Instructional Materials Handbook
- Instructional Materials Responsibility
- District Textbook Administration
- Campus Textbook Administration
- TIWeb Usage and Responsibilities
- Student, Parent or Guardian Responsibilities
- Teacher Responsibilities
- Campus Textbook Coordinator Responsibilities
- District Textbook Coordinator Responsibilities
- Return textbooks to the school when the student withdraws from school.
- Keep textbooks in good condition. Any misuse of the textbooks due to carelessness or neglect may be considered cause to charge the student a fine for that textbook.
- Reimburse the school for any lost, destroyed, or damaged textbooks issued to that student. TEC 31.104. For example, textbooks with drawings on them, profane language or any purposeful action to damage the textbook. Note: Each student, parent and/or guardian shall be responsible for returning all instructional materials to the teacher. Any student failing to return all materials shall forfeit their right to free textbooks until the previously issued are paid for or returned.
- Conduct periodic textbook checks as directed by the Assistant Principal.
- Notify the parent and campus administrator when a textbook is lost, destroyed, or damaged by a student.
- Return all books to the book room at the end of the school year or end of course (Return only UNUSED consumables. Any used consumables should be sent with the students or recycled in your campus paper recycling dumpster.)
- Conduct an annual physical inventory of all instructional materials, including student editions, teacher editions, class sets, and any other adopted materials.
- Maintain all textbook records.
- Keep all surplus textbooks in a controlled access book room.
- Order needed textbooks and teacher materials from the Curriculum Department based on grade/course enrollment numbers.
- Return surplus textbooks and workbooks to the Campus bookroom at the end of year. The textbook department will be in charge of collection of materials back to the district textbook warehouse if the materials are not needed at your campus.
- Schedule textbook checks periodically during the school year.
- Verify all textbook transactions and report discrepancies to the district textbook department within 10-days of delivery.
- All textbooks purchased with IMA funds at the Middle and High School campuses must be labeled with barcodes using the TIPWeb software.
- Use the TIPWeb system to request materials and manage textbook inventory at the campus.
- Coordinate all textbook activity with TEA for instructional materials allotment requests and funding.
- Requisition textbooks using state EMAT system software.
- Obtain publisher quotes and enter purchase orders in Munis software system for materials.
- Order adopted and non-adopted textbooks and ancillaries.
- Maintain instructional allotment disbursement running balance of the IMA account.
- Facilitate the process for adopting new instructional materials.
- Control textbook activity within the school district.
- Conduct a district-wide annual physical inventory of all current textbooks and materials.
- Receive out of adoptions from the campuses and recycle accordingly.
- Maintain and manage the computerized textbook inventory system for the district.
- Campus Transfer of Textbooks
- Catastrophic Loss
- Textbook Adoption
- Ordering Textbooks
- Ordering Workbooks/Consumables
- Purchasing Steps Using 410 IMA Funds
- Special Materials: Braille & Large Type Textbooks
- Out-of-Adoption Textbooks
- Adoption approval will be made by the Assistant Superintendent and the Curriculum Coordinators.
- The Curriculum Dept. will check with the District Textbook Coordinator for titles listed on TEA’s adoption list. Non-adopted titles will require TEA’s approval through the EMAT system.
- The Curriculum Dept. will submit newly adopted instructional materials to the Board of Trustees for review and approval.
- Order newly adopted instructional materials in accordance to the TEA rules and regulations.
- Label textbooks and teacher materials when materials require tracking.
- Receive and Distribute newly adopted instructional materials.
- Gather enrollment and course/subject enrollment for the purpose of ordering textbooks.
- Order supplemental instructional materials as enrollment increases.
- Order yearly workbooks and consumables based on enrollment numbers given the allotment amounts that the publishers provide at no charge.
- Receive all instructional materials and distribute to campuses based on the projected/current enrollment. At the secondary level, distribution is based on full course enrollment or class sets.
- Collect enrollment information to determine campus amounts.
- Collect information on number of workbooks on the campuses that are unused and counted as surplus.
- Contact publishers to request workbook quotes.
- Consolidate information and place orders thorough TEA or publishers.
- Distribute workbooks based on the worksheet breakdown per subject.
- Obtain quote from Vendor. Any amount over $10,000 must have 3 quotes.
- Complete CISD Requisition Form and present to Asst. Superintendent for approval signature.
- Complete Disbursement Request for EMAT fund approval through the TEASE Login tab on TEA’s website. Disbursements should be approved by TEA before ordering materials.
- Request Budget Transfer through Munis (accounting software) Budget Transfers and Amendments tab. This will allocate the funding through the proper GL account code.
- Submit Purchase Order request in Munis. Make sure to attach the proper purchasing copies, i.e. quote, requisition, etc.
- Once Purchase Order is approved, print Vendor Copy of PO and submit to Vendor with original quote.
Receive requisition from Special Education for ordering braille textbooks from TEA. Yearly titles can be found on TEA’s IMA page.
Inventory any large type and braille instructional materials at the end of the school year if the materials are to be kept for next year’s use. Note that these materials are owned by the state and will need to be returned when not in use.
Invoice the campus for any large type or braille materials lost.
Distribute braille and large type and materials based on Special Education submissions for campuses.
After use, request return of used materials through the yearly STRC return. The return window typically opens in mid-November and ends at the end of March each year.
- Provide a list of out of adoption instructional materials to campus administrators.
- Though Maintenance work orders, receive out of adoption materials from campuses.
- Dispose of out of adoption materials per TEA procedures.
- Note that textbooks still within the adoption period cannot be recycled or disposed without Board approval.
- Financial Accountability
- Damaged & Lost Textbooks
- Non-Payment of Textbooks
- Ordering Textbooks
- Special Textbook Requests
- Bilingual Enrollment
- Out of Adoption Textbooks
- Securing Textbooks
- Consumable Textbooks/Workbooks
- Class Set & AP Textbooks
- Teacher's Editions and Teacher's Aids
- Inventory Audits
- Each student or the student’s parent or guardian is responsible for each textbook not returned by the student, regardless of whether the textbook is lost, damaged or stolen. A student who fails to return all textbooks forfeits the right to free textbooks until each textbook previously issued but not returned is paid for by the student, parent or guardian.
- Campuses are expected to pay for lost or damaged Teacher Editions.
- Schools are expected to clear textbook accounts at the end of each school year.
- A school that does not have sufficient funds to cover for lost textbooks and does not pay by the end of the fiscal year will have its money withdrawn from their budget.
Each school must have a plan for the collection of funds owed. It is recommended that:
- All damaged textbooks must be paid for.
- Parents/guardians receive a letter notifying them that a textbook(s) have been lost.
- Parents/guardians must be given the option to pay for the textbook in one payment or installments during the school year but must pay the entire amount before the due date.
- All funds collected shall be deposited into the textbook activity account.
- The parent or guardian and the student are notified and given a list of prices for the textbooks in question.
- The student is expected to pay or make regularly scheduled payments until the debt is cleared.
- If there is any question as to the validity of the debt, the administrator will consider the facts and make a determination.
- A student who owes for lost textbooks will have access to textbooks at the campus for classroom use only.
- Textbooks are ordered based on student enrollment.
- If the enrollment increases in a grade or class, the campus may be entitled to order more textbooks.
- Textbooks are normally ordered as soon as EMAT is open for ordering. Refill Consumables are ordered at the first of summer.
- Secondary schools require a mid-summer update, which includes an updated enrollment figure and supplemental request for textbooks, if needed.
- Non-IMA books such as classroom novels must be ordered by the school from the publisher using your campus funds. Your campus
Braille & Large Type
- Students with visual handicaps are determined eligible for special textbooks offered through TEA. These students must be verified by the annual registration through the textbook division of TEA. These students may receive modified textbooks which include textbooks in braille or large type.
- To order special materials, please contact the District Textbook Coordinator with the student’s details and class schedule.
- Braille and large type books must be returned to the campus bookroom at the end of year. These books will be returned to TEA STRC warehouse after use. Unreturned books remain charged to the district’s inventory for the remainder of the adoption period unless they are returned.
- Please note that braille and large type text can take 2-3 months for delivery from TEA. Please schedule your requests accordingly.
Students identified as bilingual and enrolled in bilingual classes are entitled to bilingual
textbooks. Bilingual textbooks are defined as textbooks written in Spanish for students who are not proficient in English. Bilingual students are eligible for the Spanish book as well as the adopted English textbook for each subject in grades K-5. At the start of the school year, each bilingual campus is provided Spanish consumable textbooks for a certain amount of students.
The commissioner, with the approval of the State Board of Education, allows for disposition of textbooks.
- Textbooks can be donated to a student, an adult education program or a nonprofit organization only when the books are Out-of-Adoption (O/A). Please contact the District Textbook Coordinator for removal from inventory.
- School districts and campuses may retain O/A materials.
- Districts may recycle books.
- For removal from campuses, please box all books and submit a work order to the Maintenance Dept. for removal. Maintenance will not pick up books that are unboxed.
- For O/A consumable textbooks, please recycle in your campus recycle bin.
Consumable textbooks are designed to be completely used and written in throughout the year.
Consumables will be issued based on the student enrollment numbers at the campus.
Consumable textbooks are not to be sent with student records when a student transfers out of
the district. However, a student can take their consumable textbooks if they are transferring to
another school within the district. If a student leaves the district, the campus textbook
coordinator can reissue that student’s used consumable to another student as needed.
Textbooks used in the classroom and AP textbooks require a TIPWeb generated barcode for each
book. The Coordinator will scan and assign these barcoded books to teachers (class sets) and
students (AP text) when issued. Class sets and AP books are typically our most expensive books.
It is important to track these books to safeguard against loss and movement outside of the room.
All teachers leaving the district, transferring, or changing their teaching assignment/grade level
should return their Teacher Editions and resources to the campus textbook coordinator. For inventory purposes, teacher materials should never leave the campus. If special circumstances
arise and the teacher requests to move their materials to another district campus, please contact
the District Textbook Coordinator for approval.
An annual physical inventory of all currently adopted and non-adopted instructional materials
that have been delivered to each campus will be conducted between May and June of each year.
State deadlines require the completion of all inventories within a specified time. It is important
that the campus adhere to the inventory procedures. Prior to the textbook audit please follow
- Campus textbook coordinator or designee shall make sure that all textbooks are in the assigned area (i.e. bookroom, department storage or classroom for class sets).
- Campus textbook coordinator or designee shall make sure that all textbooks are arranged by grade levels and subjects.
- Books should be stacked on shelves in alternating 5’s or 10’s so that counting is made easier.
- Campus textbook coordinator or designee shall maintain an accurate count of textbooks.
- Campus textbook coordinator or designee shall be present during the inventory process.
- At the conclusion of the inventory, the campus textbook coordinator or designee shall certify the accuracy of the campus inventory by signing and dating the inventory report.
Use the Textbook Inventory Software to:
- Keep control of textbook inventory at your campus by utilizing TIPWeb’s inventory and audit features.
- Scan and check out textbooks to students and teachers when the textbooks require tracking. Consumables do not apply.
- Conduct a yearly textbook audit (inventory).
- Request textbooks from the district textbook warehouse.
- Return surplus textbooks to the district textbook warehouse if the campus does not foresee a future need.
- Issue books to students and teachers.
- Collect and enter textbooks from students and teachers into the campus inventory.
- Identify lost textbooks by students and teachers.
- Create letters to parents/guardians and students for lost textbooks.
- Follow the steps to close out the year-end counts.
Use the textbook inventory software to:
- Keep and control the district’s textbook inventory.
- Conduct a yearly audit of the Warehouse (stock books) and each Campus (in-use books). The District Textbook Coordinator will issue the audit through TIPWeb and alert each Coordinator about the audit via email.
- Run inventory reports to identify future needs and shortages.
- Input shipments of textbooks, add new textbooks and remove out-of-adoption textbooks.
- Distribute textbooks to campuses. Collect textbooks from campuses.
- Identify lost textbooks from campuses.
- Create bar code labels for textbooks in the district. (Consumables will not have bar code labels.)
- Using TIPWeb, close out the year and archive the history.