PERSONNEL RECORDS REGULATION
 
Personnel Records Content
 
1.   Employee Personnel records may contain the following information:

• Personal information including, but not limited to, name, address, telephone number, emergency numbers, birth date and spouse
• Individual employment contract
• Evaluations
• Application, resume and references
• Salary information
• Copy of the employee’s license or certificate, if needed for the position
• Educational transcripts
• Assignment
• Records of disciplinary matters

 
2.   Employee health and medical records shall be kept in a file separate from the employee’s personnel records.  Health and medical records may contain, but are not limited to:

• Medical professional signed physical form
• Sick or long-term disability leave days
• Worker’s compensation claims
• Reasonable accommodation made by the school district to accommodate the employee’s disability
• Employee’s medical history
• Employee emergency names and numbers
• Family and medical leave request forms

 
Applicant File Records Content
 
Records on applicants for positions with the school district shall be maintained in the central administration office.  The records shall include, but not be limited to:
 

• Application for employment
• Resume
• References
• Evidence of appropriate license or certificate, if necessary for the position for which the individual applied
• Affirmative action form, if submitted

 
Records Access
 
Only authorized school officials shall have access to an employee’s records without the written consent of the employee. Authorized school officials may include, but not be limited to, the superintendent, building principal, or board secretary.  In the case f a medical emergency, the school nurse or other first aid or safety personnel may have access to the employee’s health or medical file without the consent of the employee.  Board members will generally only have access to an employee’s personnel file without the consent of the employee when necessary for the conducting of board business.
 
Confidential records include, but are not necessarily limited to, birth dates, addresses, gender, employment applications, performance evaluations and individual test scores.
 
 
 
Employee Record Retention
 
All employee records, except payroll and salary records, shall be maintained for  a minimum of seven years after termination of employment with the district.  Applicant records shall be maintained for a minimum of seven years after the position was filled.  Payroll and salary records shall be maintained for a minimum of three years after payment.
 
 
Adopted:  August 10 , 1998                  
 
Reviewed:  July 19, 2004                
February , 2009
February 17, 2014
 
Revised:  March 20, 2000

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FIXED ASSETS MANAGEMENT SYSTEM REGULATION
 
A.        Fixed assets management team.
 
1.         The fixed assets manager shall appoint a fixed assets management team.              Members of the fixed assets management team shall include:
                        a.         Superintendent, chair;
                        b.         Fixed assets manager;
                        c.         Building principals;
                        d.         Transportation director;
                        e.         One or more facility maintenance personnel;
                        f.          One or more technology personnel; and
                        g.         Others deemed necessary by the fixed assets manager.
 
            2.         The fixed assets manager, in conjunction with the fixed assets management team, shall:
                        a.         Conduct the initial fixed assets physical count;
                        b.         Develop the initial fixed assets listing;
                        c.         Tag fixed assets included in the fixed assets management system with a bar code identification number;
                        d.         Enter the necessary data into the fixed assets management system and compile the appropriate reports;
                        e.         Develop forms and procedures for maintaining the integrity of the fixed assets management system; and
                        f.          Maintain responsibility for an accurate fixed assets management system.
 
            3.         The initial fixed assets listing process must be completed by June 30, 1997.
 
B.         Initial machinery and equipment fixed assets listing process.
           
            1.         Assign up to three individuals from each building, one of which is a member of the fixed assets management team to oversee their building.
                        a.         Director of buildings and grounds is responsible for classrooms, offices, storage areas, recreation facilities.
                        b.         Transportation directors are responsible for school district vehicles.
                        c.         Food service supervisors are responsible for their food service areas.

 
            2.         An Initial Machinery and Equipment Fixed Assets Listing Form must be completed for each fixed asset with a historical cost equal to or greater than $5000.  The following information must be collected and entered into the fixed assets management system.
                        a.         Name of location-building/department /room;
                        b.         Location-building/department/room code;
                        c.         Balance sheet accounting/class code;
                        d.         General fixed assets account group or proprietary fund asset (state proprietary fund);
                        e.         Addition/acquisition date;
                        f.          Check/purchase order number or gift;
                        g.         Bar code or other type of identification number assigned to and placed on the fixed assets in a consistent manner by the fixed assets manager;
                        h.         Serial/model number;
                        i.          Cost-historical/addition/acquisition or estimated cost;
                        j.          Estimated useful life (proprietary funds only);
                        k.         Vender;
                        l.          Purchasing fund;
                        m.        Description of fixed asset;
                        n.         Fair market value on acquisition date (donated fixed assets only);
                        o.         Department/person charged with custody;
                        p.         Method of addition/acquisition-purchase, trade, gift, etc.;
                        q.         Quantity; and
                        r.          Replacement cost.
 
C.         Initial real property fixed assets listing process.
 
            1.         The fixed assets manager is responsible to complete the initial real property fixed assets listing.
 
            2.         An Initial Real Property Fixed Assets Listing Form must be completed.  The following information must be collected and entered into the fixed assets management system.
                        a.         Acquisition date;
                        b.         Seller;
                        c.         Cost-historical/addition/acquisition, including legal, architect, surveying and other related fees;
                        d.         Fair market value on acquisition date (donated fixed assets only);
                        e.         Estimated useful life of buildings (proprietary funds only);
                        f.          Balance sheet accounting/class code;
                        g.         Legal description;
                        h.         Location/address; and
                        i.          Addition/acquisition authorization.
 

 
D.        Determining historical cost.
 
            1.         The historical cost of a fixed asset is based on the actual cost expended in making the fixed assets serviceable.  For the initial fixed assets listing of currently owned fixed assets, records indicating the actual costs expended in making the fixed assets serviceable may be available in the central administrative office.
 
            2.         Gifts of fixed assets are given an "historical cost" of the estimated fair market value on the addition/acquisition date.
 
            3.         Fixed assets purchased under a capital lease are given an historical cost of their net present value of the minimum lease payments on the addition/acquisition date.
 
            4.         The historical cost of fixed assets in the proprietary funds must include capitalized interest and infrastructure.
 
            5.         Fixed assets for which the historical cost cannot be determined.
                        a.         Search board minutes to determine the approximate acquisition date, contract approval date or project approval date.
                        b.         Search central administrative office records at the time of the presumed addition/acquisition date, including those in storage, on microfiche or archives, to determine the actual costs expended in making the fixed assets serviceable.
                        c.         If no records can be found to determine the actual costs expended in making the fixed assets serviceable the school district may estimate the historical cost using back trending/standard costing after consulting with the school auditor.
 
E.         Annual fixed assets listing reconciliation.
 
            1.         The fixed assets manager, in conjunction with the fixed assets management team, shall conduct an annual fixed assets physical count to develop the annual fixed assets listing in a manner similar to the initial fixed assets listing process in B above.  At least every three years, someone other than the person in custody of the fixed assets in the building/department/room shall perform the fixed assets physical count for the building/department/room.
 
            2.         Upon completion of the annual fixed assets listing, the fixed assets listing is reconciled to the fixed assets management system data base.
 
            3.         Fixed assets found to have been excluded from the data base are added to the fixed assets management system.  The fixed assets management system process is reviewed to prevent future incidents of excluding a fixed asset.
 
            4.         Fixed assets unaccounted for are reported to the fixed assets manager who contacts the supervisor of and the employee/person in charge/control/custody of the fixed asset.  The employee/person in charge/control/custody of the fixed asset has thirty days to account for the fixed asset.

 
            5.         Fixed assets unaccounted for after thirty days are reported to the fixed assets manager for appropriate action and documentation.  "Appropriate action" may include discipline, up to and including discharge, and may require the employee/person in charge/control/custody of the fixed asset to replace the fixed asset.
 
            6.         The fixed assets manager is responsible for documenting the reasons each fixed asset was not reconciled to the fixed assets management system.
 
F.         Addition/acquisition of machinery and equipment fixed assets.
           
            1.         The school district's required purchasing administrative regulations and procedures must be followed to acquire machinery and equipment fixed assets.  The school district's required administrative regulations and procedures must be followed for receiving a gift of machinery and equipment fixed assets.
 
            2.         The Machinery and Equipment fixed assets Addition/Acquisition Form must be completed for each additional machinery and equipment fixed assets with an addition/acquisition cost of equal to or greater than $5000.  The following information must be collected.
                        a.         Name of location-building/department/room;
                        b.         Location-building/department/room code;
                        c.         Balance sheet accounting/class code;
                        d.         General fixed assets account group or proprietary fund asset (name proprietary fund);
                        e.         Addition/acquisition date;
                        f.          Check/purchase order number or gift;
                        g.         Bar code identification number assigned to and placed on the fixed asset;
                        h.         Serial/model number;
                        i.          Cost-historical;
                        j.          Fair market value on acquisition date (donated fixed assets only);
                        k.         Estimated useful life (for proprietary funds only);
                        l.          Vendor;
                        m.        Purchasing fund;
                        n.         Description of fixed asset;
                        o.         Department/person charged with custody;
                        p.         Method of addition/acquisition-purchase, trade, gift etc.;
                        q.         Quantity;
                        r.          Replacement cost; and
                        s.          Addition/acquisition authorization.
 
            3.         Machinery and equipment fixed assets acquired in a month must be entered into the fixed assets management system in the same month.
 

 
G.        Addition/acquisition of real property fixed assets.
 
            1.         The school district's required purchasing administrative regulations and procedures must be followed to acquire a real property fixed asset.  The school district's required administrative regulations and procedures must be followed for receiving a gift of a real property fixed asset.
 
            2.         The Real Property Fixed Assets Addition/Acquisition Form must be completed for each additional real property fixed asset.  The following information must be collected.
                        a.         Addition/acquisition date;
                        b.         Seller;
                        c.         Cost-historical/addition/acquisition, cost including legal, architect, surveying and related fees;
                        d.         Balance sheet accounting/class code;
                        e.         Fair market value on a requisition date (donated fixed assets only);
                        f.          Estimated useful life of buildings (for proprietary funds only).
                        g.         Legal description,
                        h.         Location/address; and
                        i.          Addition/acquisition authorization.
 
            3.         For real property fixed assets in the general fixed assets account group, the actual costs of construction in progress, other than infrastructure, is entered into the fixed assets management system in the month in which costs are incurred until the total cost of addition/acquisition is entered.  Upon completion of construction, the total costs accumulated over the period of construction are reclassified to buildings.
 
            4.         For real property fixed assets in the proprietary funds, the actual costs of construction in progress, including infrastructure construction, is entered into the fixed assets management system in the month in which costs are incurred until the total cost of addition/acquisition is entered.  Upon completion of construction, the total costs accumulated over the period of construction are reclassified to buildings.
 
            5.         Real property fixed assets acquired in a month must be entered into the fixed assets management system in the same month.
 

 
H.        Relocation/transfer of machinery and equipment fixed assets.
 
            1.         A fixed assets Relocation/Transfer Form must be completed prior to removing machinery and equipment fixed assets from their current location.  The following information must be collected:
                        a.         Relocation/transfer date;
                        b.         Quantity;
                        c.         Bar code identification number;
                        d.         Current location-building/department/room code;
                        e.         Name of current location-building/department/room;
                        f.          New location-building/department/room code;
                        g.         Name of new location-building/department/room;
                        h.         Date placed at new location-building/department/room;
                        i.          Department/person charged with custody; and
                        j.          Relocation/transfer authorization.
 
            2.         Machinery and equipment fixed assets relocated/transferred in a month must be entered into the fixed assets management system in the same month.
 
I.          Disposal of machinery and equipment and real property fixed assets.
 
            1.         A Machinery and Equipment fixed assets Disposal Form must be completed prior to disposing of machinery and equipment fixed assets.  The following information must be collected:
                        a.         Disposal date;
                        b.         Quantity;
                        c.         Bar code tag identification number;
                        d.         Disposal method-junk, trade, sale, trade-in, etc.; and
                        e.         Disposal authorization.
 
            2.         A Real Property fixed assets Disposal Form must be completed prior to disposing of real property fixed assets.  The following information must be collected.
                        a.         Disposal date;
                        b.         Legal description;
                        c.         Location/Address;
                        d.         Purchaser;
                        e.         Disposal method-trade, sale, stolen, etc.; and
                        f.          Disposal authorization.
 
            3.         Machinery and equipment/real property fixed assets disposed of in a month must be entered into the fixed assets management system in the same month.
 

 
J.          Lost, damaged or stolen machinery and equipment fixed assets.
           
            1.         A Lost, Damaged or Stolen fixed assets Report must be completed when a fixed asset has been lost, damaged or stolen.  The following information must be collected:
                        a.         Date of loss, damage or theft;
                        b.         Employee/person discovering;
                        c.         Quantity;
                        d.         Description of fixed asset;
                        e.         Bar code tag identification number
                        f.          Location-building/department/room;
                        g.         Description of loss, damage, etc.;
                        h.         Filing of police report-yes or no;
                        i.          Filing of insurance report-yes or no;
                        j.          Sent for repair-yes or no;
                        k.         Date returned from repair;
                        l.          Date returned to location-building/department/room;
                        m.        Department/person charged with custody; and
                        n.         Authorization.
 
            2.         Fixed assets damaged, lost or stolen in a month must be entered into the fixed assets management system in the same month.
 
K.        Fixed Assets Reports
 
            1.         Annual reports for June 30 each year.
                        a.         fixed assets listing including the following items for the school auditor:
                                    1)  Balance sheet accounting/class code;
                                    2)  Purchasing fund;
                                    3)  Bar code tag identification number;
                                    4)  Description of the fixed asset;
                                    5)  Historical cost; and
                                    6)  Location
                        b.         fixed assets listing by location/building
                        c.         fixed assets listing by department/employee/person charged with custody; and
                        d.         fixed assets listing by replacement cost.
 

FIXED ASSETS MANAGEMENT SYSTEM DEFINITIONS
 
Back trending/standard costing -     an estimate of the historical original cost using a known average installed cost for alike units as of the estimated addition/acquisition date.  This cost is only applied to the fixed assets initially counted upon implementation of the fixed assets management system when the historical original cost cannot be determined.  It is inappropriate to apply the back trending/standard costing method to any fixed asset acquired after the fixed assets management system implementation date.
 
Balance sheet accounting/class codes -     the codes set out for fixed assets in the Iowa Department of Education Uniform Accounting Manual.  They are:  211-sites; 221-site improvements; 222-accumulated depreciation on site improvement; 231-buildings and building improvements; 232-accumulated depreciation on buildings and building improvements; 241-machinery and equipment; 242-accumulated depreciation on machinery and equipment, and 251-construction in progress.
 
Book value -     The value of a fixed assets on the records of the school district, which can be the cost or, in the case of fixed assets in the proprietary fund, the cost less the appropriate allowances, such as depreciation.
 
Buildings and building improvements - A fixed assets account reflecting the addition/acquisition cost of permanent structures owned or held by a government and the improvements thereon.
 
Capital expenditures/expenses -    Expenditures/expenses resulting in the addition/acquisition of or addition/acquisition to the school district's general or proprietary fixed assets.
 
Capital fixed assets -     Fixed assets with a value of equal to or greater than $5,000 based on the historical cost.
 
Capitalization policy -   The criteria used by the school district to determine which fixed assets will be reported as fixed assets on the school districts financial statements and records.
 
Capitalization threshold -  Dollar limit set for capitalizing fixed assets.
 
Capitalized interest -- Interest accrued and reported as part of the cost of the fixed assets during the construction phase of a capital project.  The construction phase extends from the initiation of preconstruction activities until the time the asset is placed in service.
 
Construction in progress - Buildings in the process of being constructed other than infrastructure.
 

Contributed capital -  The permanent fund capital of a proprietary fund.  It is created when a residual equity transfer is received by a proprietary fund;  a general fixed assets is "transferred" to a proprietary fund;  or a grant received is restricted to a capital acquisition or construction.
 
Cost - The amount of money or other consideration exchanged for goods or services.
 
Depreciation -   Expiration in the service life of fixed assets, other than wasting assets, attributable to wear and tear, deterioration, action of the physical elements, inadequacy and obsolescence.  In accounting for depreciation, the cost of a fixed asset, less any salvage value, is prorated over the estimated service life of such an asset, and each period is charged with a portion of such cost.
 
Fixed assets -    Long-lived tangible assets obtained or controlled as a result of past transactions, events or circumstances.  Fixed assets include buildings, construction in progress, improvements other than facilities, land and machinery and equipment.
 
Fixtures -    Attachments to buildings that are not intended to be removed and cannot be removed without damage to the buildings.  Those fixtures with a useful life presumed to be as long as that of the building itself are considered a part of the building.  Other fixtures are classified as machinery and equipment.
 
General fixed assets -    Capital fixed assets that are not fixed assets of any fund, but of the governmental unit as a whole.  Most often these fixed assets arise from the expenditure of the financial resources of governmental funds.
 
General fixed assets account group (GFAAG) -  a self-balancing group of accounts established to account for fixed assets of the school district, not accounted for through specific proprietary funds.
 
Historical (acquisition) cost -     The actual costs expended to place a fixed assets into service.  For land and building, costs such as legal fees, recording fees, surveying fees, architect fees and similar fees are included in the historical cost.  For machinery and equipment, costs such as freight and installation fees and similar fees are included in the historical cost.
 
Improvements other than buildings -  Attachments or annexations to land that are intended to remain so attached or annexed, such as sidewalks, trees, drives, tunnels, drains and sewers.  Sidewalks, curbing, sewers and highways are sometimes referred to as "betterments," but the term "improvements" is preferred.
 
Infrastructure assets -    Public domain fixed assets such as roads, bridges, curbs and gutters, streets and sidewalks, drainage systems, lighting systems and similar assets that are immovable and of value only to the governmental unit.
 
Investment in general fixed assets -       An account in the GFAAG representing the school district's investment in general fixed assets.  The balance in this account generally is subdivided according to the source of the monies that finance the fixed assets addition/acquisition, such as general fund revenues and special assessments.
 
Land and building - Real property owned by the school district.
 
Machinery and equipment - Fixed assets which maintain their identity when removed from their location and are not changed materially or consumed immediately (e.g., within one year) by use.  Machinery and equipment is often divided into specific categories such as:  transportation machinery and equipment which includes school buses and school district owned automobiles, trucks and vans; other motor machinery and equipment which includes lawn maintenance machinery and equipment, tractors, motorized carts, maintenance machinery and equipment, etc.; other machinery and equipment which includes furniture and machinery and equipment contained in the buildings whose original cost is equal to or greater than $5000 and fixed assets under capital leases and fixed assets being acquired under a lease/purchase agreement.
 
Proprietary fund fixed assets -   Capital fixed assets that are fixed assets specific to a proprietary fund, such as school nutrition fund or child care fund.  Most often these fixed assets arise from the expenditure of financial resources of a proprietary fund.
 
Replacement cost -    The amount of cash or other consideration required today to obtain the same fixed assets or its equivalent.