Created 2016 Connie Busby

This manual is designed to assist campus administrators and personnel in charge of instructional materials in the management of inventory assigned to their campus.  For state policies regarding Instructional Materials, please refer to The Texas Education Code, Chapter 31. http://www.statutes.legis.state.tx.us/Docs/ED/htm/ED.31.htm

Our Vision For Instructional Materials

LINKED TABLE OF CONTENTS

Student, Parent or Guardian Responsibilities

Teacher Responsibilities

Campus Instructional Material Coordinator Responsibilities

District Instructional Materials Coordinator Responsibilities

Superintendent Responsibilities

Local Board of Trustees Responsibilities

Instructional Materials Adoption Procedures

Out of Adoption Materials

Inventory Software and IM Management Training

Organize End of Year Procedures

Ordering Instructional Materials

Catastrophic Loss

Campus to Campus Transfer of Instructional Materials

Considerations Regarding Consumable Materials

Ordering Annual Consumable Workbooks Free for the Life of the Adoption

Requesting Annual Consumable Workbooks Requiring IMA Purchase

Large Type and Braille Textbooks

Financial Accountability

Damaged/Lost Instructional Materials

Refunds

Non-payment of Instructional Materials Charges

Annual Order & Replacement of Lost Materials

Bilingual Enrollment

Out of Adoption Instructional Materials Removal

Securing Instructional Materials

Teacher’s Editions and Teacher’s Aids

Audit Protocol

Campus Instructional Materials Coordinator

District Textbook Coordinator Responsibilities

In Adoption Instructional Materials

Out Of Adoption Instructional Materials

Campus Instructional Materials Coordinator

Inventory Report

Dual Enrollment Materials or ECH (Early College High School)

EMAT

Consumable Instructional Materials

Non-consumable Instructional Materials

Ancillary Materials

IMA Or Instructional Materials Allotment

1. INSTRUCTIONAL MATERIALS STAKEHOLDER RESPONSIBILITIES

1. Student, Parent or Guardian Responsibilities

1. Return all student-issued instructional materials to the school when the student withdraws from school or at the end of the current school year.
2. Keep textbooks covered at all times. (TEC (Texas Education Code) 31.104 (c)).See Exhibit A
3. Keep all student-issued instructional materials in good condition. Any misuse due to carelessness or neglect may be considered cause to charge the student a fine for replacement.
4. Reimburse the school for any lost, destroyed, or damaged instructional materials issued to that student. TEC 31.104. For example, instructional materials with drawings on them, profane language or any purposeful action to damage.  Note: Each student, parent and/or guardian shall be responsible for returning all instructional materials to the teacher/issuing campus. Any student failing to return all materials shall forfeit their right to an issued copy of materials until the previously issued are paid for or returned.

2. Teacher Responsibilities

1. Conduct periodic instructional materials checks as directed by the Campus IM Coordinator.
2. Notify the Campus IM Coordinator when any materials issued to a student is lost, destroyed, or damaged by a student.
3. Ensure book covers are available and textbooks are kept covered at all times.
4. Notify the Campus IM Coordinator when any materials used by a student in class is destroyed, or damaged by a student that goes beyond the scope of  damage due to regular classroom use.
5. See to it that all materials are returned to the book room (or area designated by the Campus IM Coordinator) at the end of the school year or end of course (including student materials checked out to the teacher).

3. Campus Instructional Material Coordinator Responsibilities

1. Conduct an annual physical inventory of all instructional materials, including student editions, teacher editions, class sets, and any other adopted materials.
2. Maintain all instructional material records.
3. See to it that parents are notified in the case of a lost, damaged, or destroyed instructional material issued to a student or when any instructional material is damaged or destroyed during classroom use that goes beyond regular expected damage over time.
4. Keep all surplus instructional materials in a controlled access book room.
5. Ensure that all money collected from students (lost /destroyed/damaged charges) is deposited into your school’s IM activity fund & documented.
6. Request needed instructional materials based on grade/course enrollment numbers and in accordance with the district IM purchase process.
7. Ensure that accounting procedures of money collected for lost, destroyed or damaged textbooks is followed.
8. Schedule instructional materials checks periodically during the school year.
9. Verify/Confirm all IM shipments and report discrepancies to the district coordinator or designee within two weeks of delivery.
10. Return all instructional materials to the campus book room(s) (or designated area) at the end of the school year or the end of the first semester for classes that do not continue.
11. All materials purchased with IMA funds  must be labeled with barcodes prior to leaving the campus bookroom.
12. Inform personnel of all applicable state and local regulations regarding instructional materials.
13. Use the inventory system to manage IM inventory at the campus.

4. District Instructional Materials Coordinator Responsibilities

1. Control instructional materials activity within the school district.
2. Coordinate all instructional materials activity with the State of Texas Administration.
3. Account for all instructional materials charged in the district through the finance department.
4. Oversee an annual physical inventory of all current adoption Instructional Materials and learning systems which have been requisitioned and delivered to the district. The results of the inventory shall be recorded in the district’s files and be available for review.
5. Requisition instructional materials using state EMAT system software.
6. Coordinate retrieval of out of adoption IMs from the campuses and recycle accordingly.
7. Order adopted instructional materials and ancillaries.
8. Maintain instructional allotment disbursement running balance of the IMA account in partnership with the district finance department.
9. Manage the computerized instructional materials inventory system for the district.

5. Superintendent Responsibilities

1. Certify the IMA and TEKS Certification form.
2. Report district-wide maximum enrollment to the Commissioner of Education.

6. Local Board of Trustees Responsibilities

1. The President and the Secretary of the Board sign the IMA and TEKS Certification form.
2. Serve as legal custodians of the state Instructional Materials and  make such arrangements for the distribution of books to students as may seem most effective and economical. (TEC 31.104)
3. Sign TEA forms when instructional materials are sold or disposed of by the district for current books and out of adoption books.
4. Share jurisdiction in Instructional Materials selection in the adoption process. Review and ratify the selection of Instructional Materials Committee’s adoption selections.

2. SPECIFIC INSTRUCTIONAL MATERIALS PROCEDURES: District Level

1. Instructional Materials Adoption Procedures

1. Contact all publishers with “closed” district letter at the beginning of the adoption process.
2. Request samples upon Adoption Committee request and see to it they are distributed to the corresponding campuses.
3. Be present, as time allows, at the adoption committee meetings and publisher presentations.
4. Assist in the presentation of newly adopted instructional materials to the Board of Trustees.
5. Send IMA and TEKS Certification forms to the Texas Education Agency.
6. Order newly adopted instructional materials in accordance to the TEA rules and regulations.
7. Oversee the distribution of newly adopted instructional materials to campuses. Please use the following link to access the adoption process calendar. https://drive.google.com/open?id=0ByLazyvtxae7MVFxNlk5cDFCaGc 
8. For more information, please refer to TEA’s Proclamation page http://tea.texas.gov/interiorpage.aspx?id=2147486662 

2. Out of Adoption Materials

1. Organize the collection of out of adoption materials from campuses.
2. Dispose of out of adoption materials per TEA procedures.
3. For more information, please refer to TEA’s Sale and Disposal Notification Form http://tea.texas.gov/WorkArea/linkit.aspx?LinkIdentifier=id&ItemID=25769815783&libID=25769815831 
4. The commissioner, with the approval of the State Board of Education, allows for disposition of instructional materials.
5. Materials can be donated to a student, an adult education program or a non profit organization. Please contact the District IM Coordinator to request this option, as the normal procedure is to recycle.
6. School districts may retain out of adoption materials.
7. Districts may recycle materials.

3. Inventory Software and IM Management Training

1. Upon request the district IM department staff will conduct software and IM management training to incoming and current administration.

4. Organize End of Year Procedures

1. At the end of each school year, IM department staff conducts an end of the year training to discuss end of the year closing, inventory procedures, incoming issues for next school year and other items pending.

5. Ordering Instructional Materials

1. Gather enrollment and course/subject enrollment for the purpose of ordering textbooks.
2. Order supplemental instructional materials as enrollment increases according to campus level requests.
3. Order workbooks and consumables based on enrollment if purchase process/procedures are required.
4. Receive all instructional materials and distribute to campuses in the event that the materials are not shipped directly to the campus.

6. Catastrophic Loss

1. Instructional materials that are lost or damaged due to a catastrophic event will be reviewed on a case by case basis.  Notify your District Instructional Materials Coordinator with the details.

3. SPECIFIC INSTRUCTIONAL MATERIALS PROCEDURES: Campus Level

1. Campus to Campus Transfer of Instructional Materials

1. Instructional materials may be transferred between schools using the proper transfer procedure within the computerized district inventory system.

2. Considerations Regarding Consumable Materials

1. Consumable materials are designed to be completely used and/or written in throughout the year. Consumable materials are not to be sent with student records when a student transfers out of the district. Consumables will be issued based on the student enrollment numbers at the campus. If a student leaves the school, the Campus IM Coordinator should reissue that student’s consumable as needed.

3. Ordering Annual Consumable Workbooks Free for the Life of the Adoption

1. Contact publisher representatives to request the delivery of annual consumables in the event the company does not auto-deliver Life of Adoption (LOA) materials. http://chisdinstructionalmaterials.weebly.com/vendors.html 

4. Requesting Annual Consumable Workbooks Requiring IMA Purchase

1. Annual consumable workbooks requiring an IMA purchase (meaning not free for the life of the adoption)  should be treated as all other instructional materials and requested using the Instructional Materials Purchase Process. Please use the Eduphoria FormSpace District Instructional Materials Request Form

5. Large Type and Braille Textbooks

1. Considerations regarding EVI materials include:

1. Students with visual handicaps are determined eligible for special instructional materials by a local ARD committee or the 504 committee.  These students must be verified by the annual registration through the Instructional Materials EVI division of TEA.  
2. These students may receive modified materials which include written materials in braille or large type.
3. Books on audiotape are available through Learning Ally, if required.
4. To order special materials, it is required that there is a written accommodation in their IEP or equivalent document.
5. The highlighting of textbooks for special education students is allowed if the IEP calls for such a modification (very rare).  Highlighted books can never be returned to the state but remain charged to the district’s inventory for the remainder of the adoption period and may not be reported as worn out.  Report these books to the district IM coordinator.
6. For further information, please refer to TEA http://tea.texas.gov/Curriculum_and_Instructional_Programs/Instructional_Materials/Accessible_Instructional_Materials/

2. Procedures regarding EVI materials include:

1. Receive ARD form from special education EVI coordinators for requesting braille or large print  Instructional Materials from TEA. This request can be treated as a regular IMA purchase request; however additional information must be furnished to the District IM Coordinator in order to complete the EMAT EVI request.
2. Inventory large type and braille instructional materials at the end of the school year.
3. Pick up and redistribute large type and braille materials based on need.
4. Return EVI materials at the end of each school year that will not be needed for an additional student in the same grade level the following school year.

6. Financial Accountability

1. Each student or the student’s parent or guardian is responsible for all instructional materials not returned by the student, regardless of whether the material is lost, damaged or stolen. A student who fails to return all materials forfeits the right to free instructional materials until each material previously issued but not returned is paid for by the student, parent or guardian.  The district shall allow the student to use instructional materials, while at school each school day, but may not allow the student to take materials out of the classroom until each material previously issued but not returned is paid for by the student, parent or guardian. TEC 31.104
2. Campuses are expected to pay for lost or damaged teacher editions.
3. Schools are expected to clear IM accounts at the end of each school year.
4. A school that does not have sufficient funds to cover for lost instructional materials and does not pay by the end of the fiscal year will have its money withdrawn from their budget.

7. Damaged/Lost Instructional Materials

Each school must have a plan for the collection of funds owed.  For more information, please refer to TEA’s replacement cost document https://tea4avfaulk.tea.texas.gov/ematevi/EMATREPORTS/RptInst/EM_TB_COMPNT.pdf 

5. It is recommended that:

1. all damaged instructional materials must be paid for. Please log all lost/damaged instructional material charges to the Eduphoria Lost/Damaged Textbook form for documentation
2. that parents/guardians receive a letter notifying them that an instructional material has been lost.
3. parents/guardians must be given the option to pay for the material(s) in one payment or installments during the school year, but must pay the entire amount before the due date.

6. It is required that:

1. all funds collected be deposited into the campus IM activity account.
2. each school have a receipt book dedicated to instructional materials charges. Students must always be issued a receipt of any charges they pay for. This receipt should include the student’s ID number, in case an item is found and a refund is issued.   The Campus IM Coordinator will make the determination based on time the item is found.
3. when conducting the annual instructional materials inventory, the Campus IM Coordinator indicate the inventory details with the amount of missing items and amounts paid.
4. all funds collected for instructional materials be deposited in the campus IM activity fund. Instructional materials accounting transfers are to be sent to the district finance department upon request.

8. Refunds

1. If a previously lost instructional material is found by a student after he or she paid for it, a refund will be issued at the campus level. Refunds are only available for one school year with administrator approval.

9. Non-payment of Instructional Materials Charges

1. The parent or guardian and the student are notified and given a list of prices for the materials in question.
2. The student is expected to pay or make regularly scheduled payments until the debt is cleared.
3. If there is any question as to the validity of the debt, the administrator will consider the facts and make a determination.
4. A student who owes for lost IMs will have access to materials at the campus for classroom use only.

10. Annual Order & Replacement of Lost Materials

1. Instructional Materials are ordered based on projected enrollment.  If the enrollment increases in a grade or class, the campus may be entitled to order additional materials.  Instructional Materials are normally ordered as soon as EMAT is open for ordering.
2. A supplemental requisition is submitted for increased enrollment in September or as needed.  
3. Secondary schools require a mid-summer update, which includes an updated enrollment figure and supplemental request for instructional materials, if needed.
4. When a school pays for books at the end of the school year and that payment is reflected on their inventory, they will not automatically have those books replaced. It is necessary to request those books using the IM Purchase Request Process.  
5. If lost materials are part of a set, such as basal readers, we will not replace a component of the set.  You must pay for the entire set to have a new set ordered from TEA.
6. Individual components must be ordered by the school from the publisher.  We recommend that you collect cost plus 10% for each component to help cover shipping and handling costs.
7. For more information, please refer to TEA’s Publisher Contact Information http://tea.texas.gov/WorkArea/linkit.aspx?LinkIdentifier=id&ItemID=25769815782&libID=25769815830 

11. Bilingual Enrollment

1. Students identified as bilingual and enrolled in bilingual classes are entitled to bilingual instructional materials. Bilingual materials are defined as text 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 text for each subject in grades K-6.

12. Out of Adoption Instructional Materials Removal

1. Provide a list of out of adoption instructional materials to campus administrators and District IM Coordinator  using the following link to access the spreadsheet. https://drive.google.com/open?id=1BL_K1bpG6gXjX2LXZHwTq6pR95JoRx7CqqStVWm8lik
2. Box instructional materials designated for recycling and label them by corresponding box number, campus, and general contents.
3. Contact District IM Coordinator for removal.

13. Securing Instructional Materials

1. Keep materials in a secure, locked book room. Only the Campus IM Coordinator and administrator should have the key.
2. Use the computerized district inventory software to document instructional materials checked out to teachers/students at the campus.  

14. Teacher’s Editions and Teacher’s Aids

1. All teachers leaving the district, transferring or changing their teaching assignment or grade level should return their teacher’s editions and resources to the Campus IM Coordinator.

15. Audit Protocol

1. An annual physical inventory of all instructional materials that have been charged to, requisitioned by, and delivered to each campus will be conducted between May 1st and June 15th of each particular year.   The results of the inventory shall be recorded in the district’s files.
2. State deadlines require the completion of all inventories within a specified time. It is important that the campus adhere to the inventory procedures.
3. The audit procedures are as follows:

1. prior to the scheduled audit, each Campus IM Coordinator or designee shall make sure that all instructional materials are in the assigned area.
2. prior to the audit, the Campus IM Coordinator or designee shall make sure that all instructional materials are arranged by grade levels and subjects.
3. prior to the audit, materials should be stacked so that spines are visible (if applicable).
4. prior to the audit, each Campus IM Coordinator shall have an accurate count of materials. Staff will audit this number, therefore revealing any overages or shortages.
5. the Campus IM Coordinator shall be present during the audit process.
6. at the conclusion of the audit, the Campus IM Coordinator shall certify the accuracy of the campus inventory by signing and dating the inventory report. A copy will be left with the campus.
7. the school will transfer IM funds to the district finance department.

4. District Inventory Software Usage and Responsibilities

1. Campus Instructional Materials Coordinator

1. Use the computerized district inventory Software to:

1. keep control of inventory at your campus.
2. issue instructional materials to students and teachers.
3. collect and enter materials from students and teachers into the campus inventory.
4. identify lost materials by students and teachers.
5. create letters to parents/guardians and students for lost instructional materials.
6. follow the steps to close out the year in the computerized district inventory software and archive.

2. District Textbook Coordinator Responsibilities

1. Use the computerized district inventory software to:

1. keep and control the district’s inventory.
2. run inventory reports to inventory campuses.
3. add new instructional materials and remove out-of-adoption materials.
4. identify lost materials from campuses.
5. perform steps every school year to close out the year and archive the history.

5. GLOSSARY OF TERMS

1. In Adoption Instructional Materials

1. Those instructional materials that are currently in district adoption. These materials can be state adopted or non-state adopted. Materials are typically adopted for a 6-8 years. These materials must be reported on the Instructional Materials Inventory..

2. Out Of Adoption Instructional Materials

1. Instructional materials whose district adoption period has expired. Current out of adoption materials may be maintained on the computerized district inventory software, but these are not titles that continue to be ordered.

3. Campus Instructional Materials Coordinator

1. The person designated by the principal to handle instructional materials at the campus level. This is generally an assistant principal or other campus level leader.

4. Inventory Report

1. This report form lists all of the instructional materials for which a school or department is responsible and accountable. The report updates with each adoption, and the final inventory is due from schools by June 15th of each year.

5. Dual Enrollment Materials or ECH (Early College High School)

1. Those materials that are issued to high school students who are also enrolled in postsecondary courses creditable toward a vocational certificate or an associate or baccalaureate degree.

6. EMAT

1. The depository that carries all state-adopted instructional materials in the state of Texas, and from which the district orders all state adopted materials used in district schools.

7. Consumable Instructional Materials

1. Materials intended to be written in or otherwise consumed by students and replaced each school year.  Campus Instructional Materials Coordinators will need to maintain a count of any consumable materials on hand and order replacements as needed.

8. Non-consumable Instructional Materials

1. Materials listed on the Instructional Materials Inventory, which are not meant to be written in or consumed by students. These materials are re-issued to students year after year and are intended to last the length of the adoption without replacement.

9. Ancillary Materials

1. These are supplemental or ancillary materials that publishers offer “free with order” during the first year of adoption and may be purchased in subsequent years.  These items are meant to last the length of the adoption and the count per teacher should be reconciled at the school each year.

10. IMA Or Instructional Materials Allotment

1. Senate Bill 6 from the 82nd Texas Legislature, First Called Session, 2011, created an instructional materials allotment (IMA) for the purchase of instructional materials, technological equipment, and technology-related services.
2. The amount of the IMA is determined biennially by the commissioner and is based on the legislative appropriation. Districts have access to their allotment through the educational materials ordering system known as EMAT.