It is the obligation of all DPS personnel to ensure that District property under his/her possession is properly used and that proper custody, and security are provided. This includes enforcing all security, safety, and accounting requirements necessary to track and maintain property accountability, responsibility, and control.
All new acquisitions of assets must be shipped through the Central Receiving Warehouse address at 301 Wyandot, Denver, Co. 80223 should be used as the “Ship To ” address for all fixed assets and especially for technology purchases.
DPS personnel having administrative and/or physical control over property are responsible for that property. Such responsibility is defined as:
School Principal/Department Head Responsibility: The obligation of a school principal and/or department head is to ensure that the District property within their custody receives proper use, care, security, and disposa,. (whether in storage or in use). Additionally, this responsibility includes monitoring subordinates to ensure the proper support and accountability of site assigned DPS property.
School Principals/Dept Heads are responsible for:
- All fixed assets under his/her control.
- Ensuring that all fixed assets on loan are properly documented on a Temporary Hand Receipt (THR)
- Locating assets or the documentation (EAR, THR) for assets identified as “exception” during the AGI.
- Ensuring a properly completed EAR is used to request the transfer of fixed assets
- Ensuring that bar code labeled fixed assets are not thrown away, given away, transferred, sold, or disposed of in any manner other than with an approved EAR
Direct Responsibility: A person entrusted with District property is obligated to ensure its proper use, care, and security. Direct responsibility results from a formal verbal or documented assignment as an accountable person. This could be the result of a THR or by the physical acceptance of property for use.
Personal Responsibility: The obligation inherent to all DPS personnel to exercise reasonable and prudent actions regarding the proper use, care, and safeguarding of District property in their physical possession or care. This applies to all property issued, used, acquired, or converted to a person’s exclusive use, with or without a THR.
School Principal/Department Head Responsibility during the Annual General Inventory (AGI)
The principal or department head is responsible for appointing an Inventory Site Coordinator (ISC) or Point of Contact (POC) as liaison between the site, Inventory Teams and the Fixed Assets Department. This also applies to private schools/institutions and alternative schools. The principal or department head is responsible for tracking site assigned fixed assets. This includes maintaining and updating site fixed asset records for new, transferred, donated, retired/scrapped, stolen, recovered, vandalized, missing, or loaned. This internal monitoring may be used to reconcile Exception Reports. An ISC or POC may also assist in the preparation for an AGI.
School Principals/Department Heads are responsible to:
- Announce to all site staff the AGI (commencement date) and appoint personnel to facilitate the AGI.
- Inform all site personnel to make all fixed assets under their jurisdiction readily available including those in storage, repair, or on loan. Also Fixed assets are to be made readily accessible by removing them from boxes, removing obscuring panels, unlocking filing cabinets, desks, storage rooms, attics, basements, etc. Inform all staff that all fixed assets must be made easily and readily accessible for the entire duration of the scheduled inventory at that site: with few exceptions.
- Personal assets are to be clearly identified. Notify the Fixed Assets Department if a personal item has been inadvertently bar code labeled or complete an EAR.
Note: DPS insurance does not cover/protect personal assets.
- All site facility managers and their assistants should have keyed and security coded access to all areas, except Food Service, for the duration of the site AGI.
- Off -site fixed assets are required to be returned to their parent sites for the day of a scheduled inventory. This includes fixed assets being repaired or on loan. These assets should remain on-site until the conclusion of the scheduled site AGI.
- Curtail fixed assets form being sent out for repair or other reasons if there is a strong likelihood they will not be available for the scheduled inventory day.
Note: A valid THR may be provided in lieu of fixed assets that are being repaired or are on loan during an AGI. It can also be used to reconcile an AGI Exceptions Report.
- Leased assets are to be clearly identified.
- Fixed assets awaiting disposition should be clearly identified as such with an attached properly completed EAR.
Note: It is strongly recommended that all fixed asset transfers be completed prior to a site’s scheduled AGI.