Business & Non-Instructional Operations

3532.12-AR

 

TEMPORARY SCHOOL USE OF PERSONAL PROPERTY

 

A.      Purpose and Scope

1.      To outline the district requirements for prior approval to temporary school use of personal property by employees or others

2.      To specify the procedure any individual must follow to gain such approval

B.     General

1.      This is an implementing procedure to Board Policy 3532.11, "Reimbursement for Loss or Damage of Personal Property Used by the School District."

2.      Suggestions or questions concerning this procedure should be directed to the administrative unit responsible (see Section G).

3.      "Personal property" is any personal property other than apparel proposed for general or specific use on school premises. Examples may include various personally-owned instructional materials or equipment, electrical appliances, art works, and furniture.

4.      Prior approval for the temporary school use of personal property is required before any reimbursement for subsequent loss or damage may be made (see Administrative Regulation 3532.11 for reimbursement limits and requirements).

5.      Any authorization for the temporary school use of personal property expires annually on July 1, except that:

a.      Such authorization may be specified to terminate prior to July 1.

b.      Any summer school authorization commencing in June or later may extend no later than September 1.

6.      The administrator supervising each district facility is responsible for the execution of this procedure with respect to school use of personal property at that site.

C.     Forms Used and Additional References

Request for Temporary Use of Personal Property on School Premises (Form BS/45/020)

D.     Procedure

1.      Whenever a person wishes to provide personal property for temporary use on school premises and before property is brought onto school premises, it is necessary for this person to furnish the administrator in charge of the area in which the personal property is to be used with the following information on Form BS/45/020 in duplicate, entitled "Request for Temporary Use of Personal Property on School Premises." (The originator is to retain pink copy.)

a.      Complete description of the property, including model numbers, if any

b.      Serial numbers, if any

c.      Proposed use of the property

d.      Reason why the property is needed (personal preference over school district counterpart not acceptable reason)

e.      The length of time the property will be located on school premises

f.        The value of the property agreed upon by the responsible administrator (actual cash value to be used)

g.      Name and address of legal owner

h.      If legal owner has insurance, furnish the following:

1)      Name and address of insurance carrier

2)      Policy number

3)      Date of policy expiration

4)      Phone number of insurance carrier

5)      Name and address of insurance agent

6)      Phone number of agent

2.      The administrator in charge must approve Form BS/45/020 and certify to the actual cash value placed on the property. In approving use of the personal property, the administrator is also verifying that he/she has examined the property and it meets all code requirements including safety requirements of the California Occupational Safety and Health Regulations (CAL/OSHA). This request (white) must be submitted to the Director of Business Services prior to use of said property on school premises. (The administrator in charge is to retain yellow copy).

E.     Reports Required

None

F.      Record Retention

1.      Originator should retain pink copy of approved Form BS/45/020 for duration of his/her school use of personal property.

2.      The administrator approving the use should retain the yellow copy of the BS/45/020 form until July 1 of each school year, or September 1 for summer school uses.

3.      The Director of Business Services is to retain the white original of the approved BS/45/020 form for thirty days past the periods above if no claim for reimbursement is made for loss or damage. If a claim for reimbursement is filed pursuant to Administrative Regulation 3532.11, the BS/45/020 form is to become an attachment to the claim file.

G.     Responsible Administrative Unit

Director of Business Services

H.     Approved by:

 

John Mullender

10/17/75

John O. Tynes

10/17/75

Responsible Division Head

Date

Superintendent

Date

 

Legal Reference:

Education Code

Section 1019.5