SACS Compliance Certification Report (PDF) - South Florida State ...

Finance | State of Florida Accounting Manual for Public Community Colleges - June 2008SFCC Administrative Procedure 4220, Grant Procedures3.11.1Physical Resources: Control of physical resourcesThe institution exercises appropriate control over all its physical resources.JudgmentCompliant Non-Compliant Not ApplicableNarrativeSouth Florida Community College (SFCC) has control over its physical resources.The responsibility for physical property control is delegated by the President to the Vice President forAdministrative Services (VPAS). The responsibility to manage property and related records andtransactions is further delegated to the Controller.Physical Accountability and Security of AssetsAccountability for assets valued over $750 is established in SFCC Administrative Procedure 2074. Allsuch items are checked in through the Physical Plant Operations and Maintenance Department(receiving) before delivery to the end user, regardless of the program or funding source. A permanentdecal is applied as the item is assigned to the appropriate property custodian. Property custodians mustcomplete property transfer forms for any exchange of property within the college. Details of surplus,damaged, worn out, and stolen equipment must be formally presented to the SFCC District Board ofTrustees (DBOT) before being removed from the asset list and disposed of. Equipment having value issold or transferred to another governmental or non-profit agency, and any proceeds are returned to thecurrent unrestricted fund. The Auditor General for the State of Florida annually verifies areas of physicalaccountability.Business office staff maintain the master property inventory database which is part of the integratedsoftware package used by the college. Purchases of assets are coded to automatically generate propertytags in the inventory system. Expenditures for assets are reconciled to asset additions annually toensure that all assets purchased are inventoried. All deletions from property inventory arecongruent with DBOT approved disposals as described in Procedure 2074. In addition, a visualinspection of all property inventory by someone other than the property custodian is completedannually and reconciled to the property records to ensure that all inventoried assets exist. Police reportsare filed for any equipment not located during the annual physical property inventory.The coordinator, risk management is responsible for ensuring that property is protected from theftand abuse to the extent practical. The Highlands campus provides 24 hours per day, 7 days per weekphysical monitoring by staff and other campuses and sites employ electronic security system monitoringto minimize risk of loss. A key control system is in place for all college facilities at all sites, limitingentry access to appropriate personnel with keys which cannot easily be replicated (Marshall Best Securitysystem).Information Technology (IT)Physical access to information technology assets is limited to authorized individuals. Informationtechnology assets are secured and backup systems are in place to ensure the physical security of thecomputer center as summarized in the SFCC Technology Support Manual. This manual also providesSouth Florida Community College Page 171 / 202an explanation of the processes and procedures in place to deal with emergencies and toensure disaster recovery and business continuity should an unforeseen event impact the physical plant orproperty.