Inventory Procedure
The purpose of this procedure is to ensure that District inventory records are accurate,
current, and properly maintained. Each school site is responsible for reviewing and
updating the inventory of equipment and other designated items located in classrooms,
pods, offices, staff rooms, health rooms, and other District spaces.
As part of the inventory review, sites should verify and report any item that meets either
of the following criteria:
● The item has a District asset tag number, regardless of its original purchase price;
or
● The item has an original purchase cost of $1,500 or more, regardless of whether it currently has an asset tag.
These items should be physically verified and accurately reflected in the District’s
inventory records.
School Secretaries are responsible for distributing the inventory form to the appropriate staff, completing the form accurately, and returning the completed documentation to the District Office twice a year, once for the fall and once for the spring.
Dates will be emailed to the site/department.
| 1. Review the Inventory Form: The school secretary will provide the Office/Staff Room/Health Inventory Update Form or Classroom/Pod Inventory Update to the appropriate staff member(s) responsible for each area. |
| 2. Physically Inspect the Room: Staff must physically inspect the room to identify all applicable inventory items. Do not rely solely on previous inventory records. Each item should be physically verified. |
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3. Record District Inventory Numbers: For each inventoried item listed on the form:
● Locate the District Inventory Number on the item's inventory tag. ● Record the complete inventory number on the form. ● Inventory tags may be copper and silver or blue and silver. |
| 4. Record Serial Numbers When Necessary: If an item does not have a District Inventory Number, locate and record the item's serial number in the Serial Number column. |
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5. Record Additional Equipment: Any equipment with an inventory tag that is not specifically listed on the form should be recorded in the additional lines provided.
Include: ● Item description ● District Inventory Number, OR ● Serial Number if no District Inventory Number is available |
