Resource Allocation: Frequently Asked Questions
RAC has clarified the committee process and created a list of frequently asked questions (FAQ) with answers for administration, faculty and staff, which follows.
|1. What if an item is funded and the cost goes down, can the requestor use the difference to purchase additional items?||
Yes, but only additional quantities of the same requested item.
|2. What if an item was funded but not purchased by the Purchasing deadline?||The requestor may submit an appeal (Appendix A) to the RAC Recording Secretary on or before the purchasing deadline printed on the appeal form. If an appeal is not received in a timely manner, the item must be reprioritized the following academic year by the requesting program or service area and will be reconsidered pursuant to the resource allocation process. The appeal can also be found at http://libguides.chaffey.edu/accreditation scroll to Resource Allocation on the left hand side of the page and click on Forms.|
|3. How should I list and prioritize my supply request?||If the supply request is greater than $500, each item must be specifically identified and prioritized. Items that do not follow within this guideline will not be considered for funding.|
|4. Who addresses ongoing costs and what is the process to request and receive augmentations?||
Programs or service areas can request funds for ongoing costs by first analyzing individual department budgets. Next it is recommended that they meet with their Dean, if funds are not available, the next step is to schedule time to meet with their corresponding Vice President and/or Associate Superintendent. The Leadership Team can review request and notify the program if funds are available.
|5. How will RAC address one-time budget augmentations?||
Currently, one-time budget augmentations to support general activities such as growth will be considered in an amount not to exceed $500.
|6. Is there any additional information required when a requested item exceeds $50,000?||
Yes, items that are at or above $50,000 are regarded as “Big Ticket Items” and have an additional level of review. Departments or service areas requesting an item over $50,000 must complete the Physical Resource Request – Big Ticket Item form (Appendix B). This form must be completed in its entirety and received along with all your other requests.
|7. Should the requestor identify the life cycle of an asset, if known?||
Yes. The requestor should identify the expected life cycle of equipment requested. Also, if there is an indicator of obsolescence, that should be identified as well.
|8. What kind of review should the requestor make when requesting technological supplies and equipment?||
Whenever possible the technology selected should conform to District standards. This will ensure the following:
a. The proper maintenance agreement (if applicable) is purchased
b. Staff have been fully trained to provide maintenance and repair,
c. The item has been evaluated to ensure that it meets commercial or industry-grade standards.
If the requested technology is something that cannot conform to District standards or technology is beyond the scope identified in the standards, it is recommended that the requestor:
a. Research the item to identify the requirements and specifications needed and options available.
b. During the research, the requestor should speak with the vendor and ITS to identify necessary ancillary equipment, supplies, and maintenance agreements.
c. The requestor should contact ITS to obtain specific make and model information, to obtain quotes for purchase, and to ensure that the item, if purchased, can be supported and maintained.
Because this process can take several weeks, it is highly recommended that the requestor begin communications with ITS as early as possible
|9. what if the requestor was unable to complete, on time, the PSR, the annual update or other requested documentation, but still needs to request physical or human resources?||The PSR process is a critical planning tool used to identify areas requiring improvement, opportunities for program expansion, and resources required to support institutional effectiveness. Failing to complete the PSR process will mean that consideration for additional resources will be postponed until the following year. At that time, the information, if in a complete and timely manner, will be reviewed in accordance with the resource allocation process.|
|10. How does the Resource Allocation Committee address facilities requests?||
The RAC recording secretary compiles all requests which are then shared with the chair of the Facilities Committee.
|11. What is the annual resource allocation timeframe?||See RAC timeline on Page 4 of this handbook.|
|12. Can I bundle requests with the same priority?||
Yes, as long as they are necessary components to operate the item. For example, you are in need of a scanner, but in order for the scanner to function, you need a software license. In this instance, these two items would be bundled within the same priority.
|13. What if the item requested comes in higher than the original quote. What should I do?||
There’s a contingency account for unexpected added costs; If the increase is within 20%, simply email the Executive Director, Budgeting and Fiscal Services (Anita Undercoffer) and copy Accountant (Trisha Albertsen), explaining your cost increase and attach a copy of the new quote. You will be notified by the Executive Director, Budgeting and Fiscal Services when funds have become available.If the request exceeds 20% of the original cost, the item will need to be brought back to the RAC committee for review.
|14. Does travel & conference funds have the same purchasing deadline?||
No, you may use the awarded funds for travel & conference through 6/30 of the current year.
|15. Should I include taxes to my request when it's not listed on the quote?||Yes, taxes should always be included and, if unknown, can be estimated at 20% of the total for the item requested.|