Ordered Materials
Tracking Materials
ESs remain
responsible for all materials ordered from their ES account and must account
for them either by returning the materials, stating on the Family
Inventory—Materials Checkout that the materials have been consumed, or by
submitting a missing materials form. For items over $350, the Webfiles detail
for this item must also be kept up to date. Which option used will be
determined by the appropriate circumstances. ESs are responsible for all items
ordered by them or transferred to them from another ES, including consumables.
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 site library
d. written off as discarded
due to normal usage
e. written off as consumed, if appropriate
f. be listed on a Missing
Materials Form that has been submitted to the office.
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 Webfiles, even if it means typing in your home address:
1. Log into ES Webfiles.
2. From View, select ES Detail and Go.
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
Receipt by ES
Once items are
received by the ES, they must be stamped before distributing them to the
students. A school stamp can be obtained from your Area Facilitator. If an item
cannot be stamped, please stamp an address label to attach it to the item.
Consumable office supplies (pens, pencils, binder paper, ink cartridges) do not
need to be stamped.
Materials costing under $350 are
not entered into the database by the school. This however does not mean these
items are to be considered consumable. Most of these items will still need to
be accounted for and tracked in the normal method. If you have a question about
whether or not an item is consumable, contact your ES Advisor. The tracking of
items under $350.00 is the responsibility of the ES. When an item is no longer
being used by a student, it can be checked into a local Learning Center Library
for use by another student, given to another family who will use it, or
transferred to another ES. 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 or ask the ES Advisor to get materials to the ES. All other
materials, which are with the family, may be transferred as follows:
A list of all items in the
family’s possession is given to the new ES from the leaving ES. The new ES
visually confirms all items and initials each item. Those items not located and
signed off by the new ES are the responsibility of the leaving ES. Leaving ES
will file missing material slips for these items. Two copies of the form
showing merchandise with the family will be made; one copy for each ES involved
in the transfer. The original goes to Student Records to be placed in the
student file.
Transferring to a new IEM
school
An ES with a
student leaving one IEM school and immediately enrolling in another IEM school
will complete the ES Transfer checklist and provide it to the new ES in
the next school. Any non-consumable materials the family is still using
can be "loaned" to the receiving IEM school for up to one year
or the end of the school year, whichever comes first. The current ES must provide the receiving ES with a clear list of
materials the family still has in their possession at the time of the change of
school. The receiving ES from another IEM school will verify the
materials list as soon as it is received by reviewing it with the family (or
within 20 school days). The receiving ES is responsible to collect those
materials at the end of the loan period
and return them to the loaning school. Contact your ES Advisor for
specific school procedures for this return. It is the responsibility of the
“borrowing” ESs to pay for return shipping from their IF budget for that
family. Be sure to reserve dollars for
this expense.
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” (for an item
over $350 listed in ES Webfiles, be sure to indicate this on the Materials
detail layout for that item). If the ES feels the wear and tear was neglect or
willful abuse of the item, a missing material slip should be completed for the
item and submitted to the office.
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.
Status of POs
Education
Specialists must learn to use the school database technology and follow up your
own queries for basic information before sending in a request to the office.
Vendor Contacts
ESs should not
contact vendors directly, but instead contact vendor relations using the VR
inquiries link from the ES Handbook index webpage if there is a problem you
need resolved with a vendor or an item the vendor sent to you.
School Site Lending Libraries
Many areas have school
learning centers that may provide a lending library for ESs and families that
are enrolled in the charter school. Most sites require a signed agreement
stating that the person who checks out materials are responsible for any lost or
damaged items. It is the ESs responsibility to find out the terms and
conditions of use for any such local library and share this information with
their local 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.