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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
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:
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John Mullender |
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John O. Tynes |
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Responsible Division Head |
Date |
Superintendent |
Date |
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Legal Reference: |
Education Code |
Section 1019.5 |
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