Materials Checkout Recordkeeping Procedure

revised 10/24/07

1. All non-consumable items (items to be returned when the student is finished using them) are recorded on the standard Materials Checkout Sheet.  Parents will sign this form when receiving the non-consumable items. 

• Optional - Record the purchase price of the item on this form, so there is a clear record of how much to charge, if the item is lost or damaged.

• The ES will clearly mark the date when an item is returned to her/him, and strike the item from the list by marking a single line through it on the form. 

• One form will be used until all the spots on that form are filled up, then a second, third, etc. form is started and filled up with item listings, as needed.  

• Once all the items on a given Materials Checkout Sheet are returned to the ES, the form may be removed from the student's file and discarded.  

• The Materials Checkout Sheet is available as a Word document, so items may initially be typed on the form, then printed for parent signature, or the form can be printed and items handwritten on it.  A combination of handwritten and typed listings on a single form is perfectly acceptable.

2. The parent signs the packing slip(s) showing all consumable items (those that we do not expect back). 

• The signature serves as proof that the parent received the items.

• The signed packing slip provides a general accounting of how much the student currently has in her/his possession. 

• The non-consumable items included on the same packing slip are either crossed off of the packing slip or clearly marked with some indicator that they are non-consumable, which will tell another ES that the item is listed and accounted for on the Materials Checkout Sheet. 

• If a student transfers to another ES, the packing slips could be removed from the student's file and placed in the packing slips file, as those slips would reflect only items that are consumable and, therefore, not a concern to the receiving ES, since they are not expected back.

Notes:

• If there are just a couple of consumables on a packing slip, you might consider writing them on the checkout sheet, so they aren’t lost on a bigger piece of paper, and you keep the number of papers in your file down.

• It is acceptable to record all items, both consumable and non-consumable, on a Materials Checkout Sheet.  If this option is chosen, be sure to clearly indicate if each item is consumable or non-consumable.

• Library items that you check out for the families and deliver to them will be recorded on the Materials Checkout Sheet, consumable or non-consumable. 

• If the family goes to the library and checks out materials without you present, the list of the items checked out from the library that the office mails to you will be kept in the file alongside the standard Materials Checkout Sheet.  If you wanted to, you could copy that library list onto a checkout sheet.  This is not necessary, but if it helped you to keep things organized, it would be fine.

• Parents must sign for everything you deliver to them, so if you do not have a packing slip for a consumable item  (because it came from the library, did not come with a packing slip, or for any other reason), you will record it on the Materials Checkout Sheet.  

• An idea – Keep one Materials Checkout Sheet listing consumable items and a separate sheet(s) listing non-consumable items.

• You will continue to keep packing slips in a separate file (if not in student’s file w/ signature), just in case there is a time that we need to have that particular kind of documentation of school purchases.