchasing procedures.
ii. Reasonable and prudent business practices shall be followed regarding all purchases over $5,000.
a. All purchases of goods and services shall be coordinated through the Purchasing Department of the Business Office. It shall be the direct responsibility of each department head to control all transactions against their assigned budget accounts to ensure that such transactions conform to policies of the university. This responsibility includes, but is not limited to, all requests for purchases of goods or services and all requests for payments.
b. Disbursements of any kind regardless of funding source.
i. Authority to sign purchase requests or payment requests shall be delegated in writing by the President and shall include the Vice President of Fiscal Affairs and any other appropriate individuals who are deemed necessary for conducting business for the benefit of Lincoln University. Copies of the Presidents written signature delegation authority shall be kept by the Presidents Office, Vice President of Fiscal Affairs and University Legal Counsel.