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RSCC Policy BA-03-03; Property Loss Reporting Requirements

Roane State Community College
Policy Number: BA-03-03
Subject: Property Loss Reporting Requirements

Administrators at all levels of management should be aware of the risks and exposures inherent in their areas of responsibility and should establish and maintain proper internal controls to provide for the security and accountability of all assets and other resources entrusted to them.

However, should a loss occur it is the purpose of this policy to establish the process and procedures for reporting of an institutional loss.

Resources as used herein, shall refer to supplies, equipment, real property, intellectual property, data, and financial resources.

  1. Reporting Process
    1. When college resources are discovered missing or theft or misconduct is suspected, the employee making the discovery must immediately notify the Campus Police Department. The reports may be submitted anonymously. However, it often times will greatly aid in the investigation if the report is not made anonymously should the investigators have additional follow-up questions. The campus police department will conduct an initial assessment to determine if a potential loss has in fact occurred, the nature of the potential loss, and potential cause of the loss (i.e., misconduct by an employee, student, vendor, contractor, or other). This initial assessment should occur immediately upon notification to the Campus Police Department.
    2. If the campus police department’s initial assessment concludes that a loss has occurred, a written summary of the initial assessment will be provided by the Campus Police Department to the Vice President (VP) for Business and Finance and the Director of Internal Audit. The initial assessment and summary report should be completed within 24 hours of the potential loss being reported to Campus Police Department.
    3. The Chief of Campus Police and the VP for Business and Finance will review the initial assessment report and the Tennessee Board of Regents Reporting Matrix for Institutional Losses to determine and take any additional reporting actions that are required.
    4. After the initial assessment and reporting, the police department may conduct an additional investigation, if needed. Additionally, internal audit may conduct an investigation, if they deem it necessary.
    5. If applicable, a Case Resolution Report will be issued. An Internal Audit report may be issued in lieu of a Case Resolution Report.
    6. The institution will follow all reporting requirements in TBR Guideline B-080, Reporting and Resolution of Institutional Losses.
    7. Each report required under TBR Guideline B-080 should be submitted by the VP for Business and Finance (or designee) to the following:
      1. Internal Audit Director
      2. TBR Vice Chancellor for Business and Finance
      3. TBR Director of System-wide Internal Audit

Exhibit 1 - Notification of Loss Report

Exhibit 2 - Quarterly Report

Exhibit 3 - Case Resolution Report

Exhibit 4 - Reporting Matrix

TBR Guideline Reference: B-080
Revision Date Effective: 08/29/2014
Revision Approval By: Christopher L. Whaley, President
Original Date Effective: 06/10/1996
Original Approval By: Sherry L. Hoppe, President
Office Responsible: Vice President for Business & Finance
Reviewed: 07/25/2018

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