“Big Ticket” Items

revised 8/29/07

 

Whether purchased using instructional funding (IF) or borrowed from the school library, the following “big ticket” items require a GVCS Educational Plan and an appropriate tracking form:

·       Microscope

·       Telescope

·       Large skeleton

·       Camera

·       Video Camera

·       Guitar

·       Violin

·       Other String Instruments

·       Keyboard

·       Musical Instruments/Equipment over $100

·       Sewing Machine

·       Incubator

·       Graphing Calculator

·       Any item over $100 (excluding textbooks and teacher’s editions)

·       Printer (Ed. Plan not required for printers)

 

GVCS reserves the right to add to or modify this list as necessary.

 

A.    If a student orders one of the above-mentioned “big ticket” items using IF, the ES gets a signed GVCS Educational Plan, which is kept in the student’s file.  Additionally, the appropriate tracking form is filled out and the original sent to the GVCS office; the ES keeps a copy of the tracking form in the student’s file.  There is no established checkout time limit; the ES determines how long the student may keep the item according to the educational plan and actual usage, per usual.

When the student is finished using the item or disenrolls from the school, the ES returns the item, with his/her file copy of the tracking form attached, to the GVCS office.

 

B.    If one of the above-mentioned “big ticket” items is borrowed from the school library, one of two scenarios will occur.

  1. If the parent picks the item up during a library visit:

    1. The ES mails or faxes a signed GVCS Educational Plan to the office.

    2. The ES keeps original GVCS Educational Plan in the student’s file.

    3. The librarian fills out the appropriate tracking form and gets the parent signature.

    4. The librarian sends a copy of the tracking form to the ES along with the list of items checked out to the student.  The ES keeps the copy of the tracking form in the student’s file.

    5. The ES deducts the appropriate upkeep fee from the student’s budget register, if any (see chart).

    6. The ES keeps track of how long the student is allowed to keep the item (see chart).

    7. When the time limit is up, the student is finished using the item, or the student disenrolls from the school, the ES collects the item, inspects it, and returns it with his/her file copy of the tracking form attached, to the GVCS office.

  2. If the ES picks the item up for the student from the library:

    1. The ES keeps original GVCS Educational Plan in the student’s file.

    2. The ES fills out the appropriate tracking form and gets the parent signature.

    3. The ES sends the original signed tracking form to the office after delivery of the item.

    4. The ES keeps a copy of the tracking form in the student’s file.

    5. The ES deducts the appropriate upkeep fee from the student’s budget register, if any (see chart).

    6. The ES keeps track of how long the student is allowed to keep the item (see chart).

    7. When the time limit is up, the student is finished using the item, or the student disenrolls from the school, the ES collects the item, inspects it, and returns it with his/her file copy of the tracking form attached, to the GVCS office.

 

In any case, all “big ticket” items must be returned to the library after a student is finished using it; these items may not go directly to another family.  Additionally, all “big ticket” items must be returned in the same packing/box/case in which they were delivered to the family.

 

With the exception of the graphing calculators, these “big ticket” items will not be shipped to/from the school library.  The ES will need to make arrangements to pick up requested items in a timely fashion.  The ES must also arrange for the timely return of these items to the office.  Items will be transported to/from Pasadena by advance request only.

 

When ordering “big ticket” items, keep in mind that there is a weight and size limit for all items purchased with IF.  Items purchased with IF are limited to a weight of 50 lbs., and the size is limited to what the ES can reasonably transport.  If there is a necessary item that is heavier than 50 lbs., contact the School Director for permission.  A team lift plan will be required if approval for the item is given. 

 

Please see below for chart summarizing the specifics of “big ticket” items.

 

There is a specific procedure for ordering and tracking computers.  Please refer to Computers – Acquiring, Tracking, & Returning for details.

 

Tracking Forms – New tracking forms have been created specifically for many of these items; a generic tracking form is available for the rest.  All tracking forms now include a section where, upon return of the item to the ES, the ES initials that the item has been inspected and has been found to:

·       Have no damage.

·       Be in need of service due to normal wear and tear.

·       Be in need of repair outside of normal wear and tear.  In this case, the Missing Materials Form is attached.  The repair fee is the responsibility of the parent/guardian.

·       Be damaged beyond normal wear and tear and beyond use.  In this case, the Missing Materials Form is attached.  The replacement fee is the responsibility of the parent/guardian.

 

Educational Plans – The educational plan for “big ticket” items will be recorded on the GVCS Educational Plan form.  The ES will work with the parent to fill in the form, and a copy of the form is kept in the student’s file.  If the parent is visiting the library to get the item on his/her own, then a copy is also faxed/mailed to the school office.  The “statement of educational plan” need not be lengthy or extremely detailed.  In most cases, one to two sentences will be adequate.  For example, if the student wishes to use a graphing calculator for the whole school year, the statement “Student is taking Algebra 2, which requires a graphing calculator,” is adequate.


 

Summary of “Big Ticket” Item Requirements

 

Item

Tracking Form required?

Specific form?

Educational Plan required?

Limited checkout time

from library

Upkeep fee

Computer

Yes

use NEW, USED, or LAPTOP form

No

No

$90
Printer Yes use PRINTER form No No None

Microscope

Yes

use MICROSCOPE form

Yes

2 months

$10

Telescope

Yes

use GENERIC form

Yes

2 months

$10

Large skeleton

Yes

use GENERIC form

Yes

2 months

None

Camera

Yes

use GENERIC form

Yes

According to Ed Plan, not to exceed current school year

None

Video Camera

Yes

use GENERIC form

Yes

According to Ed Plan, not to exceed current school year

None

Guitar

Yes

use GUITAR form

Yes

According to Ed Plan, not to exceed current school year

$30

Violin

Yes

use VIOLIN form

Yes

According to Ed Plan, not to exceed current school year

$30

Other String Instruments

Yes

use MUSICAL INSTRUMENT form

Yes

According to Ed Plan, not to exceed current school year

$30

Keyboard

Yes

use ELECTRONIC KEYBOARD form

Yes

According to Ed Plan, not to exceed current school year

None

Musical Instruments/Equipment over $100

Yes

use MUSICAL INSTRUMENT form

Yes

According to Ed Plan, not to exceed current school year

None

Sewing Machine

Yes

use GENERIC form

Yes

According to Ed Plan, not to exceed current school year

$40

Incubator

Yes

use GENERIC form

Yes

According to Ed Plan, not to exceed current school year

None

Graphing Calculator

Yes

use GENERIC form

Yes

According to Ed Plan, not to exceed current school year

None

Any item over $100 (excluding textbooks and teacher’s editions)

Yes

use GENERIC form

Yes

According to Ed Plan, not to exceed current school year

None

 

 

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