Policy No. 6570
PROPERTY AND 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.
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 at least every two years. 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 (computers, printers, projectors, video cassette recorders, tools, etc.) shall be inventoried annually and shall be signed out to staff. Sign-out records shall also be maintained.
At the end of each school year each teacher shall inventory the property items in his or her classroom. A randomly selected ten percent 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 nonschool use. Property records shall show, as appropriate to the item recorded, the:
- Description of the property;
- A serial number or other identification number (equipment may be identified with a permanent tag that provides appropriate district and equipment identification.);
- Source of property;
- Who holds title;
- Year of purchase;
- Initial cost;
- Percentage of federal participation in the cost of the property;
- Condition and depreciation;
- Current valuation in conformity with insurance requirements; and
- 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: RCW 40.14 Preservation and Destruction of Public Records
RCW 40.14.010 Definition and classification of public records
RCW 42.56.070-080 Public Records Act.Documents and indexes to be made public;
Facilities for copying – Availability of public records
34 C.F.R. § 80.32 Uniform administrative requirements for grants and cooperative
agreements to state and local governments – Equipment
Policy News, April 2006 Fixed Assets
Policy News, April 2005 Records Retention Schedule Updated
Adoption Date: 03.27.03
Curlew School District #50
Revised: 08.12.98; 04.05; 04.06; 4.09