By Jessica Zaleski
Staying up-to-date on every education code can be a hefty task—and staying compliant can be even more challenging. With that in mind, we’ll be interpreting important education codes that apply to your inventory management strategies and supplying the information you need to meet the requirements.
This week, we’ll review California’s Education Code Section 35168.
What Does the Code Say?
Education Code 35618 states “The governing board of each school district shall establish and maintain a historical inventory and an audit trace inventory system, or any other inventory system authorized by the State Board of Education which shall contain the description, name, identification numbers, and original cost of all items of equipment required by it whose current market value exceeds five hundred dollars ($500.00) per item, the date of acquisition, the location of use, and the time and mode of disposal.”
What Does It Mean?
This code essentially says all California school districts must monitor their inventory with regular audits, and in their tracking, they must record these specific details for any item valued over $500:
• Item Description
• Name of the Item
• Identification Number
• Original Cost
• Date of Acquisition
• Location of Use
• Time and Mode of Disposal
It sounds like a lot of information, doesn’t it? Tracking the specifics of original cost, location of use (especially because this can change several times during the life of a device), and identification number in a spreadsheet can get messy quickly.
Luckily, a comprehensive inventory management system, like TIPWeb-IT, can help your district stay compliant. Using barcode technology to record daily updates of device location and track the current status of each item (In Repair, Lost, Returned to Vendor, etc.), TIPWeb-IT is more than just an audit tool. It supports the life-cycle management of assets you may not need to capitalize or depreciate, like computers and classroom equipment. Up-to-date information on unique asset details, funding source, and location history of an item through its life cycle are easily accessed. Additonally, districts can easily assign inventory to students and staff by integrating the software with their student information system. TIPWeb-IT can also integrate with your fixed asset system and automatically add new purchases, which will put all your data in one place, and save you time and resources.
Tracking so many details for every asset in your district doesn’t have to be a headache—with the right tools, you can ensure your district is compliant with education codes like this one, without adding extra steps or stress to your process.