Emergency Purchases and Tailgating: Difference between pages

From Appalachian State University Policy Manual
(Difference between pages)
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Policy 509.13
Policy 106.3
== Introduction ==
== Introduction ==
You may copy this page's source to start a new policy page. Be sure to remove or overwrite the examples. Second level headings should NOT be altered.


== Scope ==
== Scope ==


== Definitions  ==
== Definitions  ==


===Emergencies ===
:Emergencies are defined by Purchase and Contract Division as situations which endanger lives, property or the continuation of a vital program and which can be rectified only by immediate on-the-spot purchases or rental of commodities, printing or services.


=== Pressing Needs ===
=== Tailgating ===
:Pressing needs is one arising from unforeseen causes, including but not limited to, delay by contractors, delay in transportation, breakdown in machinery, or unanticipated volume of work.
:Tailgating is defined as parking in a designated location or area and/or setting up non- permanent facilities (such as tents and tables) to consume food and beverages prior to an officially sanctioned University event to which the public is invited and the event has been approved for tailgating. If the Chancellor or his designee pre-approves the consumption of alcohol for a specific tailgating event, only malt beverages and unfortified wine may be consumed by individuals twenty-one (21) years of age or older.


== Policy and Procedure Statements  ==
== Policy and Procedure Statements  ==


=== Waiver of Competition ===
=== Conduct ===
4.1.1 Current purchasing rules of the State of North Carolina permit waiver of competition in cases where emergency of pressing need is indicated. Although competition may be waived for proper cause, its use is required wherever practicable. When emergency or pressing need action is necessary, and the expenditure is over the University's benchmark of $150,000, prior approval must be obtained from Purchase and Contract Division if time permits.
Individuals attending events at Appalachian State University are expected to conduct themselves in a manner respectful of the nature and character of the university. Persons acting in a disruptive, disrespectful or disorderly manner may be asked to leave the premises or be subject to citation. Students may also be charged with a violation of the Code of Student Conduct.
 
'''APPALACHIAN STATE UNIVERSITY DOES NOT SANCTION THE CONSUMPTION OR POSSESSION OF ALCOHOLIC BEVERAGES BY UNDERAGE PERSONS; NOR DOES IT SANCTION THE VIOLATION OF FEDERAL, STATE OR LOCAL LAW.'''
 
=== Tailgating Areas/Times ===
Tailgating with food and non-alcoholic beverages is permitted on all areas of campus.
 
Possession and consumption of alcoholic beverages while tailgating will be permitted in the following areas, or those parking lots adjacent to the facilities listed below, unless otherwise stipulated by the University Administration:
{|
|Broyhill Music Building Lot                       
|Chemistry and Physics (CAP) Lot
|
|Champions Lot                                   
|Duck Pond Field
|
|Durham Park
|East Stands Lot
|
|Edwin Duncan Hall Lot                           
|Farthing Auditorium Lot
|
|Greenwood Lot                                     
|Holmes Center Lot
|
|John Thomas Hall Lot                             
|Justice/Coltrane Halls Lots
|
|Katharine Harper Hall Lot
|Legends Lot
|                       
|Raley Lot
|Rivers Street Parking Deck
|                       
|South Lot
|Stadium Lot
|                                     
|Student Recreation Center Lot                     
|University Drive Parking Spaces
|
|New Parking Deck next to the Carol Grotnes Belk Library and Information Commons
|}
 
'''THE ABOVE DESIGNATED AREAS ARE THE ONLY LOCATIONS APPROVED FOR TAILGATING WITH ALCOHOL. Consumption of alcohol outside designated areas and/or time periods constitutes a violation of Appalachian State University tailgating policy. Violators are subject to prosecution under the
Appalachian State University Code of Student Conduct, the laws of The Town of Boone, and/or the laws of the State of North Carolina.'''
 
Alcohol consumption will not be permitted in any area during or after the game.


=== When to Use ===
Tailgating is limited to directly behind your parked vehicle. '''Roadways cannot be blocked for any reason and more than one parking spot cannot be used.'''
4.2.1 When emergency or pressing needs conditions exist that necessitate a purchase that cannot be handled by the routine procurement procedures, Procedure Statement 1, then the University's emergency purchasing procedures may be used.


=== Hand Carry Procurement Request ===
Motor homes will not be allowed to park in campus parking lots the night before a game.


4.3.1 If possible, a procurement request should be prepared and signed by the individual authorized to expend funds from the applicable budget account. The request may then be hand carried to the Controller's Office for budgetary approval. If approved, it should then be taken to the Purchasing Office to have a purchase order issued. If the purchase is a legitimate emergency or pressing need, the Purchasing Office will:
<u>Tailgating sites will not open prior to 9:00 A.M. before the official beginning of the event.</u>
#Solicit quotations by telephone, if appropriate, and/or verify quote (s) provided by department.
#Obtain the approval of the State Purchase and Contract Division, if over the University delegation.
#Prepare a purchase order and give the vendor copy to the department representative to make the purchase.


4.3.2 An invoice for the purchase should be delivered or mailed to the Controllers Office.
Tailgating will not be permitted during the event.


4.3.3 In cases where competition would normally be required, but is waived, the department will be asked to provide written justification explaining the urgency of the need which precludes seeking competition.
=== Consumption of Alcohol ===


=== Telephone Emergency Purchase Request ===
Consistent with North Carolina State Law, <u>Underline</u>only malt beverages and unfortified wine may be possessed or consumed. Spirituous liquor (including mixed drinks) is NOT permitted.<u>Underline</u>
4.4.1 When a purchase must be made in an emergency situation and there is not enough time to hand carry a procurement request to Purchasing, approval should be obtained over the telephone. The Purchasing Agent will give the department a purchase order number to use in making the necessary purchase. After the purchase has been made, the department must prepare a confirming procurement request, including the emergency purchase order number, and send it through the normal channels to the Purchasing Office, along with the vendor's invoice.


4.4.2 Depending on the circumstances and the dollar amount of the purchase, the department may be required to follow-up with written justification explaining the urgency of the need which precludes seeking competition.
Kegs and other common containers are not allowed at any time.


4.4.3 '''Limited Use''' - This emergency procedure will not be authorized except in those instances where it is impossible or impractical for a department to bring a procurement request to the Purchasing Office prior to the placing of an order.
Glass containers are not allowed.


=== Procedure For Making Emergency Purchases ===
Drinking games, including, but not limited to, beer pong, and the use of devices intended to accelerate the consumption of alcohol, including, but not limited to, funnels or beer bongs, are prohibited.
==== Procedure References ====
4.5.1.1 Refer to Policy 509.13, Emergency Purchases, and Policy 509.8, Purchases from Commercial Vendors.


==== Procedure Description ====
Any participant who consumes alcoholic beverages at such events <u>Underline</u>must be able to produce a valid driver’s license or other photo ID that reflects the person’s age<u>Underline</u> upon request.
4.5.2.1 As with all types of purchases, the University Purchasing Office has the sole authority for entering into contracts to secure all emergency materials.


4.5.2.2 Use one of the following procedures to make an emergency purchase based on the available time:
Consumption of alcoholic beverages is prohibited on any other part of the campus or on public streets that run through or are adjacent to the campus.
#Conditions allow for the procurement request to be hand carried through the normal procedures to obtain the vendor copy of the purchase order or the purchase order number:
4.5.2.3 Procedure Steps
#Prepare the procurement request as described in Procedure Statement 1, obtaining the necessary approval signature.
#Hand carry the procurement request to the Controller's Office and obtain final budgetary approval.
#Take procurement request to the Purchasing Office and explain the reason for making the emergency purchase. Depending on immediate circumstances, the Purchasing Office will either:
4.5.2.4 Prepare a purchase order and give you the vendor's copy, or


4.5.2.5 Give you a purchase order number to use in making the purchase.
Consumption of alcoholic beverages may begin no more than 3 ½ hours before the starting time of the event. Consumption of alcoholic beverages '''after''' commencement of the event is '''prohibited'''. (University Alcohol Policy, Resource Manual, Administrative Policy 21)


#Take the vendor's copy or a purchase order number and make the purchase. Either obtain an invoice from the vendor and deliver it to the Purchasing Office, or ask the vendor to send an invoice to the Appalachian State University Purchasing Office. The purchase order number should be referenced on the invoice.
=== Consumption and Preparation of Food ===
#The emergency is such that it does not allow time for a procurement request to be hand carried through the normal procedure:
4.5.2.6 Telephone the Purchasing Agent to obtain approval to make the purchase and a purchase order number.


4.5.2.7 Make purchase using the purchase order number. Obtain a vendor's invoice with the above purchase order number referenced.
No food may be sold without proper University permit (either Food Services and/or Athletics).


4.5.2.8 As soon as possible, prepare a confirming Procurement Request and send it through the normal channels to the Purchasing Office, along with the vendor's invoice.
Propane and charcoal grills are the only permissible sources of heat for cooking. Burned coals and/or residue from cooking may not be permitted to make contact with the paved surface of the parking lot. Hot coals must be completely extinguished with water prior to leaving the tailgating site.
 
Open flame fires, including fire pits, are prohibited.
 
=== Trash ===
 
All groups and individuals participating in tailgating are responsible for proper disposal of their trash and other debris such as charcoal.
Recycling is strongly encouraged.
 
Trash containers will be provided throughout campus.
 
=== Solicitation ===
 
No sales activities are allowed on the Appalachian State University campus, including any/all tailgating areas, without permission from the appropriate University office, i.e. Athletics and/or Center for Student Involvement and Leadership.
(Facility Use Policy, Section 11-Solicitation and Solicitors, Resource Manual)
 
Only Appalachian State University Athletics or their designated representatives will be allowed to sell merchandise at athletics events.
 
=== Structures ===
 
No permanent or semi-permanent structures may be constructed or placed for any activity on University grounds except by authority of the Vice Chancellor for Business Affairs or the Vice Chancellor for Student Development(Facility Use Policy, Section 5-Use of University Grounds and Exterior Facilities, Resource Manual).
 
=== Smoking Policy ===
 
Smoking is not allowed inside Kidd Brewer Stadium or within 50 ft. of any university facility.
 
If smoking in a designated area, smoking residue must be placed in appropriate receptacles. (Smoking Policy, Resource Manual)


== Additional References ==
== Additional References ==
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== Original Effective Date ==
== Effective Date ==


== Revision Dates ==
== Revision Dates ==
[[Category:Contents]]
[[Category:Business Operations]]
[[Category:Purchasing]]

Revision as of 15:21, 19 September 2011

Policy 106.3

Introduction

You may copy this page's source to start a new policy page. Be sure to remove or overwrite the examples. Second level headings should NOT be altered.

Scope

Definitions

Tailgating

Tailgating is defined as parking in a designated location or area and/or setting up non- permanent facilities (such as tents and tables) to consume food and beverages prior to an officially sanctioned University event to which the public is invited and the event has been approved for tailgating. If the Chancellor or his designee pre-approves the consumption of alcohol for a specific tailgating event, only malt beverages and unfortified wine may be consumed by individuals twenty-one (21) years of age or older.

Policy and Procedure Statements

Conduct

Individuals attending events at Appalachian State University are expected to conduct themselves in a manner respectful of the nature and character of the university. Persons acting in a disruptive, disrespectful or disorderly manner may be asked to leave the premises or be subject to citation. Students may also be charged with a violation of the Code of Student Conduct.

APPALACHIAN STATE UNIVERSITY DOES NOT SANCTION THE CONSUMPTION OR POSSESSION OF ALCOHOLIC BEVERAGES BY UNDERAGE PERSONS; NOR DOES IT SANCTION THE VIOLATION OF FEDERAL, STATE OR LOCAL LAW.

Tailgating Areas/Times

Tailgating with food and non-alcoholic beverages is permitted on all areas of campus.

Possession and consumption of alcoholic beverages while tailgating will be permitted in the following areas, or those parking lots adjacent to the facilities listed below, unless otherwise stipulated by the University Administration:

Broyhill Music Building Lot Chemistry and Physics (CAP) Lot Champions Lot Duck Pond Field Durham Park East Stands Lot Edwin Duncan Hall Lot Farthing Auditorium Lot Greenwood Lot Holmes Center Lot John Thomas Hall Lot Justice/Coltrane Halls Lots Katharine Harper Hall Lot Legends Lot Raley Lot Rivers Street Parking Deck South Lot Stadium Lot Student Recreation Center Lot University Drive Parking Spaces New Parking Deck next to the Carol Grotnes Belk Library and Information Commons

THE ABOVE DESIGNATED AREAS ARE THE ONLY LOCATIONS APPROVED FOR TAILGATING WITH ALCOHOL. Consumption of alcohol outside designated areas and/or time periods constitutes a violation of Appalachian State University tailgating policy. Violators are subject to prosecution under the Appalachian State University Code of Student Conduct, the laws of The Town of Boone, and/or the laws of the State of North Carolina.

Alcohol consumption will not be permitted in any area during or after the game.

Tailgating is limited to directly behind your parked vehicle. Roadways cannot be blocked for any reason and more than one parking spot cannot be used.

Motor homes will not be allowed to park in campus parking lots the night before a game.

Tailgating sites will not open prior to 9:00 A.M. before the official beginning of the event.

Tailgating will not be permitted during the event.

Consumption of Alcohol

Consistent with North Carolina State Law, Underlineonly malt beverages and unfortified wine may be possessed or consumed. Spirituous liquor (including mixed drinks) is NOT permitted.Underline

Kegs and other common containers are not allowed at any time.

Glass containers are not allowed.

Drinking games, including, but not limited to, beer pong, and the use of devices intended to accelerate the consumption of alcohol, including, but not limited to, funnels or beer bongs, are prohibited.

Any participant who consumes alcoholic beverages at such events Underlinemust be able to produce a valid driver’s license or other photo ID that reflects the person’s ageUnderline upon request.

Consumption of alcoholic beverages is prohibited on any other part of the campus or on public streets that run through or are adjacent to the campus.

Consumption of alcoholic beverages may begin no more than 3 ½ hours before the starting time of the event. Consumption of alcoholic beverages after commencement of the event is prohibited. (University Alcohol Policy, Resource Manual, Administrative Policy 21)

Consumption and Preparation of Food

No food may be sold without proper University permit (either Food Services and/or Athletics).

Propane and charcoal grills are the only permissible sources of heat for cooking. Burned coals and/or residue from cooking may not be permitted to make contact with the paved surface of the parking lot. Hot coals must be completely extinguished with water prior to leaving the tailgating site.

Open flame fires, including fire pits, are prohibited.

Trash

All groups and individuals participating in tailgating are responsible for proper disposal of their trash and other debris such as charcoal. Recycling is strongly encouraged.

Trash containers will be provided throughout campus.

Solicitation

No sales activities are allowed on the Appalachian State University campus, including any/all tailgating areas, without permission from the appropriate University office, i.e. Athletics and/or Center for Student Involvement and Leadership. (Facility Use Policy, Section 11-Solicitation and Solicitors, Resource Manual)

Only Appalachian State University Athletics or their designated representatives will be allowed to sell merchandise at athletics events.

Structures

No permanent or semi-permanent structures may be constructed or placed for any activity on University grounds except by authority of the Vice Chancellor for Business Affairs or the Vice Chancellor for Student Development(Facility Use Policy, Section 5-Use of University Grounds and Exterior Facilities, Resource Manual).

Smoking Policy

Smoking is not allowed inside Kidd Brewer Stadium or within 50 ft. of any university facility.

If smoking in a designated area, smoking residue must be placed in appropriate receptacles. (Smoking Policy, Resource Manual)

Additional References

Authority

Contact Information

Effective Date

Revision Dates

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