4.3 NAG 4.3 Property

6.9.2018

P & P No: 4.3

The School is charged with using the money it is allocated by the Ministry of Education in a prudent way in order to assist with the education of students at the school. Resources and equipment can be bought for use with a particular student or group of students, but such items cannot become the property of that student or group and must available to the whole of Arahunga.

Authority:

Day to day operational authority over property matters has been delegated to the Executive Officer by the Principal and Board of Trustees. In turn limited property operational authority has been delegated to the Regional Managers. All property related purchasing or decisions must be approved through the Executive Officer, or their delegated representatives in their capacity of representing the Principal and BoT.

Equipment and resources

Purpose:

To ensure that all equipment and resources that are purchased with school money are cared for, and available for all students.

Guidelines:

  • No resources or equipment should be purchased without direct approval from a member of the Executive Team.
  • All equipment and resources, whatever region, department, or class it is held in or class budget it was purchased from, are the property of Arahunga. (The exception to this is documents the Executive Team designate as individual professional documents. These are documents that the staff need to use regularly and would benefit from being able to draw on and highlight directly as a working and learning document.)
  • Any non-consumable item costing more that $500 must be entered onto the Equipment register.
  • Teachers are responsible for ensuring equipment and resources are looked after appropriately by their students, and returned straight after use.
  • It is the responsibility of the teacher to report the need for maintenance of equipment held in their department to the Office Administrator.
  • Equipment and resources that are not being used on a regular basis should be returned to the Resource Library, to enable them to be accessed by other Arahunga teachers.
  • Staff should check with other staff and look in the Resource Room in case similar items are already held there, before requesting authority to purchase new resources.
  • Record all resource items taken for staff or student use in the Register in the Resource Room.

Use of school equipment & resources

The School is charged with using the money it is allocated by the Ministry of Education in a prudent way in order to assist with the education of students at the school. School equipment is provided for student use in order to help students make progress towards their learning goals, or for staff use in order to assist with planning and reporting requirements.

Arahunga resources and equipment should not be used by any persons other than students and staff of Arahunga School unless written permission has been gained from a member of the Executive Team.

If an individual or organisation wishes to use school equipment and resources for a private purpose, they must apply to the Principal in writing, and receive written permission for this private use. The Principal may choose to redirect this request to the Board of Trustees.

Staff use of school equipment & resources at home

It is acknowledged that there are times when staff may need to take school equipment and resources home so that they are able to work at home. In particular, such items as school laptops, digital still and video cameras, and data cards are likely to be taken home to be used by staff. A substantial amount of money has been spent on equipment and resources for the school, and this investment needs to be protected.

Please note that equipment and resources that are taken home are generally covered by the school’s insurance, but staff may be asked to pay the excess where the school deems it appropriate.

  • Staff should only take school equipment or resources home to use for school related work.
  • If staff wish to use school equipment and resources for other purposes, they must apply in writing to the Board of Trustees or the Principal, and receive written permission for this, as outlined above.
  • Staff need to be aware that they are responsible for the proper care and use of the equipment and resources at home.
  • The resources and equipment should be kept secure at all times.
  • School equipment and resources are not to be used by anyone other than the staff member concerned.
  • Staff are liable in full for any charges that should result from the improper use of resources and equipment. This could include repairs, replacement and any charges incurred from any outside agency as a result of this improper use.
  • Valuable school equipment (such as laptops) should be kept out of site of passer’s by when it is necessary to leave such items in a parked vehicle.

Student/ Family use of school equipment & resources

In special cases students may be able to be loaned school equipment, but it must be made clear that the school continues to own this item, and it is only on loan to the students and their family. If a student requires a piece of equipment at home or for a prolonged period, avenues such as Enable funding, and the Assistive Technology Fund, should be sought. Before such material is loaned to families, staff should:

  • Check that the family are insured or otherwise are able to replace or repair the item should it be lost, stolen or broken.
  • Check that the family agree to replace items if necessary.

Asset Register

This is held in the office and only records items that are worth $1000 or more.
The Executive Officer maintains the asset register and only the Executive Officer or the Principal are authorized to add and delete items from this register.

Resource Management System

Purpose:

  • To record details and serial numbers of school equipment in case of theft.
  • To keep track of where or who resources are issued to.
  • To assist the Board of Trustees and the Staff with planning for the replacement of items that are not consumables.

Guidelines:

  • The Koha Library Management System is replacing the equipment and Library register.
  • All purchases that are not consumables must be entered on the Resource Management System for insurance purposes.
  • The following items are examples of purchases that need to be included on the Equipment Register—furniture, equipment, whiteware and ICT items such as computers, cameras, expensive software with site licences, books, games, teaching kits.

Entering Items into Koha Library Management System

The actual data entry on to this system is done by the Resource Room staff under the direction of the Executive Officer.

Distinguishing between Host Schools and Arahunga

When it comes to matters of physical property such as buildings, playgrounds etc, Arahunga School is only responsible for its Regional Bases. MOE guidelines prohibit us from using our monies for the purpose of the general upkeep and maintenance of the buildings in which our Satellite Classes are located. These are the responsibility of the Host Schools. (There are some exceptions to this.)
Furniture and equipment within these classes have usually been purchased by Arahunga, and the responsibility for repairs and maintenance to furniture and equipment is therefore Arahunga’s.
If in any case a staff member is unsure about who they should report matters that are a health and safety concern to, or who to notify maintenance requirements to, they should check with their Team Leader immediately.

Ten Year Property Plan

The Board Member with the Property Portfolio is responsible for assisting the Board to follow the Ten Year Property Plan. In this plan, which has been approved by the Ministry of Education, items are set down each year as being due for maintenance, and this leads to the Maintenance Plan mentioned below.

Maintenance Plan

This is the yearly list of items that are due major maintence work. The Executive Officer will assist the Board and the Board member (property) to ensure that these matters are attended to as scheduled.

Hazards Checklist

Purpose:

  • To ensure regular checking of school buildings and grounds to identify and address hazardous conditions and maintenance issues.
  • The Hazards Checklist is maintained by the elected Health and Safety Officer and reviewed by the health and Safety Committee regularly for issues that needs attending to.

Staff Located In Regular Schools (including Satellite and Outreach Services):

  • Teachers must be familiar with, and follow, the procedures set down by the Host/Regular School for notification of hazards and maintenance
  • Hazards and items for maintenance which are not addressed by the Host School should be notified to the Executive Officer in writing (e-mail to the address arahungaoffice@welearn.school.nz is acceptable – please state in the e-mail the date of the notification you have made to host school).
  • If no action is taken after the notification to the Host School, re-report the hazard to the Executive Officer in person at 1 Poynter Place and fill in an incident report.
  • In the case of a serious and immediate health and safety issue, please contact the Office Administrator immediately. The school office phone number is 06 348 7139.

Key Register

Purpose:

  • To ensure the whereabouts of all school keys is known and recorded.
  • To ensure the safety of the school buildings and assets.

Guidelines:

  • All school keys are to be numbered and allocated to people on the recommendation/agreement of the Executive Officer, the Principal and the Board.
  • The name of the person who is allocated the key is recorded next to the key number in the Key Register. This register is confidential and is maintained by the Executive Officer.
  • The Executive Officer, Regional Managers and the Principal retain keys to the filing cabinet where confidential documents are stored.
  • Only members of the Executive Team and the Office Administrator have keys to the Principal’s office and other areas of confidential storage.
  • Keys must not be given to other people without the permission of the Board’s delegated representatives. The BoT’s delegated representatives for keys are the Executive Team members.
  • All key holders must be aware of the need for security procedures for safe-guarding school property.

Review schedule: Within 3 years

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