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6570 Property, Data and Records Management

PROPERTY, AND DATA MANAGEMENT

Data Management

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

Property Records

Property records and inventory records shall be maintained on all land, buildings and personal property under the control of the district with a value of $5,000 per unit or greater.

Property purchased in whole or in part with federal funds will be inventoried every two years.  The inventory will 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, tools, or other theft-sensitive electronic devices) will be inventoried annually.  The superintendent or designee will develop an inventory system for such items.

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

For purposes of this policy, "equipment" will 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 will be removed for personal or non-school use.  Property records will show, as appropriate to the item recorded, the following:

A. Description of the property;

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

C. Source of the 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 at time of purchase and upon disposition;

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 Capital Assets/Theft-Sensitive Assets
  • Board Policy 6955 Maintenance of Facilities Records

Legal References:

  • 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
  • WA Office of Secretary of State: Local Government Common Records Retention Schedule (CORE) Public Schools (K-12) Records Retention Schedule

Adoption Date: 04.15.03

Stanwood-Camano School District

Revised: 06.07.05; 8.20.24

Procedure for 6570 Property, Data and Records Management