Transylvania County Schools

 

TABLE OF CONTENTS

 

Forms                                                                                                                               

 

Accidents                                                                                                                         

 

Accounting                                                                                                                      

 

Budgeting                                                                                                                        

 

Capital projects                                                                                                                

 

Facility maintenance and repair                                                                                       

 

Facility rentals                                                                                                                  

 

Fixed Assets

 

Periodic reporting requirements and duties                                                                     

 

School accounting                                                                                                            


 

 

FORMS

Fixed Asset Addition

Fixed Asset Transfer

Fixed Asset Deletion

Accident Report

Form 18 Notice of Accident to Employer

Property Loss Report

 

 

ACCIDENTS

Personal injury on campus – forms, policy, instructions

 

Accident Report Forms may be downloaded from the Forms page on this website. The form is a Microsoft Word document and can be completed electronically and submitted via email, or can be printed out and sent via fax or school mail.  When completing electronically (the preferred method) please type in at the bottom the name of the school representative who completed the form.

 

Students – nonathletic or PE related

When a student is injured at school, on a school bus, or during a school sponsored activity or trip, prompt submission of an Accident Report form is required.  Any additional information received after the initial report should be submitted via school mail, email or fax.

 

Please follow these steps when a student is injured:

1.      Notify the parent or other responsible party.

2.      Determine if the injury requires immediate medical attention.  If so, arrange for transportation to the appropriate medical facility.

3.      After medical attention has been provided, or if no immediate medical attention is required, please complete an Accident Report form.

4.      Submit a copy of the form and any video or other evidence to the Business Office within 3 days.

5.      Investigate the accident to determine if steps should be taken to prevent similar accidents in the future.

 

Students – athletic or PE related

 

Visitors

When a visitor is injured at school, prompt submission of an Accident Report Form is required.  Any additional information received after the initial report should be submitted via school mail, email or fax.

 

Please follow these steps when a visitor is injured:

1.      Determine if the injury requires immediate medical attention.  If so, arrange for transportation to the appropriate medical facility.

2.      After medical attention has been provided, or if no immediate medical attention is required, please complete an Accident Report Form.

3.      Submit a copy of the form and any video or other evidence to the Business Office within 3 days.

 

Staff members

The Board carries workers compensation insurance for staff members who are injured on the job.  Please follow these steps when a staff member is injured:

1.      Determine if the injury requires immediate medical attention.  If so, arrange for transportation to the appropriate medical facility.  After medical attention has been provided, have the employee complete Form 18 Notice of Accident to Employer

2.      If no immediate medical attention is required, have the employee complete Form 18 Notice of Accident to Employer.

3.      Direct the employee to submit the form to Kelly Clark in the Human Resources Department.

4.      Investigate the accident to determine if steps should be taken to prevent similar accidents in the future.

 

Volunteers

When a volunteer is injured at school, prompt submission of a Volunteer Notice of Claim Form is required.  Any additional information received after the initial report should be submitted via school mail, email or fax.

 

Please follow these steps when a visitor is injured:

1.      Determine if the injury requires immediate medical attention.  If so, arrange for transportation to the appropriate medical facility.

2.      After medical attention has been provided, or if no immediate medical attention is required, please complete a  Volunteer Notice of Claim Form.

3.      Submit a copy of the form and any video or other evidence to the Business Office within 3 days.

 

Limited Claim Settlement

The Board carries no medical or other insurance for nonathletic or PE injuries that occur to students or visitors.  If an injured party believes the school’s negligence contributed to the accident they may file a claim pursuant to Board policy BG – Limited Claim Settlement.  The Superintendent will then file a claim under the Board’s no-fault liability coverage for medical expenses arising out of accidental injury.  The insurer may or may not pay the claim up to $2,500 per person and $5,000 per occurrence.  If the insurer denies the claim, the Board at that time may vote to pay up to $5,000 per claim through the Board’s Limited Claim Settlement policy.

Property damage on campus – forms, policy, instructions

 

A Property Loss Report Form may be downloaded from the Forms page on this website. The form is a Microsoft Word document and can be completed electronically and submitted via email, or can be printed out and sent via fax or school mail.  When completing electronically (the preferred method) please type in at the bottom the name of the school representative who completed the form.

 

Personal property

When loss or damage to personal property, whether school-owned or other, occurs on your campus, prompt submission of a Property Loss Report form is required. A copy should be forwarded to Business Services within three working days of the event. Any additional information received after the initial report should be submitted via school mail, email or fax.

 

When loss or damage to property occurs, please follow these steps:

 

1.      Determine if any injuries were sustained, and if they require immediate medical attention.  If so, arrange for transportation to the appropriate medical facility.  After medical attention has been provided, please complete a Property Loss Report form.

2.      Coordinate reporting of the incident to the appropriate authorities with your School Resource Officer.

3.      Contact Plant Operations and Business Services to assess damage and secure any areas if necessary.

4.      Submit a copy of the Property Loss Report form and any video or other evidence to the Business Office within 3 days.

 

School-owned vehicles

When loss or damage to a school-owned vehicle occurs, please follow these steps:

 

Coming Soon!

 

Other vehicles

When loss or damage to property occurs on your campus, prompt submission of a Property Loss Report form is required. A copy should be forwarded to Business Services within three working days of the event. Any additional information received after the initial report should be submitted via school mail, email or fax.

 

Transylvania County Schools is not responsible for any damage to student, staff, or visitor vehicles while on campus.  .  If an injured party believes the school’s negligence contributed to the damage they may file a claim pursuant to Board policy BG – Limited Claim Settlement. The Board at that time may vote to pay up to $5,000 per claim through the Board’s Limited Claim Settlement policy.

 

When loss or damage to a school-owned vehicle occurs, please follow these steps:

 

Coming Soon!

 

 

 

ACCOUNTING

Coming Soon!

 

 

Budget

Coming Soon!

 

 

CAPITAL PROJECTS

Board funded

Coming Soon!

 

School funded

Schools may from time to time be able to fund capital projects with individual school resources.  Please keep in mind the following when considering a school-funded project:

 

1.      These projects must be managed like any Board funded capital project.

2.      Notify the Business Services Department of the project description, projected cost, timeframe, and coordination with Plant Operations if necessary.

3.      Determine if informal or formal bidding is necessary, and follow the required laws and regulations.

4.      All projects must comply with all bidding, purchasing, payroll, and work safety laws and regulations.

5.      Most importantly, you must coordinate with Plant Operations if sitework or plumbing, electrical, or mechanical changes are necessary.

6.      Make arrangements for all necessary permits before construction begins.

7.      If the project is an addition, or a renovation of more than $5,000, a fixed asset record must be created.  Please refer to the “Fixed Assets” section of the manual.

 

Community funded

Community-led capital projects are difficult to manage and therefore discouraged.  The preferred method for providing projects the community requests or initiates is to accept donations of cash or in-kind services and to manage the project in-house, similar to Board funded projects.

 

FACILITY MAINTENANCE AND REPAIR

Coming Soon!

 

FACILITY RENTALS

Coming Soon!

 

 

fIXED aSSETS

The Board capitalizes the following types of expenditures

1.      Equipment costing $5,000 or more with an estimated useful life of two or more years.

2.      Equipment purchased with federal funds with an estimated useful life of more than 1 year, regardless of cost.

3.      Donated equipment at the estimated fair market value at the time of donations.

4.      Improvements or repairs to buildings and grounds which significantly increase the life or value of the property.

 

If you intend to purchase any item from any source of funds, not including individual school funds, that meets one of these criteria, please follow these procedures.

1.      Submit the purchase order as you normally would.

2.      The Business Services Department will provide you with a numbered fixed asset tag when the receiving copy is returned to you.  An item purchased with federal funds will have a number that begins with “F”.

3.      When the item arrives, place the tag on the item.  If there is no appropriate way to secure the tag on the item, please file the tag for future reference.

4.      Return the receiving copy to the Business Services Department.

5.      Fill out a Fixed Asset Addition Form online.

 

If you have an asset donated that meets one of these criteria, please fill out the online Fixed Asset Addition Form with an estimated value.

 

If your school purchases an item or improves or repairs an item with individual school funds that meets one of these criteria, please fill out an online Fixed Asset Addition Form.  Please consult the Director of Business Services on improvements and repairs.

 

If you transfer an asset to another school or location, please fill out an online Fixed Asset Transfer Form.

 

If you discard a fixed asset, please fill out an online Fixed Asset Deletion Form.

 

 

PERIODIC REPORTING REQUIREMENTS AND DUTIES

Coming Soon!

 

 

SCHOOL ACCOUNTING

Coming Soon!

 

 

 

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