Inventory and Equipment Check Out - Cobb County School District

BOARD ADMINISTRATIVE RULEReturn to "D" RulesInventory and Equipment Checkout(See Forms DID-1, DID-2, DID-3)DID 2/10/10RATIONALE/OBJECTIVE:The Cobb County School District (District) has established a property control program forthe purpose of providing a high degree of accountability for District assets.RULE:A. EQUIPMENT:It shall be the duty of every Cobb County Board of Education (Board) member andDistrict employee to adhere to all Policies, Rules and regulations related to equipmentaccountability as set forth in the Property Control User’s Guide, AdministrativeRule ECAD (District Property Replacement/Restitution), and Administrative Rule DO(School Properties Disposal Procedure).B. TEXTBOOKS:1. Inventory:The District shall maintain an inventory of all textbooks on current adoption by theBoard.2. Disposal:Once textbooks are no longer on the current adoption, such books shall be declaredsurplus. The administration may dispose of textbooks through standard paper disposalor recycle through available agencies in accordance with proper bidding procedures.C. DONATED PROPERTY:1. The site administrator has the discretion of accepting or rejecting donated propertyprovided the criteria set out in Administrative Rule IJK (Library Media Programs andSupplementary Materials Selection) and the provisions of Administrative Rule KH(Solicitation and Advertising on School Property) are met.2. The administrator accepting donated property is required to notify the PropertyControl Department upon receipt of the property by submitting a completedFS-201 (Property Inventory Receiving Form [Donation Form]) in accordance withProperty Control Users Guide.3. After property is included as District inventory it will be governed by all otherapplicable Administrative Rules and procedures.D. TECHNOLOGY EQUIPMENT CHECK OUT/TEACHER LAPTOP AGREEMENT:1. While the primary purpose of technology equipment is for use on site during theinstructional/work day, there are times when it is necessary for staff and students tocheck out equipment to be used for educational purposes beyond the work day andoutside of the work environment.2. Documentation:a. When staff or students wish to check out technology equipment, the TechnologyEquipment Checkout Agreement (Form DID-1) must be completed and kept on fileat the school or District department:b. A parent/guardian signature is required prior to a student checking out Districtequipment (Form DID-1).3. Teacher Laptop:Page 1 of 2

a. Current Teachers:When current teachers are issued a teacher laptop, the Teacher Laptop Agreement(Form DID-2) must be completed and kept on file at the school in the teacher’spersonnel file;b. New Teachers:Before a newly hired teacher can be issued a teacher laptop, the Teacher LaptopAgreement (Form DID-3) must be signed by the Human Resources Hiring Supervisorand sent to the school with the teacher’s identification badge. Form DID-3 shouldthen be signed by the Principal. It should be kept on file at the school in theteacher’s personnel file.E. RESPONSIBILITY FOR COST OF REPAIR OR REPLACEMENT:1. The person checking out equipment, whether employee or student, is asked to providethe District with his/her homeowners/ renters insurance policy number.2. If the employee/student/parents/guardian does not supply the District with thisinformation, he/she assumes personal liability for the cost of repair of the item if it isdamaged or the replacement cost of the item if it is not returned.3. If an employee separates from the District, and the District equipment has not beencollected by the principal or supervisor, as required on the appropriate exit form,and the replacement cost of the items is not received from the employee, the Districtshall seek to reclaim the property from the employee or the replacement cost whichmay include deducting it from the employee’s last paycheck. If the District is unable toreclaim the loss, the employee’s school/department will assume liability for anyunrecovered portion of the cost of replacement.Adopted: 9/1/04Revised: 2/21/06; 6/11/08; 2/10/10Page 2 of 2