PROPERTY  CONTROL  PROCEDURES  FOR  NEW  ADMINISTRATORS  

Presented  by:  Nelson  L.  Gonzalez  &  Kenneth  Williams  

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  

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  

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  

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.  

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  

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  

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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