Cleveland School District Gerald Finley, Property Manager Friday, July 27, 2012

 Accountability  Duties  Property Manager  Fixed Asset Coordinator  Administrator  Teachers, Coaches & Custodian Duties  Policy  Physical Tagging  Procedures  Change of Administrator or Dept. Head  Fixed Asset Accountability  Forms  Scanner Demonstration

Board of Trustees Superintendent Property Manager Fixed Asset Coordinator Administrators Teachers Coaches Custodians

 Reports directly to Superintendent with audit reports from all facilities  Provide annual training on policies and procedures  Oversees the maintenance of a master fixed assets inventory ledger  Oversees the maintenance of property and equipment transfer forms and lost/stolen forms  Periodically audits and verifies inventory records and equipment (general fixed assets)

 Reports all information on lost/stolen and transferred property to the Superintendent  Ensures that each room has a list of all fixed assets posted on the inside wall  Provides support to Administrators and Department Heads for annual audits

 Coordinates with the Property Manager  Maintains a master fixed assets inventory ledger  Enters data in the fixed asset data management system in accordance with federal, state, and/or local guidelines  Updates the fixed asset data base from the reconciled/verified campus audits annually

 Maintains property and equipment transfer forms and lost/stolen forms  Schedules annual audit site visits with Administrator or Department Head to ensure the process is conducted with integrity by the Administrator or Department Head  Verify audits  Ensures and randomly verifies that each Administrator/Department Head has posted a list of all fixed assets for each room

 Assigns and ensures that Administrator or Department Head affix fixed asset tags to items delivered directly to the campus or department which do not first go to the warehouse (i.e. Smartboards)  Reports fixed asset concerns to the Property Manager

 Reports to the Fixed Asset Coordinator/Property Manager  Must attend annual fixed asset training  Are responsible for the control of equipment assigned to their location  Are required each year to certify that the physical inventory in their location has been reviewed and that the explanation for “not located” item(s) is clear, complete, and correct  Confirm/ensure proper documentation of the movement and transfer of the equipment between locations

 Train all staff members within their campus or department  Submit the agenda and sign-in sheet to the Property Manager documenting this training  Ensures that copies of fixed assets are posted in each room

 Reports to the Building Administrator or Department Head  Posts and maintains a list of all assigned fixed assets  Assists Administrator with annual physical audit  Ensures proper documentation of fixed asset transfer within the building

 A physical inventory will be conducted at least annually by the last day of the school year.  Entry physical inventories will be conducted within thirty (30) days of taking the position as Administrator or Department Head.  Physical inventories must be conducted by Administrators prior to exiting a school or employment.

 End of the year fixed asset audits shall be done by the end of the day on the last day of the school year in order for the Administrator or Department Head to be cleared.

 All fixed assets should be delivered to the district warehouse when purchased, there they will receive a numbered, bar-coded tag which identifies and includes necessary information about that item.  If a school or department receives a donated item or an item that was delivered to the site per the Administrator, the Administrator must contact the Fixed Asset Coordinator to arrange for a tag to be assigned and affixed to the item.

All employees who have been delegated responsibility for the equipment inventoried within their location must become familiar with the Fixed Asset Manual.  Administrator or Department Head will notify the Property Manager and Fixed Asset Coordinator of inventory and a date and time will be determined.  Administrator, Department Head, Property Manager, and Fixed Asset Coordinator will ensure that a 100% audit is conducted annually.  The audit will be conducted using the palm scanners and information downloaded from Innovak Fixed Asset Program.

 All assets with a useful life of greater than one year and with a historical value of at least $500.00; and highly walk-able items will, at a minimum, include all televisions, video cassette recorders, DVR players, cellular telephones, radio equipment, and projectors (overhead, LCD, etc.).  The District will determine additional items to be included in the highly walk-able category.

 The Fixed Asset Coordinator or Property Manager will print a copy of the audit results and review report with Administrator or Department Head as needed.  Any items that are not accounted for will be documented with properly completed forms including the signature of the Administrator or Department Head.

 It is the responsibility of the Administrator or Department Head to provide all documentation of transfers, theft, vandalism and gifts to the school.  All requests for transferring fixed assets must be sent to the Fixed Asset Coordinator and approved by the Property Manager prior to the transfer. A copy of the documentation/form must be submitted to the Fixed Asset Coordinator prior to the transfer.

 All items stolen or vandalized should be reported at the time of the incident. A report from the local law enforcement agency should be sent to the Property Manager within 48 hours.  The incident report must be signed by the investigating officer.  At the completion of the physical inventory, the Administrator or Department Head and Property Manager will review the inventory and discuss any variations between those assets in the database and those found at the location.

 At the conclusion of this meeting, a printout will be provided with attached appropriate forms.  The Administrator or Department Head and Property Manager will sign the printout verifying that the information is accurate to the best of their knowledge.  One copy will be retained by the Administrator or Department Head, one copy will be maintained by the Fixed Asset Coordinator, and one will be forwarded to the Superintendent.

 A copy of “non-located assets” will be signed and a copy will remain with the principal or department head so that an immediate search may begin for those missing items.  The Fixed Asset Coordinator or Property Manager will create a table of all non-located items and forward this list to the principal or Department Head.  The Administrator or Department Head will have five (5) working days to respond to the notification.

 Copies of the inventory report will be included in the annual evaluation of each Administrator or Department Head.  A list of any and all unaccounted-for fixed asset items will be reported to the Superintendent and School Board who shall take further action to replace or account for these items.

 Each time there is a change of principals or department heads in any location, the outgoing Administrator or Department Head will conduct a 100% audit and sign off on the audit.  The incoming Administrator or Department Head will also conduct a 100% audit and will sign the audit accepting responsibility for all items at his or her location.

 Any staff member not completing appropriate forms (transfer, location changes, hand receipts, etc.) signed by the Administrator or Department Head will be held accountable for the fixed asset item.  This Includes persons working in: Technology, Special Education, Food Services, Maintenance and Transportation Departments

Anyone ……. not complying with this procedure will be reported to the Superintendent and Board of Trustees for further action.

Cleveland School District Gerald Finley, Property Manager Friday, July 27, 2012