presented(by:(nelson(l.(gonzalez(&(kenneth(williams ...induction.dadeschools.net/assistant...
TRANSCRIPT
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PROPERTY CONTROL PROCEDURES FOR NEW ADMINISTRATORS
Presented by: Nelson L. Gonzalez & Kenneth Williams
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Overview § Ensure staff and administration, particularly those in
charge of property management, understand and are fully aware of the procedures for accounting for property; and strengthen the management of property items at the school.
§ Person(s) Responsible: Principal, Principal’s Designee, Microsystems Technician, Treasurer or Purchasing Clerk, Head Custodian
§ Recording property movement (receipt, transferring, disposition, lost/stolen)
§ Establishing school policies and procedures § School site mini-‐audits should be conducted to monitor
property inventory. § Simulation Activities
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Introduction
§ State Statute Regarding Property ú Office of The Auditor General, Chapter 10.400
prescribe by law the regulation of acquisition, accountability, and disposal of all tangible personal property.
§ What must be controlled by the property
accounting system? ú Any property of non-‐consumable nature, valued over
$1000, and normal expected life is more than one year.
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Introduction Cont.
§ What are the rules for property accountability? 1. Miami Dade County Public Schools utilizes an
electronic property data processing system. 2. School Principals or designees are accountable
officers or “custodians” of property. 3. Purchased items are recorded at original cost or
value.
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Proper procedures must be adhered to when recording property movement for receipt of property, transfer of property, temporary off-‐campus movement, disposition of property, and property losses.
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Recording Property Movement
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Receipt of Property
1. Deliveries through Stores and Mail Distribution Warehouse (S&D) ú When items are delivered to a
school, S&D issues a “Stores & Distribution Delivery Ticket (“D” ticket)
ú All property items are marked with a white vinyl barcode decal and when appropriate, inscribed.
ú Signature will be required on the “D” ticket which is acceptance of custody by the principal.
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Receipt of Property cont. 2. School Board Purchases for Direct Shipment
ú A purchase order is issued and received on-‐line ú The property marking will be performed by S&D after notification of delivery. For temporary identification, a yellow M-‐DCPS half moon decal may be attached to equipment of $1000 or more in value.
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Transfer of Property § After having been assigned custody of an item, the
school site should not allow the item to leave their custody without recording the movement according to the procedures established by MDCPS.
§ If an item is moved to another location within the school system, either temporarily or permanently, its movement must be recorded on an “Outgoing Controlled Equipment Form” (FM-‐1670) ú FM-‐1670 must be ordered from S&D, Stock Number
878-‐2245
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Temporary Off-‐Campus Movement
§ Off-‐campus movement must be approved by the principal or designee utilizing “Outgoing Controlled Equipment” Form FM-‐1670.
§ If equipment is being used off campus for less than one week, use “Approval For Off-‐Campus Use of School Property” FM-‐2380
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Disposition of Property
§ The principal or designee will complete an “Outgoing Controlled Equipment” Form FM-‐1670
§ Log of Disposition Reports
ú Each school should maintain a log of all Outgoing Controlled Equipment Forms and their status including: Outgoing Controlled Equipment Form Name of person to whom issued for preparation Date issued Type of equipment being proposed for disposition Date approved forms sent to Maintenance or S&D requesting pick up
Date picked up
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Property Losses
§ Property losses resulting from a fire, theft or vandalism must be reported on a “Plant Security Report” FM-‐0366. (not on forms management)
§ Miami-‐Dade County School Board Police must be
contacted within 24 hours of the time of discovery of the loss.
§ If facility repairs are needed, Facilities
Operations must be given the “Plant Security Report” number. Emergency repairs will be accepted by telephone.
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Schools must adhere to policies and procedures delineated in the Miami Dade County Public Schools’ Manual of Property Control Procedures.
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School Policies and Procedures
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School Policies and Procedures
§ The principal should officially delegate a person, or persons, who will sign for receipt of property into the school. ú Assistant Principal ú Purchasing clerk ú Treasurer ú Head Custodian ú Microsystems Technician
§ Determine proper location of property within the school and note such for future reference.
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School Policies and Procedures cont. § Review proper property inventory procedures with the entire
faculty and staff. ú Any movement of property on or off school grounds, must be properly
recorded. Relocation of property within the school site. Transferring property to another location within the district. Disposition Property Losses
ú Procedures for temporary off campus removal of property. ú A Property Inventory Confirmation Form (school site form) will be
completed by all staff assigned to an identified room. This form will/should list all equipment assigned to the specific room and verified by employee signature in order to properly track property assigned to individual rooms on campus.
( If technology equipment is stored in a specific room, it should be rekeyed giving access to only the Principal and Microsystems technician. This will ensure better control for the distribution and security of property.
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School Policies and Procedures cont. § Regular Off Campus Use by Students
ú Some items, such as musical instruments, are assigned temporarily to students and frequently removed from the campus for practice or performances. Band Director, Coaches, Teachers should maintain a perpetual inventory record which includes: Signature of student Type of property PC number Serial number Check out date and return date Signature of employee accepting return
ú Records should be reviewed at the end of the school year and instruments should be recalled.
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School Policies and Procedures cont.
§ Conduct in-‐house property audits throughout each school year. ú Beginning of the school ú Within a week after Winter Break ú Within a week after Spring Break
§ Download Property Control Record § Based on findings from in-‐house audits:
ú The principal will meet with the microsystems technician and principal’s designee to discuss the results. Any discrepancy will be immediately reported for proper follow-‐up and corrective action.
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Accessing all necessary forms and manuals will be explained utilizing the following slides with visuals.
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Accessing Necessary Manuals/Forms
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Download and become familiar with manual in eHandbooks
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Property Inventory Steps 101
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Make sure you have access in the mainframe
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If you have been authorized to access the Property Control Inventory System, the application PROP PROPERTY CONTROL will be on your application list. If it is not, contact your work site authorizing administrator. Or, if you are a work site administrator, contact the ITS security administrator.
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Open your MDCPS-‐Intranet web applications (click on Property Control Download)
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Click on Generate Report
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Generate report from – 2010-‐2011
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Total amount of inventory (last page with total 2010-‐2011
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Inventory (pgs. 13 & 77) with total 2014-‐2015
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FM-‐# 1669 for incoming funds, gifts and recoveries
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Off-‐campus movement must be approved by the principal or designee utilizing “Outgoing Controlled Equipment” Form FM-‐1670.
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Off-‐Campus Use of School Board Property -‐ If equipment is being used off campus for less than one week, use “Approval For Off-‐Campus Use of School Property” FM-‐2380
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Maintain Forms in Binder
§ Ensure that forms required to document property taken off-‐campus have appropriate approvals and are maintained on file. ú In order to ensure accurate monitoring of property control
records, the following corrective measures and preventive strategies have been instituted: All documentation supporting property items temporarily used off-‐campus (Approval for Off-‐Campus Use of School Property [FM-‐2380]) or transferred to other locations (Outgoing Controlled Equipment [FM-‐1670]) must have the principal’s approval and will be kept on file by the principal and reviewed on a quarterly basis to insure the paperwork is up to date and inventory can be accounted for.
Any discrepancy will be immediately reported to the principal’s designee for proper follow-‐up and corrective action.
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The following activities were designed to review property control policies and procedures.
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Simulation Activities
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Simulation Activity
§ Activity 1 ú Mock in-‐house property control audit
§ Activity 2 ú You are the principal at Hialeah Gardens Senior High
(HGSH). There is Universal Gym Equipment that is not in use. The wrestling coach from Hialeah Senior High (HSH) contacted HGSH inquiring about the gym equipment being transferred to his location. He further informed them his wrestlers would benefit from having access to such equipment.
ú Explain what procedures should be followed in the scenario described above.
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