From:Karen Rapp Hughes, Fixed Asset Controller

Date:April 15, 2017

To:Principals

School Level Inventory Control Contact

Re:End of Year Mandatory Equipment Procedures

Just a few reminders as our school year comes to an end. I want to thank each of you for helping our district maintain accurate inventory records.

Classroom Inventory
All inventories are assigned to a classroom teacher, and their room number.
If teachers are moving to another classroom, please note at the bottom of their classroom inventory sheet which pieces of equipment they take with them, and which pieces stayed in their classroom. Be sure to indicate the room number the equipment will be moving to.

Summer use of Equipment
All laptops taken home for the summer must be Signed OutInTheMandatory Off-Campus Property Location Inventory Report, with the principal’s approval.

Laptops Staying at School
Laptops need to be locked in an area equipped with an alarm system.

Teachers on Leave
If the teacher is using her laptop while on leave, they will need to sign it out for the period of time they will be out in the mandatory off-campus property location inventory report. Principal’s approval is required.
If the principal determines the laptop will be needed at the school during the teachers leave, indicate who will be assigned that laptop while she is out.

Summer Delivery of Equipment
Assign a contact person responsible for verifying and signing for equipment that is delivered to your school during the summer delivery schedule. Instruct that person to count equipment before signing receiving slip. The delivery driver understands the importance of this procedure.

Missing Equipment Procedures

Once you notice that equipment is MISSING

Inform your Principal and the Inventory Contact Person
Look in ALL cabinet, closets, desk, your car at home etc. and try to remember if you may have loaned it to another teacher.
E-Mail all teachers at your school to see if they can help you locate it.
If at this time you cannot find the equipment you will need to file a Police Report on the equipment. A copy of the Police Report must be sent to me at . Should you locate the equipment, email me so that I can add it back to your school inventory.

Once again, please stress the accuracy of the Classroom Inventory List. Please report all inaccuracies to the principal/inventory contact person, and I will begin researching for those missing or improperly listed pieces.

I am attaching the Inventory Scanning Schedule for next school year. A two day notice will be given before I arrive at your school to scan.

Inventory Scanning Schedule

2016-2017

August – December

DoyleHigh School

Doyle Elementary

HoldenSchool

AlbanyMiddle School

AlbanyHigh School

Albany Lower Elementary

Albany Upper Elementary

Springfield High

Springfield Elementary

Springfield Middle

Maurepas

North Corbin Elementary

North Corbin Junior

Pine Ridge

Levi Milton Elementary

Walker Freshman

PupilAppraisalCenter

Option III

AdultEducationCenter

Walker Elementary

Westside Junior High

WalkerHigh School

Literacy & TechnologyCenter

Eastside Elementary

Freshwater Elementary

Northside Elementary

January – May

North Live Oak Elementary

Live Oak Elementary

Live Oak High

Live Oak Middle

South Live Oak Elementary

Denham Springs High

Denham Springs Freshman

Denham Springs Elementary

Denham Springs Junior

Southside Junior High

Southside Elementary

Lewis Vincent Elementary

Seventh Ward Elementary

Gray’s Creek Elementary

South Fork Elementary

South Walker Elementary

JubanParc Elementary

JubanParc Junior

French Settlement Elementary

French Settlement High

Frost

Central Office