REVISED 9/2010
Materials Accountability Process
The Materials Accountability Process included any PO Request submitted beginning 9/15/08. POs processed before that date were not included.
Note, the below information is regarding procedures in FRED, please consult the ES manual for more information regarding policies and procedures for Purchase Orders, Instructional Funds, and Record Keeping.
1.
A. By default, FRED will
identify
1. all
items valued at less than $25 as consumable.
2. all items valued at $25 and greater as
non-consumable
B. There is a “consumable”
field on the
1. If an item is valued as less than $25, but the ES does not want it automatically identified as “consumable”, they should mark “n” on the consumable field to indicate that it is not consumable (as the default for this item would otherwise identify it as “consumable”).
2. If an item is valued at greater than $25, but the ES wants it identified as
“consumable”, they should mark “y” on the consumable field to indicate that it
is consumable (as the default for this item would otherwise identify it as
“non-consumable”). (If you have curriculum packages from vendors like K12 or
Calvert, please do not mark them as “consumable” or "consumed" until
the non-consumable items have been returned by the family. At that time, the ES
may mark the item as "consumed" in FRED.)
2.
A. Once a PO is processed, an
ES can go to the "view" PO File, click on the PO number, click on the
yellow "get parent receipt" button at the bottom right to print out a
receipt for the parent to sign when the materials are delivered. The
record is kept in the ES student files.
B. Each individual material
item is given a unique IEM number. This can be useful for tracking
materials, particularly if there are multiple families ordering the same exact
materials. If the ES would like to record the IEM number on a material (i.e.
in the inside cover of a textbook) they have the option to get that number from
the Parent Receipt, described above.
3. ES Materials List
Go to "View" Materials in FRED. The following tabs are available: Current Non-Consumables, Current Consumables, Items needing Serial Numbers, Transfer In, Transfer Out, Archive Requests.
A. Non-Consumables and
Consumables
ESes may make changes to the
materials consumable/non-consumable categories if the status of the material
was either incorrectly recorded on the
1. Materials on the Non-Consumables tab can be transferred to the Consumables tab by marking an X in the consumable box on the far right.
2. Materials on the Consumables tab can be transferred to the Non-Consumables tab by unmarking the X in the box on the far right.
NOTE: Marking or unmarking this box is the only thing needed to do to make it move. If you do not see it move right away, click somewhere in the blue area of the screen to see this change occur.
3. FRED will remove consumable items that cost less than $25 from the materials list quarterly. Consumable items costing more than $25 can be marked “consumed” and removed from the ES list once the item has been consumed by the family. See 4. Parent Materials List for more information.
B. Items needing Serial Numbers: A helpful tab for ESes to find and enter required serial numbers. Items on this tab are also on the Non-Consumables tab.
C. Transfer In/Transfer Out: These tabs refer to the process of transferring items to other ES’s. See 5 C below.
D. Archive Requests: When
you click the "archive" box on the Non-Consumables tab, the item will
move to the Archive Requests layout. A drop down will appear that lists several options: dropped off at Modesto LC (shelved), Dropped off at Ceres LC (shelved), Recycled, Dropped off at Modesto LC (obsolete), Dropped off at Ceres LC (obsolete). dropped off at CLC). For 2009, the obsolete copyright date for returning materials
to the learning center is "2000". Computers
have different obsolete specifications.
You must give a brief explanation
of why an item is being requested to be archived. If "recycled" explain why the material is no longer usable or if a computer item, what recycling center you took it too, etc.
These archive requests will
be reviewed annually and then removed to another FRED file. If further
explanation is required, the request will be denied and the item will be
returned to your materials list. Once you have added more information, resubmit
your archive request. Consult your ES advisor if you have any questions or
concerns.
4. Parent Materials List
The Parent’s Materials list is accessed and managed by clicking on the blue parent code on either the Consumables or Non-Consumables tabs. There are four layouts options: All Current items, Non-Consumables, Consumables, *Add Additional Items. Any of these options can be printed using the print button on the right. The ES can use this list to mark off items that have been returned, lost/stolen, willfully damaged, or consumed according to the Family Inventory and Tracking Missing Materials Policies.
*Note, the Add Additional Items button is to help ESes, when they choose, to add items from the family inventory that were not included in the FRED inventory; items that were loaned to parents prior to 9/15/08. The ES may keep these items tracked separately on paper, or may add them to FRED using this button. Click on the button, enter a description, a value, and select consumable or non. The item will then be added to the All Current Items tab6. How to Use the Bulletin Board in FRED: FRED has a tool called “Bulletin Board” for searching or advertising materials that are available. It is a communication tool for ES use and reference only. Arrangements for transporting materials are ES’s responsibility (to be negotiated by the ESes via email). Any costs incurred by shipping or mileage are not reimbursed by the school..
Process Button: Click one of the circles to the right of the item (returned, lost/stolen, willfully damaged, consumed). After marking off some or all of the items, click the Process button.
(This can be done at any time the ES wishes to refresh their
parent list. Those items that they do not wish to have processed,
can just be left blank. Mark off the ones that apply and do not mark anything
for items an active family still has or is using. If you accidentally put a
mark on an item by accident, and you don’t want that item marked in any way for
processing, you can use the clr button to the
left of the circles. For transfer students or students dropping from the
school, all items will need to be accounted for.)
The following steps will occur. After these steps have finished, any marked
items will be removed from the list, and a brief description of the transaction(s)
will appear in the “Item Transfer History” box.
A. Print Option: A pop up will give the option of printing a copy of the inventory. The printout will show the current layout and any actions requested. It is important to note that after the script has finished processing, the family’s materials inventory will not look the same. Any items that have been marked for processing in any way will no longer show on that parents list.
B. Returned: Any items marked “Returned” will have the parent code cleared, and will be returned to “In ES’s Possession”.
C. Consumed: Any items marked “Consumed” will be removed from the list and reviewed. If the item is obviously consumable (ink cartridge, pencils, paper, etc.) no comments are needed; but if the item would not appear to be consumable by it’s description, please enter more information as to why it is consumed in the comments section (click on the parent number, and then the “consumables” button.) This will help with the Consumed Screening process. If an item is not approved and reappears on your list, add more information as to why you are marking it consumed, and if needed, consult with your advisor for help.” The consumed items will be reviewed annually and then removed to another file in FRED.
D. Lost or Willfully Damaged: Any items marked “Lost” or “Willfully Damaged” will be moved to a list that student records sees, and a missing materials letter will be mailed and placed in their CUME file.
5. Individual Item Transfers
From the Materials Detail screen, click on the parent number
of the item you desire to transfer. This will take you to the Materials
Inventory screen. Click on the item number, click the Transfer Material button.
On this next screen, you have three buttons to choose from: Transfer to another family, Remove from
family, and Transfer to another ES.
A. Transfer to another family: This only works to transfer
materials among families of one single ES.
1. Click on this option, select a family, other than the current possessing family, and then click “continue”.
You will be asked if you wish to have funds transferred for this item.
If "no", select "no" and continue.
If "yes", you will be reminded that you "must obtain permission to transfer funds from the parent either by email or in writing to be kept in the student's file". Choose "Cancel", if you do not have permission, or choose "Proceed" if you do. When you click Proceed, you will be asked to indicate the amount of funds that you would like to have transferred. Type in the amount, and if the same or lower than the current value, a window will pop up that says "An email request has been sent to Journal Management to proceed with the funds transfer of this material." Click "OK", and you should receive a copy of the email sent to Journal Management, that will also be cc'd to your ES advisor.
2. The ES can also use this option to move a material that is currently “In ES’s Possession” to a family.
3. The parent code associated with the material will be changed, and a corresponding note will be added to the top of the “Item Transfer History” box.
B. Remove from family
1. By clicking this option, the parent code will be cleared, and the item will be shown as “In ES’s Possession”
2. A corresponding note will be added to the top of the “Item Transfer History” box.
C. Transfer to another ES (to see a video demonstration of the below process see Transfer from ES to ES in FRED, it may take a few minutes to download the file.)
1. In order to use this function, the resource must be “In ES’s Possession” (“B” above). It cannot be assigned to a family when you use this option.
2. When you click this option, you will be taken to a new screen. There will be a box where it says “Select the ES you would like to transfer to here:” Choose the ES.
3. If applicable, enter a negotiated transfer value. You can enter any price, up to the current value of the item. This field may be left blank, it is not required.
4. Click “continue”. An email will be sent to the ES that you have indicated, and a note about the request will be added to the top of the “Item Transfer History” box.
5. The item will now be listed on your Transfer Out tab. On that tab, each line will have the following two options: View and Cancel. If you click the Cancel button, an email will be sent to the ES that you are requesting the transfer with, telling them that you have changed your mind and no transfer of materials or funds has been made. A corresponding note will be added to the “Item Transfer History” box.
6. The receiving ES will receive the email and will see the item on the Transfer In tab. There are three buttons on each line there: View, Accept, and Deny. By clicking either of these, an appropriate email will be sent to the original requesting ES and a corresponding note will be added to the “Item Transfer History” box.
a) If the original ES specified a price for a transfer of funds with the request, it is clearly specified in the language of the email that, by clicking the Accept button on the Transfer In tab, the receiving ES is agreeing to the transfer of that amount of money. We assume that two ES’s will be in communication and negotiate the price, before initiating this process. But if you don’t agree, click Deny.
b) If funds were agreed to be transferred, an email will also be sent to the Advisor of the original ES. The Advisor of the receiving ES will also be cc’d, if they are a different person. This email will show the details of the transaction, and request that they forward this to accounts payable so that the transfer of funds can be processed.
c) If the funds transferred are less than the original value, the “Current Value” will be changed to that amount. When the material is assigned to a family, that new “Current Value” will be reflected on the parent Materials Inventory, described above.
7. When a material is in the process of being transferred, it will still appear on the original ES’s current list, on either the Consumable or Non-Consumable tab, as well as on that ES’s Transfer Out, and the receiving ES’s Transfer In tab. At the point that the receiving ES clicks Accept, the item will no longer show on the Transfer In/Transfer Out tabs, and it will show on the 2nd ES’s Current list, no longer on the 1st. At that point, the 2nd ES can use the “Transfer Materials Between Families” to assign the material to a selected family.
6. How to Use the Bulletin Board in FRED:
FRED has a tool called “Bulletin Board” for searching or advertising materials that are available. It is a communication tool for ES use and reference only. Arrangements for transporting materials are ES’s responsibility (to be negotiated by the ESes via email). Any costs incurred by shipping or mileage are not reimbursed by the school.