LOS ANGELES UNIFIED SCHOOL DISTRICT

MEMORANDUM

TITLE: Site Computer Inventory ROUTING

Local District Supt
NUMBER: MEM-4170.1 Local District
Support
Directors
ISSUER: Anthony D. Tortorice Division Leaders
Chief Information Officer Office Managers
Principals
DATE: August 18, 2008 All Schools and
Offices
PURPOSE: The purpose of this memorandum is to provide instructions for maintaining
site and school level inventories of personal computers in a new District-wide
computer inventory system.

MAJOR This revision replaces MEM-4170 of the same title issued on March 14, 2008.
CHANGES:
• The content has been updated to reflect the change in the instructions
for updating the site computer inventory.
• The collection of information regarding instructional computers is
included for state reporting, which is due annually in October. This
replaces the Technology Survey, Form 9. Please refer to
Memorandum No. MEM-4322.1 “Approved Surveys/Reports, 2008-
09,” dated July 21, 2008, for more information.

POLICY: The Board of Education, has asked the Information Technology Division to
develop a strategic plan for the cost-effective acquisition and management of
computers to ensure that students and staff have up-to-date instructional
computing facilities. Since these assets are managed by each site, the
assistance of site-level administrators is requested to collect computer asset
information and enter it into a District-wide computer inventory system.
Currently, schools are required to maintain inventories in various formats per
the following policies or regulations:

• Education Code 35168 – Inventory of Equipment

• Board Rule 1703 – Responsibility of Principals for School Property
• BUL-953.0 - Control of Site Equipment, June 2, 2004
• BUL-3508.1 - Inventory for Equipment Purchased Through
Categorical Programs, February 4, 2008
• REF-2633.1 - Inventory of Student Body Owned Equipment, Oct.10,
2007
INSTRUCTIONS: ITD has developed an online database and entry form to provide schools and
offices a convenient means to maintain their computer inventory. The
database for your site has been compiled with previous inventories and the

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database of purchases made since 2004. The form has been modified as a
result of feed back received from schools and offices that have used the form
to update their inventories. Please update your site’s computer inventory by
going to http://site-computer-inventory.noc.lausd.net/ and following the
instructions provided on the website.

The information required when updating is the following:

1. Name of person responsible for the inventory including title, phone

number and E-mail address.

2. Each computer’s location, type, manufacturer, model, operating

system, asset tag if available, serial number, purchase date and status.

Computer status:

• Assigned To This Location Code – Choose this status for

computers assigned to your site, in use, checked out to staff, in your
storage area, or awaiting salvage pickup.

• Salvaged – Choose this status for computers that were already

picked up for salvage. Please refer to Bulletin No. DB-16
“Transportation Order for Equipment to be transferred to Salvage
Warehouse or Another District Location,” dated August 2, 1999,
for more information on disposing non-functional or obsolete
computers.

• Stolen – Choose this status for computers that were stolen. A police
report should be filed with School Police.

• Transferred To Another Location Code – Choose this status for

computers that were transferred to another site.

• Unaccounted For – Choose this status for computers that are

unaccounted for or you do not know the disposition.

3. Identify the computers that are used for instructional purposes

(includes computers that are owned or leased by the school that are
used for direct instruction, curriculum development, classroom
management, preparation of instructional materials, etc.).

The Site Computer Inventory will be automatically updated monthly, with any
new computers purchased and installed through the District integrator.

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This process was developed for site administrators to more effectively manage
site computer inventories. The inventories will be used by ITD to develop a
District-wide strategy for the cost-effective acquisition and financial
management practices to help improve access to up-to-date instructional
computing facilities for students and staff. Please complete the online site
computer inventory form no later than October 1, 2008. Your site will be
responsible for updating the form anytime there are changes to the inventory.
The data will be used annually for required reporting and must be up to date by
October 1 of each year.

ASSISTANCE: If you have any questions or concerns please contact Helen Aguilar, at (213)
241-1316.

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