Equipment Inventory Procedural Manual by Net Ninja

Districtwide Security Protocol Procedural Manual William J. Garrett, Manager of

William J. Garrett, Manager of Operations 10

TO:

Building Administrators

FROM: William J. Garrett, Manager of Operations RE:

Districtwide Computer Lab Security Protocols and

Recommendations DATE:

January 15, 2017

The purpose of the computer lab security protocol is to increase support to the Department of Information Technology and Federal and State Programs. The protocol hereinto reviews and tracks the proximity card clearance as well as adds layers of protection against possible thefts of high value assets.

In an effort to maintain proper security each campus shall require the following upgrades to each computer lab: • Installation of 36 ADA door handles • Installation of 36 key lock blanks • Installation of 34 proximity card readers and corresponding programming at each lab In addition to physical changes, new clear garbage bags will be needed to replace black bags throughout the District. Finally, a new PROXIMITY CARD ACCESS FORM; PROXIMITY CARD RELEASE FORM; PROXIMITY CARD REINSTATEMENT; and PROXIMITY BULLETIN, will be put into use by the Administrative Assistant of Buildings and Grounds at each school, these forms are slightly different than what is currently used and will provide an additional layer of proximity tracking.

Thornton Township High School District 205 465. East 170th Street | South Holland, IL 60473 Attn: William J Garrett

PROXIMITY CARD ACCESS

Purpose

Requestor: (Print Name) ___________________________________________________________________ School: ___________________________ Department: ___________________ Extension: ____________ Signature of Requestor: ________________________________________ Date: ______________________ Purpose of Request: _______________________________________________________________________ ____________________________________________________________________________________________ Request for Proximity card to the following areas: ☐ District Office  T – Building Exterior Doors  T – 107  Thornton Exterior Doors  Thornton Standard Access (Exterior Doors, Faculty Café’)  Thornton Receiving  Thornton ITC (REQUIRES DIRECTOR OF INFORMATION AND TECHNOLOGY ENDORSEMENT)  Thornton Kitchen  Thornton Cafeteria  Thornton Computer Labs (REQUIRES DIRECTOR OF INFORMATION AND TECHNOLOGY ENDORSEMENT)  Thornton OT Building  Thornridge Exterior Doors  Thornridge Standard (Exterior Doors 12, 2, 3)  Thornridge Receiving  Thornridge ITC (REQUIRES DIRECTOR OF INFORMATION AND TECHNOLOGY ENDORSEMENT)  Thornridge Kitchen  Thornridge Cafeteria  Thornridge Computer Labs (REQUIRES DIRECTOR OF INFORMATION AND TECHNOLOGY ENDORSEMENT)  Thornwood Exterior Doors  Thornwood Standard Access (Exterior Doors, Faculty Café’)  Thornwood Receiving  Thornwood ITC (REQUIRES DIRECTOR OF INFORMATION AND TECHNOLOGY ENDORSEMENT)  Thornwood Kitchen  Thornwood Cafeteria  Thornwood Computer Labs (REQUIRES DIRECTOR OF INFORMATION AND TECHNOLOGY ENDORSEMENT)  OTHER: _____________________________  OTHER:_____________________________  OTHER: _____________________________  OTHER:_____________________________

REQUIRED ENDORSEMENTS PRINCIPAL: ______________________/____/______ DIR. TECHNOLOGY: ______________/____/______

COMPLETED FORMS SHOULD BE SENT TO:

Thornton Township High School District 205 465. East 170th Street | South Holland, IL 60473 Attn: William J Garrett 12

PROXIMITY CARD

Release Form --- This form is required to be completed before issuance --I (PRINT NAME), _________________________________________________, received my proximity card (NUMBER) __________________________________from Thornton Township High School District 205 on (date) ________________________, 20______

INTERNAL USE ONLY Authorized By: ________________________________________________________________ Staff Title: _____________________________________________________________________ Staff Signature: _______________________________________________________________ Assigned Location: ___________________________________________________________

KEEP A DUPLICATE FOR YOUR RECORDS

COMPLETED FORMS SHOULD BE SENT TO:

Thornton Township High School District 205 465. East 170th Street | South Holland, IL 60473 Attn: William J Garrett

PROXIMITY CARD

Reinstatement The following individual wishes to have their proximity card reinstated for the 20____ to ____ school year

MY LAST CARD WAS:

DEACTIVATED

LOST

STOLEN

BROKEN / MALFUNCTIONING

Requestor: (Print Name) ____________________________________________________________ School: _______________________ Department: _______________ Extension: ____________ Will you be located at the same school as last year? Yes __________ NO____________ Signature of Requestor: ____________________________________ Date: __________________

INTERNAL USE ONLY *Approvals will only be granted if both endorsements are given.

ENDORSEMENTS SUPERVISOR APPROVAL: __________________________________________/________/_______ PRINCIPAL APPROVAL: _____________________________________________/________/_______ Assigned Location: _________________________________________________________________

COMPLETED FORMS SHOULD BE SENT TO:

Thornton Township High School District 205 465. East 170th Street | South Holland, IL 60473 Attn: William J Garrett 14

PROXIMITY CARDs NOTICE This Posting serves as a reminder that the proximity card policy has changed. Effective immediately, the following policy procedures should be taken involving your proximity card. • Proximity Cards, if lost or stolen should be reported to the Executive Assistant of Building and Grounds (708) 225-4022; • Proximity cards will set to expire at the close of each school year; • Proximity cards may be reinstated with the approval of your supervisor and building Principal; • You will be only be issued one (1) card at a time; • You will be required to sign the release of your new card; • You will be required to turn in your card upon release from duties, termination, retirement, or resignation; • Proximity Card Forms will be made available from the Administrative Assistant of Buildings and Grounds and the Executive Assistant of Buildings and Grounds; • Proximity Cards may not be shared or Borrowed at any time.

Bulletin No. 001-01.06.17

All additional questions shall be directed to the District Office of Operations at (708) 225-4087

Districtwide Computer Lab Rules Policy William J. Garrett, Manager of

Mr. Derek Alexander, Assistant Principal

Districtwide Computer Lab Rules Policy Basic

Rules

1. Follow all school rules. 2. Follow individual teacher’s rules. 3. Sit in assigned seat. Do not switch workstations without permission. 4. No “horseplay.” 5. No interruption of work (this includes messages, loud computer noises or any other source of interruption). 6. Be courteous at all times; do not attempt to access anybody else’s account. 7. No, backpacks, book bags, food or drink allowed in the lab.

appropriate USE You are responsible for your account at all times. The school reserves the right to suspend or revoke your access if you violate these rules. 17

Equipment 8. Equipment must be treated with ultimate care—students will not vandalize equipment (including but not limited to: removing keycaps, marking on desk or equipment, hitting the keyboard repeatedly, slamming the mice, unplugging anything, kicking cables…etc.). 9. The supervising teacher must approve all disks, CD’s and any other software before use. 10. Clean up your workstation before leaving (pick up trash, make sure you are taking all your materials—only YOU are responsible for any belongings left behind). 11. Push your chair under the desk before leaving. Put the headphones on the tower. LOG OFF. Put monitor down. 12. Students are not allowed to modify anything in the control panel (examples: desktops, screensavers, volume, backgrounds) unless given permission or it’s a part of the lesson. 13. Students are not allowed to turn off computers, unless asked to do so by the teacher. 14. No games may be played on the computers; unless they are educational, and authorized by the teacher. 15. Students are not allowed to participate in any chat rooms on the internet or access personal e-mail accounts. 16. Students should not be in the computer lab without adult supervision.

Examples of Inappropriate Uses • Using the system for any illegal purpose. • Accessing another student’s account. • Posting personal messages about yourself or others. • Posting messages or accessing materials that are abusive, obscene, sexually orientated, threatening, harassing, damaging to another’s reputation or illegal. • Wasting school resources through improper use of the computer (this includes personal printing). • Gaining unauthorized access to restricted information or resources. 18

Districtwide Class Period Transition Policy Teacher Responsibilities 1.

Stand in doorway during transition to monitor student behavior. [1]

Monitor hallways and classroom activity.

Be ready to enforce your classroom discipline system.

Pay attention to situations.

Know the responsible behavior expectations and consequences.

Specific Supervisor Responsibilities Include:

Active monitoring of ALL students (classroom and hall)

High rates of positive interactions with students

Calm and consistent handling of minor misbehavior

Prompting used to encourage appropriate behavior

(e.g. “Keep the flow of traffic moving” or “Lets get to class on time, please.”)

Introduce the definition of “transition”

Transitions are defined as anytime you are out of the classroom (restroom, lunch, recess, and related arts in addition to classroom changes.)

Examples of Non- Proper Transitions

1. Walking down the middle or left side of the hallway. 2. Touching other students during transition.

Examples of Proper Transitions 1. Walk on the right side of the hallway 2. Keep your hands and feet to yourself.

[1] Article 13, Teaching Hours & Assignments. Section C1.

Teachers will report to their assigned school at least thirty (30) minutes before the start of homeroom period, except for “0” period teachers who report five (5) minutes before the bell. Teachers will be expected to be on supervision by his/her classroom door within his/her departmental area for ten (10) minutes before the start of his/her teaching day. Staff will also be available to supervise hallways during passing periods according to the plan developed by the department chairperson and the department chairperson and the department, and approved by the building administration. Teachers will remain for the established workday. Teachers will be expected to spend the first five (5) minutes of supervision after the school day by his/her classroom door. There may be exceptions to this in accordance with Article Thirteen-B or Article 14 M.

Technology Information and Pricing

William J. Garrett, Manager of

Mrs. Maria Brunson, Director of Information and Technology 20

Technology Information and Pricing Proximity

Device Costs • • • • •

A controller is $1160 Door connector is $272 Card Reader is $222 Locking hardware is approximately $300-400 Power supply is $200

Pricing for one (1) door is the most expensive since the controller operates two (2) doors. If the door is prepped for a strike, there is no cost for a locksmith. If a locksmith is needed an approximate of $500 will follow. The cost of labor is not included in this price list. The pricing estimates show approximately $4700 for a one (1) door, and $6200 for two (2) doors. Final cost depends on the distance of the varying controller wire runs. The distance is directly proportional to the overall cost.

cameras

The Time and Material costs for cameras will be absorbed by Precision Controls. The District may be responsible for programming.

Control of Site Equipment Purchase with Federal Funds Dr. Albert J. Holmes, Jr., Federal and State Programs Coordinator

TO:

Building Administrators

FROM:

Dr. Albert J. Holmes, Jr., Federal and State Programs Coordinator

Mrs. Maria Brunson, Director of Technology

DATE:

Friday, January 6, 2017

SUBJECT: Control of Site Equipment Purchased with Federal Funds

The primary purpose for performing annual inventories and maintaining permanent inventory records to maintain accountability for, and to account for changes in quantities of site equipment from year to year. Each school or office administrator must assign a staff member the responsibility for site equipment control, especially for highly desirable and portable equipment. Records must be maintained for all items of equipment at a site. The records must reflect when equipment is received, disposed of, stolen, loaned, transferred, sent in for repair or sent to salvage. In addition, the records should reflect the room or office at the site where equipment is located. Equipment inventory records are subject to audit at any time, therefore, it is important to keep these records up-to-date. Newly assigned site administrators should determine that the equipment records are maintained and that a staff member is assigned the responsibility for equipment control. Schools and offices that have purchased equipment with categorical funds (e.g. Federal, State Compensatory Education, etc.) should refer to District Policies and Federal Programs Guidelines. If you have any questions, please do not hesitate to contact the Office Federal Programs at 708225-4002.

FEDERAL INVENTORY ASSURANCE FORM

SCHOOL YEAR 2016-2017 I, _______________________________, in the position of _________________________________

TITLE

Have thoroughly verified and understand that appropriate documents must be kept on file and readily available for internal and external monitoring reviews conducted by the Office of Federal and State Programs and/ or the Illinois State Board of Education.

As such, I will conduct the process of inventorying all equipment consistent with the guidelines of the United States Education Department General Administrative Regulations (EDGAR) AND Office Management and Budget (OMB) A-87 Federal Guidelines & Procedures and Thornton Township High Schools District 205 Inventory Policy.

__________________________________________

___________________________________

SIGNATURE DATE

__________________________________________ PRINT NAME

___________________________________________________ FEDERAL AND STATE PROGRAMS COORDINATOR

AUTHORIZATION TO

MOVE INVENTORY Building Principals: Please do not move any computers/equipment to other locations without authorization by Federal and State Programs and /or Information Technology Department. For inventory control purposes, Federal and State Programs will use the last Title I Buildingâ&#x20AC;&#x2122;s inventory for comparison and updating inventory accordingly. Please start working on our 2017 Inventory Report, thanks!

ITEM

QUANTITY

PROPERTY TAG #

SERIAL NUMBER

EX. IBM/HP HARDDRIVE

2631

2U3332WER

Inventory/or computer located in Room ______ needs to be moved to Room________

Requested by:

Name (please print) _________________________________________________________

Signature__________________________________________________________

FEDERAL INVENTORY ASSURANCE FORM

SCHOOL YEAR 2016-2017 I, _______________________________, in the position of _________________________________

TITLE

__________________________________________

___________________________________

SIGNATURE DATE

__________________________________________ PRINT NAME

___________________________________________________ FEDERAL AND STATE PROGRAMS COORDINATOR

AUTHORIZATION TO

MOVE INVENTORY Please do not move any computers/equipment to other locations without authorization by Federal and State Programs and /or Information Technology Department. For inventory control purposes, Federal and State Programs will use the last Title I Building’s inventory for comparison and updating inventory accordingly. Please start working on our 2017 Inventory Report, thanks!

ITEM

QUANTITY

PROPERTY TAG #

SERIAL NUMBER

EX. IBM/HP HARDDRIVE

2631

2U3332WER

Inventory/or computer located in Room _______ needs to be moved to Room_______ REQUESTED BY: Name (please print) _________________________________________________________ Signature__________________________________________________________ Date of Request _____________ Date of Inventory is to be moved_____________ Move completed

Date ______________

Inventory updated Date____________

Signature/Date _____________________________________________ Receiving Principal’s Signature/Date _____________________________________________ Property Control Supervisor’s Signature/Date ______________________________________

____________________________________________________________ Federal and State Programs Coordinator Signature/Date

FIXED ASSETS DEPARTMENT

CERTIFICATION OF LOSS FORM INSTRUCTION 1. Form must be forwarded to Information Technology and Federal and State Programs Department along with Police Report immediately. 2. Loss will be recorded without Police Report 3. Contact Need Name @ 708-225-xxxx in the Fixed Assets Department with any questions

___________________________________________ ______________________________________ School Name

Principal

___________________________________________ ______________________________________ Date of Offense

Date Reported

TO WHOM WAS OFFENSE REPORTED?

PRINCIPAL

DISTRICT

SOUTH HOLLAND POLICE DEPARTMENT

DOLTON POLICE DEPARTMENT

OTHER

HARVEY POLICE DEPARTMENT

TYPE OF OFFENSE REPORTED?

BURGLARY

DESTROYED BY FIRE

ATTEMPTED BURGLARY

LARCENY

OTHER (SPECIFY) THEFT BY TAKING (INCLUDING MYSTERIOUS DISAPPEARANCE)

_________________________________________________________________________________________ Who discovered this loss: _____________________ Title____________________________ Who closed building prior to violation?

Who first opened building afterwards?

Name: ______________________________________

Name: _____________________________

Employee#_______________________________

Employee#_________________________

FIXED ASSETS DEPARTMENT

CERTIFICATION OF LOSS WHAT MEASURES WERE TAKEN TO SAFEGUARD PROPERTY TAKEN

COVERED BY ALARM SYSTEM

IN LOCKED ROOM

IN VAULT

OTHER

GIVE LOCATION OF THE STOLEN/DAMAGED PROPERTY

ROOM __________

KITCHEN

PORTABLE

MEDIA CENTER

MAIN OFFICE

OTHER ______________

WAS ALARM ACTIVATED? QTY

DESCRIPTION

MRF.

YES SERIAL #

NO ASSET #

BARCODE #

UNIT PRICE

TOTAL AMOUNT

Estimated Value of Stolen/Damaged Property? _____________________________________

Notes/Comments: __________________________________________________________________ _________________________________________________________________________________________ _________________________________________________________________________________________

Principal / Signature _________________________ Date ______________

AUTHORIZATION

TO MOVE INVENTORY Inventory / computer located in room __________________ needs to be moved to room ____________________________ ITEM

QUANTITY

PROPERTY TAG #

SERIAL #

Transfer Principal’s Signature / Date _______________________________________________ Receiving Principal’s Signature / Date ______________________________________________ Property Control Supervisor / Date ________________________________________________ __________________________________________ Federal and State Programs Coordinator

_____________________________________ Signature / Date

Equipment

Guidelines This e-bulletin serves as a reminder for equipment purchased with federal funds. As you know, all equipment purchased with federal funds must be accounted for on a daily basis within your school. Here are some required program guidelines that must be enacted this school year. Also included for your convenience are helpful hints and reminders.

1. iPads and Chrome Books must be secured/locked until appropriate

districtwide and/or building specifics trainings have been provided for the school.

2. Chromebooks protection cases already received must be issued before

assigning equipment to designated staff and/or students. The outer protection

case will preserve the longevity, as well protect, if the equipment is accidentally

dropped.

3. All equipment purchased must have appropriate security measures, warranty,

and protection covers including in the requisition for approval. For example, if

your school is ordering Interactive Whiteboard, then the security cord and lock

should be included with an extended warranty.

4. All equipment deliveries must be directed to the Department of Technology for

internal Title I tagging (via stickers) and inventory.

If you have any additional questions, please feel free to contact the Office of Federal and State Programs at 708-225-4002.

Who is responsible for the inventory and tagging/mapping of equipment, sensitive items

at the school level?

The Information Technology Department, Principal or Principalâ&#x20AC;&#x2122;s designee in the school is

responsible for the inventory and tagging/mapping of equipment, sensitive items and

supplemental services supplies.

Why are the procedures for inventory and tagging/mapping changing again?

The Office of Federal and State Programs determined that the procedures used during the

previous school year was not thorough enough to ensure consistent compliance across

schools.

What can I use to tag (label) my equipment, sensitive items and supplemental services

supplies purchased with Title I funds?

Labels must be permanent in nature. Permanent markers or paint pens can be used

to identify these items. Additionally, permanent labels may be used. The tag should be

easily recognizable so that anyone using the item would know it was purchased with federal

funds.

Office of Federal and State Programs

Inventory Procedures Questions and Answers Q

Do I have to use the tag numbers provided by the Title I office?

Yes, the office of Title I has issued customized tag number for each school that must be

used for inventory purposes.

Can I write in the information on the inventory form?

No. All information on the inventory forms must be completed electronically.

Do I have to use a new form for each fiscal year?

Yes. A separate inventory form is to be maintained for each fiscal year. Each year, the Office

of Title I will issue new inventory logs to each school with customized tag numbers.

How long do I have to keep inventory forms from previous years?

All federal grant documents should be retained for a minimum of five fiscal years.

How often does a school need to conduct a full, physical inventory?

Each school must conduct a full, physical inventory at least once every two years. The

principal or principalâ&#x20AC;&#x2122;s designee in the school is responsible for this process. If a discrepancy

is found between the inventory form and the physical inventory, the inventory form must be

updated at that time.

Technology is just a tool. In terms of getting the kids working together and motivating them, the teacher is the most important. Bill Gates