HomeMy WebLinkAboutPR 552 FIN - Vandalism, Theft, Damage
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PROCEDURE PR.552.FIN
TITLE: VANDALISM, THEFT, DAMAGE, OR LOSS AFFECTING BOARD
PROPERTY
Date issued: 19 August 1998
Last revised: 27 May 2008
Authorization: Senior Staff: 16 June 1998
1.0 OBJECTIVE
To establish guidelines to be followed in the event of vandalism, theft, damage, or loss
affecting Board property.
2.0 DEFINITIONS
In this procedure,
2.1 Vandalism is an offence under the Criminal Code of Canada and is defined as any
willful or malicious act which results in the destruction of any property without the
consent of the owner or authorized occupant.
2.2 Loss includes theft, robbery, extortion, and mysterious disappearance affecting Board
property.
3.0 RESPONSIBILITY
The school principal/plant supervisor, Superintendent of Schools and Superintendent of
Finance.
4.0 PROCEDURES
4.1 All incidents of vandalism or loss must be reported immediately by the discoverer to the
Superintendent of Schools through the school principal or plant supervisor using Form
OCDSB 30: Board Incident Report.
4.2 Board staff will make every effort to ensure that all persons who willfully destroy Board
property as prescribed by Board Policy P.060.FIN: Vandalism, Theft, Damage or Loss
Affecting Board Property are apprehended. Law enforcement agencies will be
encouraged to prosecute offenders whenever and wherever the circumstances dictate.
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4.3 The principal of the school concerned will be consulted throughout this process to
ensure that such action is consistent and appropriate to his or her particular school. The
principal should reference Board policy P.026.SCO: Student Suspension and Expulsion
to determine the action to be taken with regard to the student.
4.4 Restitution may be accepted by the Board for willful destruction committed by an
individual or group. Such repayment may be in the form of cash or an equivalen t
amount of labour in lieu of prosecution. Restitution will be considered when:
a) ordered by a court; and/or,
b) in the opinion of the principal of the affected school, it is the most appropriate
manner of recovering the cost of damage.
4.5 In cases of major loss (incidents which are suspected of costing $10,000 or more), the
school principal or plant supervisor must inform the Manager of Plant and Supervisor of
Purchasing immediately.
4.6 Each time loss or damage occurs to or on Board property, the appropriate prin cipal or
Plant supervisor will make a full report using Form OCDSB 30. The form must be
complete, explicit and as detailed as possible because it will form the basis for repair/or
replacement and may be used to establish an insurance claim.
Note: There are three different forms included within OCDSB 30. The first page, titled Incident
Report, must be completed in every case. In addition, either the Call-In Report or the
Theft List is to be completed, depending upon the type of incident.
4.7 Each form will be serially numbered by the Plant Department in the space provided.
Copies of the Form are to be distributed to:
a) the Plant Department to initiate repair and/or replacement action as appropriate;
b) the school principal for information and action as required; and
c) the Supervisor of Purchasing for action as described in 4.10 below.
d) to the Superintendent of Finance as information.
4.8 Equipment will only be replaced through central funding when reasonable precautions
have been taken to mark, record and secure such equipment. Therefore, responsibility
centre managers (school and administrative) or any other person(s) entrusted with
any/all Board property must ensure that such property is secured at all times.
4.9 Requests and/or requisitions for equipment, tools, machinery, or any other items which
are intended as replacement for those which have been lost or stolen, must have been
reported and detailed on a Form OCDSB 30, and will not be approved as a charge
against central funding until the requested items have been approved by the
Superintendent of Finance.
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4.10 Should the incident involve an activity outside of the normal daily school program (for
example, a rental group or Continuing Education), the Continuing Education Officer is to
be informed. Where there is evidence to show that a group is responsible for damages,
cost recovery will be initiated by the Plant Department and completed by the Continuing
Education Officer.
4.11 The Supervisor of Purchasing will ensure that items lost are verified against t he
inventory list for each school as described in the Board Procedure PR.545.FIN: Asset
Management.
4.12 All correspondence pertaining to an incident must show the Form OCDSB 30 serial
number so that a cross-reference can be maintained.
4.13 The loss of any item which cannot be attributed to vandalism, theft or damage, or for
which the circumstances remain unclear, may be categorized as a mysterious
disappearance. Such loss may not be recoverable from central funds, but may be
charged in part or in whole to the responsibility centre.
4.14 The Board will not accept liability for loss of or damage to any personal possession(s)
while on Board property, except where it can be shown that such loss was due to
negligence on the part of the Board.
4.15 All Board equipment or material borrowed or loaned must first be authorized in writing
by the principal, manager or supervisor responsible.
4.16 Persons who borrow or otherwise remove items of Board equipment or any other things
are responsible for their return in good condition or for the cost of replacing such items
should they be lost or stolen while in their possession.
4.17 If items declared lost or stolen on a Form OCDSB 30 are subsequently recovered and
have already been replaced, then such items will become spare equipment and be held
by the Purchasing Department for future issue.
4.18 The Plant Department is authorized to commence emergency repairs regardless of cost
without referral to the Supervisor of Purchasing where those emergency repairs are
required to maintain the school's operation or for security purposes. Otherwise 3.4
above will apply.
4.19 The Plant Department will prepare an annual report for submission to the Board
summarizing losses, vandalism and damages incurred.
5.0 REFERENCE DOCUMENTS
Board Policy P.026.SCO: Student Suspension and Expulsion
Board Policy P.060.FIN: Vandalism, Theft, Damage or Loss
Board Policy P.055.FIN: Asset Management
Board Procedure PR.545.FIN: Asset Management
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Board Procedure PR.558.FIN: Tendering, Purchasing and Acquisition of Supplies and
Services