REVISED 03/2012
Ordered Materials
Tracking Materials
Educational materials are tracked in FRED in the name of the ES who orders and receives a Purchase Order, and are considered the responsibility of the ordering ES. ESs are responsible for all materials ordered from their ES account or transferred to them from another ES (including consumables), and must account for them in FRED, using the Materials Accountability Process.
Every item issued to a student must be either:
a. in the possession of and in use by an enrolled student for educational
purposes
b. in the possession of the ES
c. checked into a local learning center library
d. written off as discarded due to normal usage
e. written off as consumed, if appropriate
f. be listed as a missing material in FRED (which will generate a missing materials letter to be sent to parent)
Materials Shipped
All materials are shipped directly to the ES by the vendor. The orders will be shipped to your shipping address listed by you in the school database. Some vendors will not ship to non-school addresses or to PO Boxes. Those products will be mailed out to the ESs as soon as they are received by the office. Remind your parents to expect delays for these orders.
Make sure that you have a shipping address listed in
FRED, even if it means typing in your home address:
1. Log into FRED.
2. From View, select ES Detail
3. Remember that some shipping companies will not ship to PO Boxes, therefore
you will need to provide the school with another shipping address. (You may
update your personal information here at any time, remembering that for mailing
address changes, you also need to contact Personnel/Payroll.)
Materials Received by ES
Once items are received by the ES, they must be stamped with a school stamp (available from Area Facilitator) before giving materials to student. If an item cannot be stamped, please stamp an address label to attach it to the item.
(Office supplies (pens, pencils,
binder paper, ink cartridges) do not need to be stamped.
Computer Software programs are school provided/owned materials.
If you have a question about school provided/owned materials, contact your ES Advisor.)
Have your parent sign either a copy of the packing list or a parent receipt (printed from FRED on the PO detail) every time you leave materials with them, regardless of the price. ES saves receipts in a file until the end of the school year for their referral. When an item is no longer being used
by a student, it can be checked into a Learning Center Library for use by
another student, given to another family who will use it, or transferred to
another ES (all noted in FRED). Parents agree to replace all materials that are either lost or
willfully damaged. All materials assigned to an ES must be returned and
accounted for before an Education Specialist withdraws from this
Transferring to a new ES
When you receive merchandise for a family which has transferred to a different ES, please make arrangements to get items to the new ES. Follow the Transfer directions in the Materials Accountability Process.
Transferring to a new IEM school
If a student transfers from one IEM school to another, materials
do not follow the family, but must be returned at the time of the transfer,
with new materials provided by the new school.
Items Which Are Past Their Life Expectancy
If school product is damaged, the ES uses their professional judgment to determine whether it is due to neglect or normal wear and tear of the product. If it is considered by the ES to be normal wear and tear, the product can be “discarded” and noted in FRED. If the ES feels the wear and tear was neglect or willful abuse of the item, it should be noted as a missing material in FRED
Missing Materials
See the process for dealing with Missing Materials in the Tracking Missing Materials section of the ES Handbook.
Determination of Inappropriate Family Requests
Each Education Specialist is responsible for determining whether a family has made unreasonable or inappropriate requests in terms of instructional materials. If a family has accrued a substantial amount of Missing Materials fine slips, it will be the ESs responsibility to determine at which point no further materials will be ordered for that family. Families may appeal determinations made by an ES, but any such appeal will only guarantee an opportunity for an explanation, not necessarily relief.
Learning Center Libraries
CWCS has learning centers that provide a lending library for ESs and families that are enrolled in the charter school. The Surpass library requires a signed agreement stating that the person who checks out materials is responsible for any lost or damaged items. It is the ESs responsibility to share the library information with their families. If a family uses the library and does not return items in the stated time the Es will be notified and a missing materials slip will must be submitted, following the procedure for any school missing materials.