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Administrative Guidelines and Procedures

RESPONSIBILITY:

  1. The jurisdiction of each campus rests with the Board of Trustees and the Superintendent.
  2. The Superintendent has designated the Textbook Coordinator as the coordinator of all actions necessary to ensure that campuses and departments adhere to the established textbook administrative guidelines and procedures.

INVENTORY SECURITY:

  1. The district’s textbook warehouse shall be a secure facility; daily traffic shall be limited to department personnel only.

ELIGIBILITY:

  1. A district’s eligibility to a certain number of books is determined by three factors.A. The quota for the textbook,
    B. The number of students in a grade and/or the course (membership) and
    C. The number of textbook from the same multiple list already assigned to a district based on the annual inventory.
  2. Campus textbook eligibility is also determined byA. The quota for the textbook,
    B. The number of students in a grade or course, and
    C. The number of textbook from the same multiple lists already assigned to the campus on the annual inventory.

MEMBERSHIP:

  1. Membership is defined as the actual number of students in a grade or course.
  2. The Textbook Department staff shall request membership verification by the schools several times a year in accordance with deadlines and/or in-house audits this is usually done through PIEMS records.
  3. Principals of schools that house grades K-5 shall report, to the District PIEMS Clerk, the actual number of students in each grade and the actual number of students participating in the Bilingual Program.
  4. Principals of schools that house grades 6-12 shall report actual number of students in each course to the District PIEMS Clerk.

Special Population Membership

  1. Students with visual handicaps are determined eligible for special textbooks by a local ARD committee.
  2. These students must be verified by the annual registration through the Division of Special Education of the Texas Education Agency.
  3. These students may receive modified textbooks that include books in Braille, large type, or audio tapes.
  4. Students with dyslexia may be classified under the non-label 504 or Special Education.
  5. A written modification in the student’s Individual Education Plan (IEP or equivalent) is required before special materials can be ordered.

Special Education Membership

  1. Special Education students who are performing off grade level may receive textbooks at their performance level.
  2. Eligible students must be included in the membership of the grade level at which they are performing (i.e. a high school student performing at the 5th grade level in the membership report.)

Bilingual Membership

  1. Students identified as bilingual and participating in bilingual classes are entitled to bilingual textbooks.
  2. Bilingual textbooks are defined as textbooks written in Spanish for pupils who are not proficient in English.
  3. Bilingual students are eligible for the Spanish book as well as the adopted English textbook for each subject.
  4. Bilingual students are to be counted once for bilingual membership and then once again for total membership. This ensures their eligibility for textbooks in both English and Spanish.

Pre- Advanced Placement and GT Membership

  1. Students participating in the Pre-AP and GT programs whose instructional program design require that they use the textbooks from an advanced grade level are eligible to receive the advanced grade level textbooks.
  2. The Pre-AP/GT coordinator must certify the number of Pre AP/GT students from each cam pus and grade level that is eligible to receive the advanced books.
  3. Pre-AP/GT students eligible for advanced grade level books are to be counted once on the membership of the grade level stipulated by the instructional program design.
  4. Pre-AP/GT students receiving advanced grade level textbooks shall not be counted in their actual grade membership.

REQUISITIONS:

  1. In March, before ordering for new adoptions, the district Textbook Coordinator shall request that all principals verify their student and/or course and teacher Membership.
  2. As soon as the Annual Statement of Textbook Charges, Report and Requisition is received from the state, the district textbook administrator and textbook clerk shall calculate the district’s overall eligibility using the school’s membership reports.
  3. The eligibility numbers shall then be compared to the district charges.
  4. Requisitions for any additional books for which the district is eligible shall be prepared. Requisitions are due at the state by April 1.
  5. A Supplemental Requisition for Instructional Materials may be submitted by the district after the April 1st deadline and prior to the first day of school if pre-enrollment data provided after the annual requisition packet was submitted indicate that the district will have a shortage of textbooks.
  6. The district may submit supplemental requisitions between the first day of school and February 15 at any time when a student or teacher is determined to be without necessary instructional materials, and the total of the district charges and materials being ordered do not exceed district eligibility totals.
  7. All campus requests for textbooks must be in the official requisition form.
  8. The district Textbook Department shall not process individual teacher requisitions. These must be submitted to the respective teacher’s campus textbook room.
  9. Department’s requests, other than those from schools, for textbooks shall be made through the official requisition form.
  10. Department’s request for textbooks shall be filled only if all the students have their textbooks and the district depository still has some available.

RECEIVING:

  1. District accountability for textbooks begins when the Books are received.
  2. District textbook clerks shall count all books and check totals against purchase order and packing slip.
  3. The lead textbook clerk shall document and report in writing to the state depository, publisher, etc. all discrepancies, surpluses or shortages.
  4. Shipment errors must be reported on a TEX-013 form directly to the depository in whose shipment the discrepancy was found.
  5. A copy of the front of the completed form is to be sent to the Division of Textbook Administration.
  6. Shipment errors are to be reported within 30 days of receipt of shipment.
  7. District textbook clerks shall identify all textbooks as state property and shall inventory them through the affixing of the proper level and bar code.
  8. District textbook clerks shall ready all books for distribution to the various schools.
  9. The assistant principal in charge of textbooks or the campus textbook clerk shall receive textbook deliveries.
  10. He/She shall immediately inventory the books received sign and file delivery form.

DISTRIBUTION:

  1. Each school principal shall verify his/her student and course membership report, sign and submit to the textbook department by June 15.
  2. Distribution of new books and free materials for the start of the school year shall be based on the June 15 membership report.
  3. The district shall distribute only the number of books that a school is eligible to receive.
  4. Distribution of additional materials shall be made only when a written formal requisition has been received and the school’s membership supports such a request.
  5. The secondary schools shall issue only one textbook to each student for each course of subject in which he/she is enrolled.
  6. The elementary school shall issue to each teacher only one textbook for each subject per student enrolled in his or her class.

TRANSFERS:

  1. Textbooks must never be transferred between schools.
  2. Textbook charges can only be removed from a school’s inventory if:A. the textbooks are returned
    B. paid for if lost

Payment must be made in full to the textbook department.

OUT-OF-ADOPTION TEXTBOOKS:

  1. Out-of-adoption textbooks are those for which the state contract has expired.
  2. Out-of-adoption books may be retained by the campuses and used as supplemental materials, or they may be donated to the students.
  3. Any school keeping out-of-adoption textbooks or donating them to the students must inform the district textbook clerk so that he/she may submit to the textbook depository the proper documentation at the time of the physical inventory.
  4. District textbook department staff shall pick up all our-of-Adoption textbooks not kept by the school or donated to students.
  5. The District may donate out-of-adoption textbooks to adult education programs and other nonprofit organizations.
  6. Organizations wishing to receive out-of-adoption textbooks must submit a written request addressed to the Superintendent who will forward the request to the Textbook Department administration.
  7. The written request must state that the books will not be sold.
  8. The Superintendent must approve the request for out-of-adoption textbooks by affixing his/her signature and date to the written request before any textbooks can be donated.
  9. Organizations or agencies whose request for out-of-adoption textbooks is approved must pickup the textbooks at the district’s textbook depository.
  10. Any organization or agency receiving donated textbooks must fill out and sign the state required documentation.
  11. Any unwanted out-of-adoption textbooks kept by the schools will not be picked up until the following year.
  12. Schools shall not be charged for lost or misplaced out-of-adoption textbooks.

ACCOUNTABILITY:

  1. The district administrator in charge of textbooks is responsible for establishing an accountability system for the operation of the Textbook Department.
  2. The district administrator in charge of textbooks is Responsible for the accountability of textbooks charged to the district.
  3. Each campus principal is responsible for the accountability of textbooks charged to his/her school.
  4. Each school principal may assign an assistant principal or curriculum specialist to oversee his/her school textbook operations; however, the principal remains accountable for all textbook operations.
  5. Each school district shall conduct an annual physical inventory of all currently adopted instructional materials that have been requisitioned by, and delivered to the district. (TAC 66.107)
  6. District textbook staff shall conduct an annual physical inventory of all textbook charges at each school.
  7. The results of the inventory shall be recorded in the district’s files (TAC 66.107)
  8. Reimbursement and/or replacement shall be made for all instructional materials determined to be lost during the physical inventory. (TAC 66.107)

PERIODIC CAMPUS INVENTORY:

  1. The principal or his designee shall schedule and make sure that periodic textbook inventory are conducted. One per semester is recommended.
  2. The elementary school principal or his designee shall make sure that teachers notify parents in writing as soon as a book is detected missing or lost.
  3. The secondary school principal or his designee shall make sure that teachers notify campus textbook clerks in writing as soon as a book is detected missing or lost.
  4. Secondary school textbook clerks must immediately commence efforts to have student/parents locate book(s) or pay for them.
  5. A book is considered lost if a student has not brought it to class three days in a row.

FISCAL CONTROL:

  1. If a person who has been issued a book loses, misplaces or damages it, he/she shall pay the current price to the issuing school.
  2. Each school shall issue a receipt to students, parents, professional or other staff for paid-for books. The receipt must include ISBN code of the textbook and the ISD’s number as required under TEC 31.104 (c) in case the book is found.
  3. If a lost or misplaced textbook is found prior to the campus submitting payment to the district, a refund may be issued.
  4. Paid-for lost or misplaced textbooks that are found after the district payment submission date belong to the person who paid for them.
  5. Paid-for textbooks returned after the payment submission date shall not be part of the school inventory.
  6. Paid-for damaged books become the property of the person who paid for them.
  7. Schools shall be charged for any books not returned by a teacher who has left the campus or district.
  8. Schools shall keep the textbook fund separate from other funds.
  9. The campus textbook clerk shall prepare receipts for textbook charges, and the school’s bookkeeper shall receive payment for those charges.
  10. Each school shall keep a log of all books for which payment has been received.
  11. Each school, at the end of each month, shall submit to the district’s accounting cashier a check for the total amount of books for which payment has been collected. A list of books by ISBN code and quantity shall be included with the payment.
  12. The Accounting Department shall submit a copy of all textbook payment documentation receive by the accounting clerk to the district’s textbook administrator.
  13. Each school shall keep a copy of what has been submitted to the accounting cashier.
  14. The district’s textbook coordinator shall verify the school’s remittance by ISBN code, price and quantity. If the amount remitted cannot be reconciled, the school shall be notified immediately. Schools shall be asked to reconcile the difference and adjust payment accordingly. Only reconciled payments shall be processed.
  15. The district textbook department shall maintain a district-wide log of all textbooks paid for.
  16. The district textbook fund shall be kept separate from other district funds.
  17. The district textbook coordinator shall compile a report of all money collected from students by ISBN code, price, quantity, and total amount.
  18. The district textbook coordinator shall make sure that the district’s and schools’ records are adjusted accordingly. Payment for textbooks reduces the district’s charges for those textbooks. It does not automatically entitle the district to replacement textbooks.