Administrative Procedure 559
AUTHORIZED USE OF DISTRICT (SCHOOL/DEPARTMENT) PROPERTY, MATERIALS AND EQUIPMENT Background The District expends a significant portion of its budget on property, materials and equipment for the purpose of operating its schools and departments. Given that the District is publicly funded for the purpose of operating schools, personal use of District property, materials and equipment, or use by outside organizations shall be restricted to authorized uses. Procedures 1. Principals and non-school based department heads are accountable for District and school/department property (land, buildings, equipment, materials, supplies, etc.) under their jurisdiction. This includes responsibility to take the necessary measures to safeguard the property, to prevent and track damage, theft or loss, and to report any damage, theft or loss to the Manager, Business Services and their respective superintendent. 2. Use of District Property, Materials and Equipment for District Purposes 2.1
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All school and department property is considered to be District property, regardless of how the property was acquired or the source of funds used. District employees (including contracted service providers and agents of the District), parents, students and volunteers shall only use District property for District purposes unless where allowed otherwise by District administrative procedure.
The Principal or non-school based department head, subject to District administrative procedures and budgetary constraints, has discretion as to the property, material or equipment that may be made available to employees to fulfil their job responsibilities. Employees, students, volunteers or other individuals are not to lend, borrow, take home or off-site, or otherwise remove from school or District premises tools, equipment, supplies, materials or other property of the District (including cash), even if the purpose is to carry out a District-related activity. In limited circumstances, where required for school or District purposes, the principals or non-school based department head may authorize this to occur. The onus, however, is on employees, students or volunteers to ensure they have written approval prior to borrowing or taking off-site District property, even if for District purposes, except for situations considered to be regular practice such as extracurricular sports and field trips.
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3. Use of District Property, Materials and Equipment for Personal Purposes 3.1
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Employees shall not use District property, materials and equipment for personal benefit or gain except where allowed specifically in District administrative procedures. In limited circumstances, employees may be authorized to develop materials and collect royalties, subject to administrative procedure Patents, Copyrights and Royalties.
Authorized use of District (including school and department) property, materials or equipment for personal use by employees, students or volunteers shall not be subsidized by the District or result in the District incurring any costs under any circumstances. School or department property, equipment or materials shall not be used, under any circumstances, for producing items or services for resale with personal benefit or gain. Employees inappropriately using District property, equipment or materials shall be subject to discipline, up to and including dismissal. Employees, students or volunteers placing personal long distance calls using District telephones shall only do so using personal calling or credit cards, except in cases of unforeseen emergencies. Where an emergency has arisen, the employee shall expeditiously inform the Principal or department head, and reimburse the charges. In the case of employees with District authorized cell phones, reimbursement to the District (or school, if applicable) for personal calls costing over and above the authorized monthly cell phone charge shall be submitted with authorization of the monthly bill. It is the employee’s responsibility to review the monthly bill and submit reimbursement, regardless of how the cell phone charges are paid (e.g., invoice, purchase card, etc.).
The District recognizes that some personal use of District property (not including cash), materials or equipment, with a nominal cost to the District, are acceptable. Such acceptable nominal cost usage includes: the use of District telephones for local calls (except where cell phone use creates costs in excess of the flat charge); personal use of District computers (subject to restrictions contained in the Administrative Procedure 140 - Employee Acceptable Use for Internet Use); occasional use of District fax machines for local faxes; and occasional use of photocopiers for a few pages. The onus is on the employee to use sound judgement in this regard, and to ensure that they have supervisory prior approval if there could be any perception of inappropriate usage. Inappropriate use could result in discipline, up to and including dismissal. When, under extraordinary unforeseen emergency circumstances, employees, students and volunteers need to use District equipment or materials for personal use, they shall have prior approval from their supervisor or in the case of students, from their teacher, unless impossible due to urgency. The onus is on the employee, student or volunteer to advise their supervisor or (in the case of students) their teacher, expeditiously, of any non-nominal personal use cost they incur (i.e., photocopying, fax, District internal mail/courier system, external mail and courier system, internet, etc.). Prompt reimbursement to the District shall be provided.
Calgary Roman Catholic Separate School District No. 1 Administrative Procedures Manual
April 2016 Page 2 of 3
4. Use of District Property, Materials and Equipment by External Organizations 4.1
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In order to use District facilities for recreational, professional development or other authorized uses, community groups and external (public) organizations, (including District unions/associations and registered societies), require a Rental Permit (Form 550-2) issued by the District, or Facility Use Permit (Form 550-1) issued by the City of Calgary under the authority of the District.
Furnishings, equipment or materials shall not be lent to any external organization (including registered societies) at any time unless specified as part of a Rental Permit, or a Facility Use Permit, or unless the Secretary-Treasurer grants approval otherwise (refer to Administrative Procedure 550 - Rental and Community Use of School Facilities and also to Administrative Procedure 524 - Registered Societies), or has approved a contract with a third party. Any person or group borrowing District equipment shall sign an agreement/contract, if determined necessary by the Secretary-Treasurer to protect the District’s interests.
Approval Date:
April 12, 2016
Reference:
Section 20, 60, 61, 96, 113, 116, 117 School Act Administrators’ Handbook Risk Management Manual Occupational Health and Safety Manual School Council Handbook
Calgary Roman Catholic Separate School District No. 1 Administrative Procedures Manual
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