Blanket Purchase Orders and Tailgating: Difference between pages

From Appalachian State University Policy Manual
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Policy 509.14
Policy 106.3
== Introduction ==
== Introduction ==


== Scope ==
== Scope ==
2.1 This policy applies to all faculty, staff, students, as well as visitors to the campus or non-campus property.


== Definitions  ==


== Definitions  ==


=== Blanket Purchase Order ===
=== Tailgating ===
:A blanket purchase order is one which has been issued to a vendor for a specific type of item for small purchases over a specified period of time.
: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  ==


=== Necessary Form ===
=== Conduct ===
A department or office within the University having a recurring need for miscellaneous supplies of a minor nature which are not available under existing contracts or from the Central Warehouse may submit a procurement request to the Purchasing Office specifying the category of materials needed and the names of the individuals who would be authorized to place orders. If the request is approved, the Purchasing Office will solicit various sources in the area to obtain the most favorable discounts or net prices, and then issue a blanket purchase order to the supplier(s) containing the following information:
4.1.1 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.
 
4.1.2 '''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 ===
4.2.1 Tailgating with food and non-alcoholic beverages is permitted on all areas of campus.
 
4.2.2 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
|}


==== Information Specified ====
4.2.3 '''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
#The period of time covered by the order, e.g., quarterly, semiannually, annually, etc.
Appalachian State University Code of Student Conduct, the laws of The Town of Boone, and/or the laws of the State of North Carolina.'''
#The commodities covered, e.g., plumbing supplies, automotive parts, photographic supplies, etc.
#The total dollar value which can be encumbered under the blanket order and the monetary limitation applicable to each individual transaction.
#Data required on delivery tickets or invoices.
#Invoicing and billing instructions.
#A list of persons authorized to make purchases against the blanket purchase order.


==== Types of Items ====
4.2.3.1 Alcohol consumption will not be permitted in any area during or after the game.
4.1.2.1 Blanket purchase orders are issued for supply and service type items only. Each purchase of equipment must be requested on a procurement request as the need arises.


==== Approval and Justification ====
4.2.3.2 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.'''
4.1.3.1 Requests for blanket purchase orders are approved by the Director of Purchasing. The procurement request should contain a description of the blanket order, stated in a manner similar to Purchasing, Policy 24 .


==== Sample Description ====
4.2.3.3 Motor homes will not be allowed to park in campus parking lots the night before a game.  
4.1.4.1 This is to establish a blanket order for furnishing miscellaneous (type of commodity, i.e. automotive parts) as authorized and called for by (name of authorized person) of the (requesting department name) during the fiscal year ending June 30, (year) in the amount of ($).


==== Budgetary Action ====
4.2.3.4 <u>Tailgating sites will not open prior to 9:00 A.M. before the official beginning of the event.</u>
4.1.5.1 When the purchase order is issued, the requesting department's budget will be encumbered in the amount of the estimated total cost as indicated on the procurement request. If a blanket order is canceled, the outstanding balance on the order will be liquidated, thus making the funds available for other purchases. Since the total estimated cost for the period covered is encumbered when the purchase order is written, only sufficient funds to cover the anticipated purchases should be requested on the procurement request.


=== Purchases Made on Blanket Orders ===
4.2.3.5 Tailgating will not be permitted during the event.


If service needs require having more than one supplier available to furnish similar items at the same price, business between them should be based on the availability at the time of the needed item from the suppliers' stock or ability to make prompt delivery.
=== Consumption of Alcohol ===


Before purchasing items against a blanket purchase order, a check should be made to determine whether the items required may be obtained either from some University stock or under an established contract.
4.3.1 Consistent with North Carolina State Law, <u>only malt beverages and unfortified wine may be possessed or consumed. Spirituous liquor (including mixed drinks) is NOT permitted.</u>


When a purchase is made against a blanket purchase order, the person making the purchase should ensure that the following information is included on the delivery ticket or invoice:
4.3.2 Kegs and other common containers are not allowed at any time.


==== Invoice Information ====
4.3.3 Glass containers are not allowed.
#Name of the supplier
#Number of the blanket purchase order
#Date of the call
#Name of person calling or making the pickup
#Itemized list of supplies furnished
#Quantity, unit price(s) and extension(s)
#Applicable discounts
#Date of delivery or pickup


==== Billing Action ====
4.3.4 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.
4.2.2.1 Receipt of the supplies must be acknowledged on the delivery ticket/invoice by a person authorized to sign for such purchases.  Tickets should be forwarded to the appropriate officer for review and filing until the end of the supplier's billing period.  At the end of the billing period, all tickets for that period should be forwarded to the Purchasing Office.  Statements will be reconciled with delivery tickets/invoices prior to being processed for payment.


=== Procedure for Using Blanket Purchase Orders ===
4.3.5 Any participant who consumes alcoholic beverages at such events <u>must be able to produce a valid driver’s license or other photo ID that reflects the person’s age</u> upon request.
==== Procedure References ====
4.3.1.1 Refer to Policy Statement 13, Blanket Purchase Orders, and Procedure Statement 1, Purchasing from Commercial Vendors.


==== Procedure Description ====
4.3.6 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.
4.3.2.1 Blanket purchase orders may be used by a department or office within the University having a recurring need for miscellaneous supplies of a minor nature which are not available under existing contracts or from the Central Warehouse. Instead of calling for specific items, a blanket purchase order is issued to a vendor for a specific type of item, for purchasing over a specified period, and within a specified cost limitation. The Purchasing Office is responsible for soliciting prices, terms, etc., for blanket purchase orders.


==== Procedure Steps ====
4.3.7 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'''. For more information see [http://policy.appstate.edu/Possession_and_Use_of_Alcoholic_Beverages Possession and Use of Alcoholic Beverages]


4.3.3.1 Requesting a Blanket Purchase Order
=== Consumption and Preparation of Food ===


4.3.3.2 When a department determines the need for a blanket purchase order, the request should be forwarded to the Purchasing Office in the following manner:
4.4.1 No food may be sold without proper University permit (either Food Services and/or Athletics).


4.3.3.3 Prepare a procurement request as described by Procedure Statement 1, including the following additional information:
4.4.2 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.
#Period of time covered by the order, e.g., quarterly, semiannually, annually.
#Category of materials needed, e.g., plumbing supplies, automotive parts, etc.
#Total estimated cost for the period covered.
#List of persons authorized to make purchases against the blanket purchase order.
4.3.3.4 This information may be stated in a manner similar to the following:


4.3.3.5 This is to establish a blanket order for furnishing miscellaneous (insert type of commodity, i.e. automotive parts) as authorized and called for by (name of authorized person) of the (requesting department name) during the fiscal year ending June 30, (year) in the amount of ($).
4.4.3 Open flame fires, including fire pits, are prohibited.


4.3.3.6 The following individuals are authorized to make purchases against this blanket order:
=== Trash ===
(List individuals' names)


4.3.3.7 Prepare a justification memorandum and forward it along with the procurement request to the Controller's Office and then to the Purchasing Office.
4.5.1 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.


4.3.3.8 Making Purchases Against A Blanket Purchase Order
4.5.2 Trash containers will be provided throughout campus.


4.3.3.9 When items covered by a blanket purchase order are needed, the following procedures should be followed:
=== Solicitation ===
Check to determine whether the required items may be obtained either from some University stock or under an established contract.
An individual named on the blanket purchase order makes the purchase and obtains a delivery ticket or invoice with the following information:
Name of supplier.


Number of the blanket purchase order. Date of purchase.
4.6.1 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.  For more information see [http://policy.appstate.edu/Facility_Use Facility Use Policy].


Name of person receiving merchandise.
4.6.2 Only Appalachian State University Athletics or their designated representatives will be allowed to sell merchandise at athletics events.


Itemized list of supplies furnished.
=== Structures ===


Quantity, unit price(s), and extension(s).
4.7.1 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.  For more information see[http://policy.appstate.edu/Facility_Use Facility Use Policy].


Applicable discounts.
=== Smoking Policy ===


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


#Person authorized to make purchase must sign the delivery ticket.
4.8.2 If smoking in a designated area, smoking residue must be placed in appropriate receptacles. (Smoking Policy, Resource Manual)
#Forward ticket to the appropriate office for review.
#Office responsible for purchase promptly forwards all tickets to the Purchasing Office for payment.


== Additional References ==
== Additional References ==

Revision as of 20:02, 15 March 2012

Policy 106.3

Introduction

Scope

2.1 This policy applies to all faculty, staff, students, as well as visitors to the campus or non-campus property.

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

4.1.1 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.

4.1.2 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

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

4.2.2 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

4.2.3 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.

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

4.2.3.2 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.

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

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

4.2.3.5 Tailgating will not be permitted during the event.

Consumption of Alcohol

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

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

4.3.3 Glass containers are not allowed.

4.3.4 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.

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

4.3.6 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.

4.3.7 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. For more information see Possession and Use of Alcoholic Beverages

Consumption and Preparation of Food

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

4.4.2 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.

4.4.3 Open flame fires, including fire pits, are prohibited.

Trash

4.5.1 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.

4.5.2 Trash containers will be provided throughout campus.

Solicitation

4.6.1 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. For more information see Facility Use Policy.

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

Structures

4.7.1 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. For more information seeFacility Use Policy.

Smoking Policy

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

4.8.2 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

Retrieved from "https://policy.appstate.edu/index.php?title=Blanket_Purchase_Orders&oldid=12890"