Board Directive It is the policy of the Board to comply with all laws and regulations governing the use of school property, facilities and equipment. Responsibility is delegated to the District Administration to develop policies and procedures that (1) prohibit private use of school property, facilities, and equipment for personal gain; and (2) restrict schools from competing with private enterprise except for the purpose of providing students with practical training in applied technology courses.
Administrative Policy The following administrative policy provisions shall govern the use of school and District properties, facilities and equipment:
School property and facilities shall not be made available for use by individuals or organizations outside the school system except as specified under Policy DA151—Use of Public School Buildings and Grounds as Civic Centers, which governs non-school use of all District facilities. All use of District property and facilities for other than school purposes must be conducted through the approved rental process, in accordance with District policy and the Facility Rental Guidelines.
School and District equipment, including computers, copiers, fax machines, and other technical equipment, shall be operated only by authorized personnel for education-related purposes.
Copy machines may not be used for any volume work that is not school or District related. Employees may use District copy machines to make a maximum of five (5) copies for non-school use provided the copies are made outside of contract hours and paid for at the standard commercial rate.
Employees shall not produce personal materials using school or District equipment without express authorization from the principal or immediate supervisor.
All authorized personal use of equipment by employees shall take place outside of regular contract hours.
Employees shall pay for any materials used at standard commercial rates.
Equipment and materials may not be used for personal gain.
School and District equipment shall not be removed from the site where
it is inventoried unless the item was specifically purchased for use at multiple off-campus locations; i.e., portable computers.
Use of items purchased for use in multiple off-campus locations shall be monitored by the building administrator following strict "check-out/check-in" procedures. These items shall only be used for District/school education-related purposes.
Any transfer or loan of equipment among schools shall be authorized in advance by the Area Administrator of Schools, monitored on school inventories, and fixed asset transfer procedures followed.
Circulation of films, videotapes, DVDs and other instructional support materials housed in the District Instructional Media Center shall be limited to Jordan District schools and other qualifying educational organizations.
Equipment in the District Instructional Support Center shall be used solely for the production of school and District instructional support materials.
Board Policy The policy of the Board of Education is to see that schools and departments are provided with furniture, equipment and textbooks which are functional, up-to-date, and in useable condition. The Board is also committed to assure the highest utilization possible of all items purchased with public funds. Therefore, the Board delegates to the Administration responsibility for developing guidelines which facilitate appropriate transfer, resale, reuse, and disposal of surplus items. These guidelines shall be outlined in the Purchasing Manual.
Administration Policy This policy shall be administered according to the following policy provisions:
A school or department administrator may declare property owned by the District to be surplus by making a written determination that the property:
Is excess property that is no longer being used;
Has exceeded its useful life;
Is no longer usable;
Is damaged and cannot be repaired;
Is damaged and cannot be repaired at a cost that is less than the property’s value; or
Is no longer required to meet the District’s needs or responsibilities.
The Purchasing Department shall establish rules and procedures for the disposal of surplus property to include:
Procedures for the transfer of District surplus property from one location to another;
Requirements governing accounting, reimbursement, and payment procedures;
Procedures for collecting bad debts;
Procedures governing the timing and location of public sales of District surplus property; and
Procedures governing the disposition of information technology equipment.
Motor vehicles which have been declared surplus shall be sold by bid, public auction, or used as a trade-in toward a replacement vehicle.
Motor vehicles that are estimated to have little to no resale value due to parts being removed to use on other District-owned vehicles of similar type and function, may be:
Donated to another governmental agency within the state of Utah to conduct trainings or exercises as deemed appropriate; or
Sold for scrap metal.
The bidding procedures shall follow the guidelines outlined in the Purchasing Manual.
District-owned vehicles available for surplus may not have any ancillary or component parts or equipment removed, destroyed, or detached from the vehicle prior to the sale without approval of the Purchasing Department, unless:
The ancillary or component parts or equipment will be used on other District-owned vehicles;
The department or school in possession of the vehicle intends to transfer the ancillary or component parts or equipment to another vehicle within the District; or
The school or department has obtained prior approval from the Purchasing Department to remove ancillary or component parts or equipment from the vehicle intended for surplus.
Furniture and Equipment
District-owned property shall not be destroyed, sold, transferred, traded-in, traded, discarded, donated or otherwise disposed of unless the procedures set forth in the Purchasing Manual are followed.
When a school or department determines that District-owned property is in excess to current needs, it will:
Use as a trade-in on a replacement item.
Transfer directly to another school or department.
Resale or transfer to another governmental agency through negotiated agreements approved by the Purchasing Department.
Notify the Purchasing Department in writing that the school or department has surplus property.
Only those items which cannot be used within the school district, resold, or given away shall be disposed of according to District guidelines.
Textbooks which are in usable condition shall be made available to all other Jordan District schools according to the following methods:
A list of available textbooks shall be circulated to all District schools by the Administrator of Curriculum;
A database provided by a third party contractor that is in the business of collecting surplus textbooks;
Any other means the District can make available to other schools in the District as directed and approved by the Administrator of Curriculum;
School administrators may request available textbooks on a first come, first served basis.
Textbooks, which are in such deplorable condition that they are unusable or which cannot be transferred, resold, or given away, shall be stamped "discarded" and destroyed.
Discarding Library/Media Books
In order to maintain a current base of resources in a library media center, it is necessary to “weed” a library collection when materials become worn out, out-dated, or fail to meet curriculum needs. The following procedures should be followed in discarding library/media books and materials:
The library media specialist will be responsible for “weeding” the library media collection based on the condition of the materials. The process will include removing the items from the circulation inventory.
The discarded materials will be offered first to teachers in the school for classroom and school use only.
The surplus books and materials will be made available to other District library media specialists.
Books not wanted by the teachers in the school or other District school library media centers will be compiled in a list and boxed and labeled with the school name and the appropriate grade level of the materials (K-6, 7-9, or 10-12).
The discarded books will be sent to the Purchasing Department for appropriate handling of the discarded materials and according to the Purchasing Manual.