Technology Inventory and Purchase Policy for Arp ISD

TECHNOLOGY PURCHASES

All purchases for educational technology will be coordinated through the Technology Director, district technology committee and campus principals to reduce redundancy and inefficiencies, and to increase validity of purchases. The district technology SBM committee will hold regularly scheduled meetings -- at least twice a year. All members of the district and community are invited to attend. These meetings will be posted on the school Website.

CENTRAL RECEIVING POLICY

All technology shipments will be delivered to the Arp High School Technology Department and processed using the following procedures:

ŸShipping Tickets will be removed and packages will be opened for sign-off of content

ŸThe Technology Director will maintain shipping Tickets in the Technology Department

ŸEach titled item will be bar-coded and etched with the word ARP followed by the serial number.

ŸEach titled item will be checked out to the appropriate teacher through the central inventory system.

INVENTORY ACCOUNTABILITY

The Campus Office will send each teacher a printout of the inventory assigned to their classroom.  Teachers will receive this printout once a year for signature sign-off.  Discrepancies will be handled at these times.  A teacher’s signature on the final inventory printout at the end of the year will be a part of the exit interview process for any teacher leaving the district.  This inventory sign-off sheet will be a part of each teacher’s documentation requirements at the end of the school year.  Teachers will be held accountable for inventory that has been lost, stolen, or removed from the classroom in exactly the same manner as teachers are held accountable for textbooks checked out to their classroom. (Inventory Form: http://www.arp.sprnet.org/admin/FORMS/Inventory_Sheet.htm )

The principal of each campus will be responsible for maintaining inventory printouts in the campus administrative office for each teacher. Principals will need to make sure that teachers leaving the district have returned all technology tools to the Technology Department before final check-out has been approved. Inventory printouts will be used for auditing purposes and for district technology planning. The Technology Department needs immediate notification of all employees leaving the district and all new employees so that Technology Accounts can be terminated and/or initiated. Please notify the Technology Director immediately through email when an employee quits or is hired.

LOST  OR STOLEN INVENTORY

Items that have apparently been stolen from a classroom should be documented and reported to the campus principal immediately.  Failure to report lost or stolen items may result in the inability of property to be reclaimed.  Classrooms that experience theft will need to have classroom and facilities management procedures analyzed and an improvement plan created and implemented.  The District Sitebase Committee will assist the principal in creating this improvement plan.  Continued theft or loss for any classroom may result in the reallocation of technology until a satisfactory solution has been implemented.  Teachers who fail to report lost or stolen items, may be held accountable for loss of inventory.

INVENTORY REMOVAL REQUEST POLICY (OBSOLESCENCE POLICY)

Technology items that are too old or too worn out to be of use, should be itemized (serial number, date of purchase, amount of purchase, reason for removal) and submitted to the principal on a request form for removal from inventory.  These items should be submitted to the District Technology Department (DTD) for possible integration into another classroom, re-allocation, or for removal to the “red barn”.   Request for removal should be submitted only once a semester when inventory sign-off is being done.  This will allow the principal and DTD to determine repair costs and / or benefit of removal. (Form: http://www.arp.sprnet.org/database/Inventory_removal.htm )

No technology item should be taken to the “red barn” without a removal request and consideration from the DTD.  Items not useful to some can be useful to others.  The campus principal and Technology Director must approve removal requests and the item will not be removed from district inventory until after the public sale.  However, teachers will no longer be responsible for an item that has been removed to the “red barn”.

TECHNOLOGY MIGRATION POLICY (RE-ALLOCATION POLICY)

Purchases for technology will be made using the state and district procedures for procurement as practiced and enforced by the Arp Independent School District Business Manager, Superintendent, and Technology Director.  Purchase orders for classroom technology will be coded  by organization to follow state recommendations for a valid and effective migration of technology.  This procedure will allow technology to be moved freely between campus and classrooms as dictated by need assessment for student achievement.  Technology should not be held in idle “captivity” simply because a teacher has it on a classroom inventory.  Migration of technology will follow the Arp Independent School District’s Acceptable Use Policies and Procedures.

Campus Technology Committee’s will be canvassed for recommendations for technology migration needs.  A comprehensive plan for migration will coordinate with:

ŸAcceptable Use Policies and Procedures

ŸStudent Achievement

ŸSitebase Improvement Committee recommendations

ŸTechnology Committee needs assessments and recommendations

ŸAdministrative recommendations

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