6570 Property and Data Management
-
Data Management
The superintendent is authorized to enter into a contract with the Washington School Information Processing Cooperative to purchase a student information system, equipment, networking and software to expand the current K-12 education statewide network. The board shall review the data management program annually.
Property Records
Property records and inventory records shall be maintained on all land, buildings and personal property under the control of the district.
Property purchased in whole or in part with federal funds shall be inventoried at least every two years. The inventory shall include the serial number of the item, its cost and the percentage of federal funds used to purchase it.
For purposes of this policy, "equipment" shall mean a unit of furniture or furnishings, an instrument, a machine, an apparatus or a set of articles which retains its shape and appearance with use, is non-expendable, and does not lose its identity when incorporated into a more complex unit. Property records of facilities shall be maintained on an ongoing basis.
No equipment shall be removed for personal or non-school use. Property records shall show, as appropriate to the item recorded, the:- Description of the property;
- A serial number or other identification number (equipment may be identified with a permanent tag that provides appropriate district and equipment identification.);
- Source of property;
- Who holds title;
- Manufacturer;
- Year of purchase;
- Initial cost;
- Percentage of federal participation in the cost of the property;
- Location;
- Condition, depreciation;
- Current valuation in conformity with insurance requirements; and
- Disposition data including date of disposal and sale price of the property.
Cross References:
Board Policy 3231 Student Records
Board Policy 4040 Public Access to School District Records
Board Policy 6801 Fixed Assets
Board Policy 6955 Maintenance of Records
Legal References:
RCW 40.14 Preservation and Destruction of Public Records
RCW 40.14.010 Definition and classification of public records
RCW 42. 56.070-080 Public Records Act – Documents and indexes to be made public; Facilities for copying – Availability of public records
34 C.F.R. § 80.32 Uniform Administrative requirements for grants and cooperative agreements to state and local governments - Equipment
Management Resources:
Policy News, April 2006 Fixed Assets
Policy News, April 2005 Records Retention Schedule UpdatedADOPTED: 04/23/1998
REVISED: 11/24/98; 12/16/99; 07/21/05; 05/25/06; 09/28/06; 04/22/10 - Description of the property;
6000 Policies
-
FINANCIAL PLANNING AND MANAGEMENT
6000 Program Planning, Budget Preparation, Adoption and Implementation
6001 Tax Deferred Annuity/Compensation
6020 System of Funds and Accounts
6021 Interfund Loans
6022 Minimum Fund Balance
6030 Financial Reports
6040 Expenditures in Excess of Budget
6070 Employee Suggestion Program
REVENUES
6100 Revenues from Local, State and Federal Sources
6101 Federal Cash and Financial Management
6102 District Fund-Raising Activities
6106 Allowable Costs for Federal Programs
6111 Tuition
6112 Rental or Lease of District Property
6114 Gifts or Donations
6120 Investment of Funds
6121 Personal Checks - Acceptance and Processing
PURCHASING
6210 Purchasing: Authorization and Control
6212 Charge Cards
6213 Reimbursement for Travel Expenses
6215 Voucher Certification and Approval
6216 Reimbursement for Goods and Services: Warrants
6220 Bid Requirements
6225 Use of Electronic Signature
6230 Relations with Vendors
6250 Cellular Telephones
RISK MANAGEMENT
6500 Risk Management
6511 Staff Safety
6512 Infection Control Program
6513 Workplace Violence Prevention
6530 Insurance
6535 Student Insurance
6540 Staff Personal Property Protection
6570 Property and Data Management
6580 Continuity of Operations Plan
TRANSPORTATION
6600 Transportation
6605 Student Safety Walking, Biking and Riding Buses to School
6608 Video Cameras on School Buses
6610 Video surveillance
6620 Special Transportation
6625 Private Vehicle Transportation
6630 Driver Training and Responsibility
6640 School Owned Vehicles
6690 Contracting for Transportation Services
FOOD SERVICES
6700 Nutrition and Physical Fitness
SCHOOL PROPERTY
6800 Safety, Operations and Maintenance of School Property
6801 Capital Assets/Theft-Sensitive Assets
6810 Energy Management, Education and Conservation
6881 Disposal of Surplus Equipment and/or Materials
6882 Sale of Real Property
6883 Closure of Facilities
6890 State Environmental Policy Act Compliance
6895 Pesticide Notification, Posting and Record Keeping
CAPITAL PROJECTS
6900 Facilities Planning
6905 Site Acquisition
6910 Construction Financing
6920 Construction Design
6925 Architect and Engineering Services
6950 Contractor Assurances, Surety Bonds and Insurance
6955 Maintenance of Records
6959 Acceptance of Completed Project
6970 Naming of Schools/Facilities
6971 Works of Art