CWUP 7-70 Director, Business Services and Contracts | Print Version (PDF)

The director of business services and contracts is responsible for logistical and administrative support to all university departments in the following general areas: (a) all contracting (except employment and construction contracts); (b) purchasing; (c) records management; (d) environmental health and safety; (e) surplus sales and asset management;(f) acquisition, disposal, and leasing of university land; (g) public disclosure and legislative contact reporting; and h) insurance programs purchased by the university or required of contracts.

(1) Purchasing - The purchasing office provides for acquisition of goods and services to departments and administrative offices, and assists in determining the best way to meet their needs. This means locating and acquiring the best selection of goods and services at the most advantageous life cycle cost. There are certain rules in purchasing from which there can be no deviation. All university funds are classified as state funds and must be handled, spent, and accounted for according to statutory regulations.

(2) Records and Forms Management - Records, documents, correspondence, and similar materials are state property and must not be discarded or destroyed except as provided by law. Upon request, the forms and records analyst in business services and contracts will consult with departments in the preparation of schedules for records disposition, will arrange for securing the proper approvals, and will assist departments with the physical handling of records.

(3) Inventory and Property Control - The university is required to maintain an inventory and control of all state assets.

(A) Ownership of Equipment - All equipment purchased with state funds, and other equipment to which the state holds title, is recognized to be available for use. Most equipment purchases remain in the care and custody of the department which budgeted the funds for acquisition, but may be transferred as deemed necessary by the proper officials. All assets must be tagged upon receipt and acceptance.

(B) Responsibility for Care and Control - The care and control of all CWU equipment shall be the responsibility of the department chair, program director, or administrative head where the equipment has been assigned. Detailed definitions of expendable and nonexpendable equipment are listed in the CWU PROCEDURES manual.

(C) Inventory Shortages and Overages - All shortages and overages will be reported to the inventory control officer. In the event of shortages, a brief explanation explaining the loss or disappearance of the equipment will be required. The campus police should be notified immediately when there is any possibility of theft having occurred.

(D) Equipment Disposition Due to Departmental Moving - Detailed guidelines for the disposition of equipment due to departmental moving are listed in the CWU PROCEDURES manual.

(E) Surplus Property - The director of business services and contracts is responsible for the acquisition of surplus federal and state property. This authority may be delegated to individuals on specific dates to shop in the surplus warehouse located in Auburn, Washington. Any resulting acquisitions must be for official transfer of ownership to the university. For information on transferring, acquiring or disposing of surplus inventory, see CWU PROCEDURES MANUAL.

(4) Land Management - The director of business services and contracts is responsible for making the necessary arrangements to purchase, lease, or sell university land and buildings. This includes commissioning appraisals, initiating negotiations, writing specifications, searching titles, maintaining files of deeds, rights-of-way, etc., preparing leases, and arranging for the disposal of surplus real estate. University departments conducting programs involving land use outside the confines of the campus may request assistance of consultation in such matters.

(5) Public Disclosure of Records and Legislative Contacts - The public records officer is the director of business services and contracts. As an additional service, the public records officer assists university personnel in filing reports of legislative contacts.

(6) Insurance Programs of the University - The director of business services and contracts is responsible for establishing insurance programs to meet the needs of the university and to be a resource for insurance information to the campus community. This includes administration of tort claims against the university. The director of business services and contracts shall also establish the required levels of coverage for contractors performing work for the university. The university maintains the insurance coverage detailed at www.cwu.edu/~bcs/insurance_home.html. Limits of liability will vary, so contact the director of business services and contracts for additional information.

(7) Environmental Health & Safety - It is the responsibility of the director of business services and contracts, through the environmental health and safety office, to ensure a safe working environment for all university employees in accordance with established guidelines of the Occupational Health and Safety Administration (OSHA) and the Washington Industrial Safety and Health act (WISHA). This includes review of work sites and practices, safety training and education, recording and filing of necessary information, and processing of appropriate reports.

(A) Worker's Compensation - All employees are provided worker's compensation coverage through the Washington state industrial insurance program. The program provides coverage for any injury or occupational illness occurring as a result of employment with the university, provided that such claims made are accepted as valid by the Washington state department of labor and industries.

[07/09; 09/09]