Title 1, Chapter 2 - Purchasing Requirements

§1. Definition of Terms

  1. The key words “MUST”, “MUST NOT”, “REQUIRED”, “SHALL”, “SHALL NOT”, “SHOULD”, “SHOULD NOT”, “RECOMMENDED”, “MAY”, and “OPTIONAL” in this document are to be interpreted as described in the IETF’s RFC 2119, excluding the changes made in RFC 8174 (both UPPERCASE and lowercase usage of the key words have the defined special meanings).

  2. For the purposes of this document, a “purchase” is defined as any transaction occuring between Epoch and another party in which Epoch money or assets are given in exchange for the other party providing Epoch a service, asset, or other item.

§2. Use of purchased items or services

Any items or services purchased by Epoch must be used only for Epoch purposes and in accordance with IMSA and state policies.

§3. Purchasing Process

Before any purchases are made, a purchasee (an Epoch member who wants to purchase an item) must first get the purchase approved by the leader of their management division. If this approval is not granted, the purchase shall not occur.

The leader of the management division must then submit a completed version of the Epoch requisition form to the Epoch CEO or the Epoch CFO. The Epoch CEO or the Epoch CFO must approve this purchase. If this approval is not granted, the purchase shall not occur.

If this approval is granted, the Epoch CFO, Epoch CEO, or the management division leader must meet with the Epoch Staff Advisor to get the Staff Advisor’s approval. If the Epoch Staff Advisor does not grant this approval, the purchase shall not occur.

If the Epoch Staff Advisor does grant this approval, the Epoch Staff Advisor will execute the purchase or will contact the neccessary persons to execute the purchase.

All the above processes shall operate under the appropriate guidelines for IMSA co-curriculars as regulated and monitored by the appropriate IMSA departments (for example: Student Life, the Principal’s office, etc.).

Changelog

  1. Adopted: December 27, 2020

  2. Amended: December 30, 2020

  3. Amended: December 14, 2021