REVISED7/2009
Tracking Missing Materials
If all students in a family are leaving the school, the ES must complete the family inventory no later than one week after the drop date for regular/truant drops and at least 2 weeks before graduation for graduates. For students leaving at the end of the school year, this needs to be completed prior to ES Checkout. ESes must collect all materials when a family leaves the school, even materials that have been damaged or broken.
Missing Materials Letter
If a family refuses to return items or if the items are lost or willfully damaged, then the ES must mark the materials accordingly in FRED on the materials list, and click the "process button". This should be done within 24 hours of meeting with the family to go through their inventory. This will cause a missing materials letter to be sent to the family.
For Surpass Library materials checked out from the learning centers, the ES must collect and return the items within 10 days of the drop date, or the learning center will send a missing materials letter.
The Missing Materials Letter requests that the family pay the fine for the materials lost or damaged school property.
A public school may not sell materials other than at auction. If a family refuses to return an item, the missing materials fine will be the full price paid by CWCS to purchase the materials for the student's use. No percentage or scale of the original price will be applied.
For Other Missing or Damaged Materials
Missing or damaged materials can and should be reported at any time they are noted for any student—not just drops or graduates. If the family is returning a school computer, it should be checked to see if it is in working order. If it is not, and it appears to have been willfully damaged, consult your advisor and mark it accordingly in FRED.
If items are accidentally damaged or broken: For
items on ES materials list in FRED, the ES must contact cwcs@connectingwaters.org
to make arrangements for delivery of the item to the School Office. Notation
of this delivery should then be made by the ES on the materials list in FRED.
Computers are considered "broken" if they are still under warranty
and not able to be repaired/refreshed. If not under warranty, they will be
classified as "obsolete" and can be recyled as indicated in the
Computer Refresh/Repair policy. For all other materials not on the ES
materials list in FRED, the ES must track in their own student files and dispose
of the materials if no longer able to be used.)
Missing Materials items and charges
The ES is to use their professional judgment for all
school materials as to whether or not items returned from a student have been
willfully damaged and should be charged as a missing material in FRED or
if they were "used up" and should be discarded. Willfully damaged and Lost items need
to be marked in FRED. The ES should use their professional judgment to determine
a fair charge for willfully damaged items,
based on the life that would have been left in the item. The missing materials fine for lost items will be the full
price paid by the
Items to be discarded (used up and therefore neither lost or willfully damaged) should be marked as "consumed" in FRED.
Missing Materials Procedure
See Materials Accountability Process for more information. Items marked Lost or Damaged in FRED will no longer show on the ES’s current list. They will be placed on a list that student records sees, and a missing materials letter will be created by student records, mailed to the parent, and placed in the student's CUME file.
If an ES finds there are missing materials for a dropping
or graduating student that are not in FRED, the ES sends an email to Student Records at studentrecords@ieminc.org stating
that (student number and name) has missing materials and that a Missing Materials
form will be mailed or faxed soon. Follow up by
making a copy to keep in your files, and then mail/fax in all Missing Materials
forms to Student Records by the end of that week. (Missing Materials forms
for students who are not leaving the school do not need an initial email to
Student Records—the form is enough).
Within 48 hours of receiving the Missing Materials form or notification from FRED, Student Records will make appropriate notations in the Cumulative Layout Screen, place a Missing Materials letter with the Missing Materials form attached in the student’s cumulative file (and the file of all students in the same family) if the file is still in-house. If the student's cumulative file has already been sent out, Student Records will send the Missing Materials letter with the Missing Materials listed to the new school. A copy of both the letter and the form will be sent immediately to the parent by Student Records.
If the student returns the missing materials to the ES,
the ES completes the bottom part of the Missing Materials form (copy ES
saved for their records) to report to Student Records by mail or fax that
those materials have been returned. As missing materials are returned by the
parent to the ES, or payment is made by check to the student's school (mail
checks to the Placerville Office: CW Student records 4535 Missouri Flat Road, Ste. 1A, Placerville, CA 95667), Student Records will note it on the Cumulative Checklist layout
(which will also be visible on the Grad Participation layout). When
a student is cleared, the Missing Materials letter will be removed from the
cumulative file (or files if there are siblings), official transcripts
can be sent out, and/or diplomas printed. Checks received will be routed by
Student Records to the appropriate accounting department.
The Diploma printing personnel check the Missing Materials
status on the Grad Participation layout from the Student master before printing
a diploma, allowing one month after graduation for the above process to be
completed. If the Missing Materials space says “clear” the diploma can be
printed (there are no missing materials). If it indicates “MM”
there are missing materials and the office will not print a diploma.
If the space is blank, then the process for that student is not yet completed.
If a parent/student requests
information regarding their diploma, and the space indicates MM, refer the call
to the Student Records office who can give them specifics on how they can clear
the release of their records. If the space is blank, refer calls to their ES
for information.
Student Records will note it in the Cumulative
Checklist Screen when a MM form is received from an ES stating that the family
is now cleared, or when they received a check for the amount they owed. Student
records will also check to see if an official transcript has been
requested. If yes, the transcript will then be sent. The “cleared” will
also show up in the Graduation Participation layout and a waiting diploma can
be printed.