Maintaining, Replacing, and Disposing of Equipment Plan

Goals and Objectives 

The objective for maintaining, replacing, and disposing of obsolete equipment is to ensure quality equipment for each program, and that the equipment aligns with today’s state and industrial standards. 

Activities to Achieve the Objective 

Postsecondary programs can use the CTE Equipment Replacement Grant provided by the State to maintain, update or purchase new equipment. Program modernization grants are available through the West Virginia Department of Education and require matching funds from sources outside the school system. Instructors are encouraged to apply for these grants. 

Requests for Proposals are sent to the schools in March and must be submitted by May 1. In order to maximize the impact of these funds, an important criterion is the availability of matching funds from sources outside the school system. Particular weight is given to those matching funds that represent new funding sources developed by the school system with the business/industry/labor community, foundations, organizations, and associations. Another important factor is the targeting of programs that lead to employment in high-demand, high-wage occupations. Proposals that emphasize innovation and substantive change from the status quo are given most favorable consideration. Staff communicates with the advisory councils to determine equipment needs to assure resources are up-to-date and meet industry needs. 

For more details about the Program Modernization Grant Application, forms, etc., select the following link and click on Program Modernization Grant Application:  http://wvde.state.wv.us/search.html?q=equipment+acquisition

The Steps of the Plan are as Follows: 

  1. The WVDE receives an annual state legislative appropriation for CTE program modernization. Requests for Proposals are sent to the Career and Tech Ed Centers in March, and must be completed and submitted by May 1 (date is subject to change). In order to maximize the impact of these funds, an important criterion is the availability of matching funds from sources outside the school system. Particular weight is given to those matching funds that represent new funding sources developed by the school system with the business/industry/labor community, foundations, organizations, and associations. Another important factor is the targeting of programs that lead to employment in high demand/high wage occupations. Proposals that emphasize innovation and substantive change from the status quo are given most favorable consideration. 
  2. An allocation from State CTE funds are allocated for the sole purpose of equipment modernization and replacement. These funds can be used only if the equipment is purchased for exclusive use by students. Replacement equipment funds may also be used for repairs and hand tools. Funds are distributed by a formula that is based upon the share of the state’s total value of CTE instructional equipment. Monies are distributed quarterly based upon availability of funds. Equipment funds may be carried over from one fiscal year to the next without penalty. Carry-over funds should be spent first. 
  3. Equipment with an original cost exceeding $5,000.00 on an individual basis that is purchased with technical and adult education funds must be included in the property record as a fixed asset on the inventory system on WVEIS. Five thousand dollars is the Capitalization Level set by the State. 
  4. The institute may select a control level below $5,000.00 and this is strongly recommended for CTE equipment. It allows for monitoring for internal theft and provides documentation for insurance purposes if the equipment is taken or destroyed as part of a break-in. An inventory that includes items with this lower optional value and their estimated date of obsolescence is also valuable in planning budgets. 
  5. No equipment of any value purchased in part or in whole by Federal and State CTE funds shall be disposed of in any manner other than,
    1. Offer the equipment to another CTE program within the facility at no cost, 
    2. Offer the equipment to another CTE program at no cost, 
    3. Contact the appropriate Program Coordinator in the Office of Career and Technical Instruction and ask him/her to offer the equipment to other CTE programs within the State at no cost. 

If none of these entities request the equipment, a request for disposal is presented to the Administrative Council. Once approved and is in usable condition, the equipment is offered to the public by sealed bid. Bids are posted in local newspapers a minimum of three times over two consecutive weeks. The bids are opened by the director, and is witnessed by a staff member. The highest bidder is offered the equipment. If deemed unusable, the equipment is scrapped at the local salvage facility and funds generated are deposited in the program’s work-order account. This account is used by the instructor (with approval from administration) for supplies or emergency supplies needed. 

Personnel Responsible for Overseeing the Plan 

The Director and Administrative Council of James Rumsey Technical Institute, in accordance with the West Virginia Department of Education Career and Technical Education Division, are responsible for overseeing the plan. The West Virginia Department of Education receives an annual state legislative appropriation for career and technical education program modernization. Requests for Proposals are sent to the schools in March and must be submitted by May 1. 

Timeline for Review, Evaluation and Revision of the Plan 

The timeline for review, evaluation, and revision of the plan is performed by the West Virginia Department of Education. James Rumsey is required to follow the plan sanctioned by the WVDE. Review and evaluation of the plan are held by the State, and revisions are presented to the directors of the institutions at the WVDE CTE conferences held in each year in July.