Technology Inventory Policy and Procedures for Arp ISD

 

TECHNOLOGY PURCHASES

 

All purchases for educational technology will be coordinated through the district technology department and campus principals to reduce redundancy and inefficiencies, and to increase validity of purchases. The district technology committee will be given opportunity to give input to the type and amount of software and hardware selected for each campus. Selections can be submitted at least twice a year by any district stakeholder though Technology Surveys . All members of the district and community are invited to attend either attend a committee meeting or submit a survey. Meetings are posted on the website and in newsletters and announcements.

 

CENTRAL RECEIVING POLICY

 

All technology shipments will be delivered to the Arp ISD Technology Department and processed by the Tech Aide 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 Studio

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

ŸEach titled item will be checked out to the appropriate campus/teacher.

 

INVENTORY ACCOUNTABILITY

 

The Technology Director will send each teacher a printout of the inventory assigned to their classroom.  Teachers will receive this printout at least 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.

 

The principal of each campus will be responsible for maintaining inventory printouts for all other classroom items. The Technology inventory will be taken electronically at least once a month. These inventory printouts will be used for auditing purposes and for district technology planning.

 

LOST  OR STOLEN INVENTORY

 

Items that have apparently been stolen from a classroom should be documented and reported to the campus principal immediately.  Technology items that have been stolen require immediate notification of the Director of Technology and the Police Department. 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 Management 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  returned to the Technology Department. They will be itemized (serial number, date of purchase, amount of purchase, reason for removal) and a request form for removal from inventory will be issued if the item can not be re-allocated.   Request for removal should be submitted only once a semester when inventory sign-off is being done.  This will allow the principal or Director of Technology to determine repair costs and / or benefit of removal.

 

No technology item should be taken to the “red barn” without a removal request being approved by the Director of Technology.  Items not useful to some can be useful to others.  The 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 Director of Technology.  Purchase orders for classroom technology will be coded  by the Director of Technology by organization to follow state recommendations for a valid and effective migration of technology.  Procedures are in place to 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

 

Undersigned on September 10, 1998