Management Support

PROPERTY, DATA AND RECORDS MANAGEMENT

 

 

Policy No. 6570

Data Management

The superintendent is authorized to enter into a contract with the Washington School Information Processing Cooperative to purchase a student information system, equipment, networking and software to expand the current K-12 education statewide network. The board shall review the data management program annually.

Records Management And Retention

The district recognizes the importance of public records as the record of the acts of the district and the repository of such information. The public has the right under law to inspect and procure copies of such records with certain exceptions. The public records of the district shall mean any account, voucher or contract dealing with the receipt or disbursement of funds; with acquisition, use or disposal of services or of supplies, materials, equipment or other property; or with any minutes, orders or decisions fixing the personal or property rights, privileges, immunities, duties or obligations of any person or group.

The superintendent shall develop procedures to implement this policy which shall conform to law; require as a minimum the permanent safeguarding of board minutes, annual audit reports and permanent student records; and require retention of all fiscal records required for audits. The superintendent shall designate a staff member to serve as district records officer.

Records may be destroyed when authorized by the General Records Retention Schedule and Destruction Authorization provided by the Office of Secretary of State, Division of Archives and Records Management.

Property Records

Property records and inventory records shall be maintained on all land, buildings and personal property under the control of the district.

Property purchased in whole or in part with federal funds shall be inventoried annually. The inventory shall include the serial number of the item, its cost and the percentage of federal funds used to purchase it.

Small attractive items shall be inventoried annually and shall be signed out to staff. Sign-out records shall also be maintained.

“Small and attractive” assets are defined as easily moveable, desirable items with a unit cost of $250.00 to $4,999.00. Those items are either concealable or portable. Concealable items are defined as small enough to fit into one’s pocket, bag, briefcase or back pack. (examples: communication equipment, scientific calculators, camcorders, cameras, VCR’s, software packages, shop tools, musical instruments, microscopes, scales, balances, etc.) Portable items are defined as medium sized assets that can be easily carried. (examples: computer monitors, printers, modems, cpu’s, televisions, typewriters, projectors, lawn mowers, vacuum cleaners, extractors, waxers, etc.)

Blaine School District has determined the following asset groups to be “small and attractive” assets:

·        Garden implements (mowers, hedgers, edgers, weed eaters ect.)

·        Hand tools, power driven

·        Communication, recording, reproducing & detection equipment

·        Laboratory, instruments & equipment

·        Photographic, projecting & microfilm equipment

·        Computer equipment, accessories, peripherals & software

·        Food preparation & serving equipment

·        Musical instruments, televisions, VCR’s, video cameras

·        Recreational & athletic equipment & toys

·        Cleaning equipment (vacuum cleaners, shampooers, waxers, carpet extractors)

At the end of each school year each teacher shall inventory the property items in his or her classroom. A random sampling of those inventories shall be double-checked by an employee of the business office.

For purposes of this policy, “equipment” shall mean a unit of furniture or furnishings, an instrument, a machine, an apparatus or a set of articles which retains its shape and appearance with use, is nonexpendable, and does not lose its identity when incorporated into a more complex unit. Property records of facilities shall be maintained on an ongoing basis.

No equipment shall be removed for personal or non-school use. Property records shall show, as appropriate to the item recorded, the:

A.     Description of the property;

B.     A serial number or other identification number (Equipment may be identified with a permanent tag that provides appropriate district and equipment identification.);

C.     Source of property;

D.     Who holds title;

E.      Manufacturer;

F.      Year of purchase;

G.     Initial cost;

H.  Percentage of Federal participation in the cost of the property;

I.    Location;

J.    Condition and depreciation;

K.  Current valuation in conformity with insurance requirements; and

L.   Disposition data including date of disposal and sale price of the property

 

Cross Reference:          Board Policy 3231                         Student Records

                                    Board Policy 4040                         Public Access to School District Records

                                    Board Policy 6801                         Fixed Assets

                                    Board Policy 6955                         Maintenance of Records

 

Legal References:         Chapter 40.14 RCW                      Preservation and Destruction of Public Records

                                    RCW 40.14.010                            Definition of public records

                                    RCW 42. 56.070-080                    Public Records

                                    34 C.F.R. § 80.32                          Uniform Administrative requirements for grants and cooperative agreements to state and local governments — Equipment

 

Management Resources:     Policy News, April 2006          Fixed Assets

                                          Policy News, April 2005          Records Retention Schedule Updated

 

 

 

 

 

 

 

 

 

 

 

Adopted: July 28, 2008

Blaine School District

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