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Instructional Materials

New Coordinator Training

Instructional Materials New Coordinator Training

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Instructional Materials Department Contact Info

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Judy Brinkley Boone- Director of Digital

and Learning Resources and Library Services

972-600-4820 jboone01@irvingisd.net

Nick Gleicher- Manager

972-600-4833 ngleicher@irvingisd.net

Karlton Cornell- Inventory Clerk

972-600-4816 kcornell@irvingisd.net

Lisa Herman- Warehouse Clerk

972-600-4817 lherman@irvingisd.net

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Session Objectives

Purpose of the Role
Expectations
Requirements regarding:

Distribution of materials
Maintenance of materials

IMM Tutorial and Resources
We live in a new normal that will require teamwork and much bigger campus role in verifying that materials have arrived

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New Instructional Materials Coordinators

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Your role

Your principal is responsible for the instructional materials at your campus but has designated you and with luck at least one of your colleagues to the role of day-to-day administration of (managing and keeping track) your campus’s instructional materials.

Tip: You can and should involve your grade level/ department chairs in the process.

You are the “Go-To” person for instructional materials needs and you are expected to manage the space (s) where they are stored. Train your teachers to ask you instead of their content coordinators and to include you in any conversations with their coordinators regarding the use of our instructional materials.

This is a core responsibility of yours as the campus instructional materials coordinator.

When materials arrive, it is your #1 duty to get them distributed, especially if specific teachers are noted in the paperwork you receive.

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What you bring to the table

We hope that your principal designated you as fit for the role of IM Coordinator because you demonstrate the following character traits:

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Attentiveness to details- goodness knows there are lots
Strong organizational skills- not only for keeping track of your materials, but the related paperwork as well.
A penchant for Analytical Thinking-
Impeccable problem-solving skills
Unsurpassed communication skills- you will function as the voice for your campus when it comes to IMs

6) Time Management skills

7) Proficiency with technology in general

8) Leadership skills- you have to set your expectations

9) Integrity

10) Persistence- Especially when searching for materials during the EOY audit

What we hope you bring to the table

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First thing to do

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Make sure you can log into Instructional Materials Management (IMM) for your campus. New users must request a username and password. Send an email to ngleicher@irvingisd.net.

The link to the URL is also prominent on the both the Textbook Homepage and the IM Custodian page

TIPS:

Bookmark the URL for convenience
IMM login credentials are CASE SENSITIVE

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Summer Deliveries

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IM Coordinators from Elementary campuses

Our expectation is that new Amplify and Eureka student materials will be shipped directly to your campuses for you to count. You may find these materials in your small gym or on your cafeteria stage. Once you have verified the counts, you will be sent pick tickets to sign and then receive into your inventory.

New teacher materials for both Amplify and Eureka will be shipped to and processed by Ratteree IM staff before being sent on to all of you.

Science consumables will also likely be shipped directly to your campuses, so the same process explained above for Amplify and Eureka consumables should be expected. If the publishers send you less than the specified quantitites, it is up to you to let us know so we can correct the problem

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What to do with Shipments Arriving during the year

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When verifying and receiving materials, Pay special attention to any boxes with either the brightly colored “MIXED” labels, we affix, or Publisher affixed Mixed labels.

All available space is used when we pack, resulting in more than one title in boxes with bright “MIXED” labels.

This should not apply to this summer’s materials from Amplify and Eureka.

It is imperative that you or your proxies make entries in Instructional Materials Management (TIPWeb ) acknowledging that materials were received on campus before you distribute or track them.

There is a place on each Pick Ticket to print and sign and only confirms that a delivery arrived at your campus: This is considered First-level verification.

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Requisitions - getting new materials or more of what you already have for students and teachers in bilingual classrooms

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Elementary Instructional Materials Coordinators:

Classrooms with bilingual students at our one-way and two-way campuses may be provided with Teacher editions in both English and Spanish, but student editions – consumable or otherwise- will be provided only in the language of instruction specified by the model for such as prepared by the director of Bilingual, ESL and Language Services

If you are unsure of how the district model applies to students at your campus, contact your Bilingual, ESL and Language Services coordinator for clarification.

Our district can no longer afford to automatically provide instructional materials in both languages when doing so is inconsistent with the established model for bilingual instruction.

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Requisitions - getting new materials or more of what you already have for students and teachers in bilingual classrooms

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Requisitions - getting new materials or more of what you already have for students and teachers in bilingual classrooms

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Why can’t I find the materials I need in IMM/TIPWeb? Approvals

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Instructional materials are not automatically approved for all campuses:

A high school IM Coordinator should not be able to see and order Kindergarten materials just as an elementary campus coordinator should not be able to see and order chemistry materials

Call Nick Gleicher at X4833 with your questions

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Why do I see zero enrollment for a material my campus uses? Course affiliations

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It’s one thing for a campus to be approved to use a material and another to see eligible enrollment

For example, if no chemistry courses are linked to a chemistry textbook, then no students will show as being enrolled.

These links are not automatic. They are entered manually with input from content coordinators. If a course number is left off the list, or your campus enters a different name/ number for the course than one currently linked, we will not know unless notified,

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Preparing for Distribution of materials you have in hand

Physically and Electronically using IMM/ TIPWeb

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B

Scanners during distribution can make your job easier

You can explore Automation as you become familiar with the program, but Automation is not the only spot in the program where scanners come in handy.

The barcodes above represent fictional teachers from the training database.

I will tell you how to create a similar list for your campus on the next slide

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Distribution preparation

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B

Secure an updated faculty list from your secretary.
Open Reports
Select barcode reports from the dropdown menu
Select Teacher Listing with Bar Codes to create a list of your faculty

members with scannable barcodes.

Strike through inactive faculty members.

6. Place the redacted pages in a binder for use later on from the comfort of your office to distribute materials to your teachers

Create a binder with Teacher ID Barcodes ( not the same as the barcodes on our badges) to facilitate quick distribution using the scanner to speed the process

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Distributing

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B

The Textbook Icon

Student Icon

The Teacher Icon

Automation

The first three methods share a common format of Source and Target.

Once you get the hang of the interface everything becomes easier.

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Distributing

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Distributing

Begin by selecting Distribute from either the textbook, student, or teacher icons in the vertical navigation bar, Source information ( where the material coming from) is highlighted in orange at the top when starting from Textbooks,
The circle with the down arrow in the middle stays gray until you select a target on the bottom half of the page. (Remember, color changes are always significant)

DDistiDDistribution

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Distributing

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B

Distributing

In the target section you can select Storage, Student, or Teacher

If you choose Student or Teacher in the search by field, you can then search by Student/ Teacher ID, First or Last name.
Once you make a selection, the gray circle will change to orange, allowing you to complete the entry by entering a quantity and clicking on the orange circle. Uncheck the With Accession box for consumables always (we do not print property labels for them) You can also distribute teacher materials by ISBN alone if you choose to.

DDistiDDistribution

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Distributing

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Here is a video of me distributing materials without referencing the second barcode for the accession number

Press CTRL when you click on the link above.

Video showing distribution without accession numbers

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Distributing

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Find-A-Book

Each Instructional Materials Management user has the ability to drill down in the program to discover who IMs are distributed to using Find-a-Book. Press and hold the CTRL key when you click on this link

The default for Find-A-Book is to search by Accession #, but you have an option to search by ISBN, Title or State List Code ( SLC). You can also search by accession # district wide when MS and HS IMs are found after sporting events, but you will find nothing if the items were not distributed with accession #s.

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Distributing

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The collection process ( Press and hold the CTRL Key when clicking this link) clears the patron’s record and categorizes the collected material as being in storage.

Tip: Sometimes it is easier to simply distribute materials from one teacher to another instead of collecting them first, but you cannot distribute multiple ISBNs in one transaction.

Try it out in the Training Database

Collecting Instructional Materials

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Click on the teacher icon to locate the teacher� Click on the teacher’s last name and locate the lost � item on the teacher’s list of distributed materials

Click on the change status icon.

� Change the status to LOST by clicking on the dropdown arrow and selecting LOST.

Notes regarding repeated losses can be added to that teacher’s evaluation record, if losses are a continuing problem.t

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Lost Materials - Teachers all levels

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Lost Materials

The Business Services Office requires each campus PK-12

to establish and maintain an account to accept payments for lost instructional materials. ( HS AP students only)

Funds received for these materials are deposited to the campus’ lost textbook account.
It is strongly recommend that every campus budgets for the inevitable loss of materials. Budget amounts should be based based on the maximum that campuses will be charged for losses.

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Surplus: October - May

Click here for the process when you have too much of an adopted instructional material- surplus. This is stated in the instructional materials procedures guide.

Enter Return Surplus Adjustment requests in Instructional Materials Management. The steps are nearly identical to those for requisitions, only in reverse.
Then box and label the materials leaving the box tops untaped.

Start by clicking the to create a new Adjustment Request, select Return Surplus in the dropdown box and and give it a unique name like Barton Excess Gr 1 Vol 1 EDM 07/14/20, then click on the right facing blue arrow

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Out-of-Adoption materials October -May

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Out-of-Adoption materials are those that have been officially replaced by the TEA or otherwise dropped from the curriculum

Follow these procedures to move OAs off your campus

You might be thinking that all you have to do is to ask your secretary to prepare a work order to get these items picked up, but that would be incorrect!

We will get a work order set up to get the materials off your campus unlike surplus which IM staff verify onsite and pickup!

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B

Out-of-Adoption

Sometimes, academic coordinators request that we hold onto specific instructional materials.
For those we add KEEP OA to the record in Instructional Materials Management as the last step prior to deleting the materials from our database. If these show up on your audit, enter what we say you own so your campus will not be charged for any losses of these.

Note: If you can’t find an item in your TIPWeb database, then call Instructional Materials x4833 to check, before you assume it is OA.

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Out-of-Adoption, Cont’d

Follow the recommended procedures to move OAs off your campus.

Pack the materials in 12x12x12 Boxes (Distribution #41104000,) which your secretary can order from School Safety & Operations- Warehouse) These boxes limit the weight to about 40 lbs

Rule of thumb: If you have trouble lifting a box, it’s too heavy

Apply the labels, which you can download from this link

Send an email with a box count and the specific location on your campus to Instructional Materials- ngleicher@irvingisd.net

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The Instructional Materials Procedures Guide is posted on the IM Custodian webpage. The guide has been updated for 2025-26 and will be updated for the following year in about 8 months.

The guide provides information that is in addition to navigating Instructional Materials Management.

Instructional Materials Procedures Guide

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Materials for 25-26

Elementary

Physical Materials

BlueBonnet (Amplify) K-5 ELAR/SLAR and Eureka K-5 Math
McGraw-Hill K-5 Science Elementary consumable science materials

Online Materials

BlueBonnet Amplify K-5 ELAR/SLAR and Eureka K-5 Math
McGraw-Hill K-5 Science

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Materials 25-26

Secondary

Middle School 6,7,8 Science and Biology
Student material online.
Class sets of the Biology texts

�High School

Chemistry
Physics
IPC
Biology

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Astronomy
Environmental Science

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CTE – High School Only

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Print: Teacher Editions and Class Sets of SEs- Already on campus

Principals of Engineering
Health Science Theory
Anatomy and Physiology
Medical Terminology
Microbiology

�Digital - No Textbooks or Teacher Editions

Computer Science, Child Guidance, Human Growth and Development,

Fundamentals of CS, Computer Science 1

�

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Secondary - Calculator Re-distribution

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Calculators were collected at the end of 2022-23 and were redistributed for use in 2023-24 and beyond.

Battery powered and rechargeable TI-84 calculators were re-bundled in quantities of 30 and placed in newly-labeled tubs for redistribution
Use IMM/TIPWeb when distributing the tubs to math teachers using the accession #s to keep track of who has each tub
Enter your distribution information in the Calculator Management Worksheet linked on the right-hand side of this slide

Calculators from one tub are not to be placed in any other tub.

You are responsible for verifying that each tub still has the
30 working calculators it came with before you count the tubs as present on the audit at EOY.

Please review this sub presentation Irving ISD Calculator Management and Care

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Large Print Braille - Accessible Materials

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Occasionally, during the creation of an IEP’s accommodations, Large Print or Braille materials will be specified for students with visual impairments.

As soon as you become aware of the need, email Nick Gleicher (ngleicher@irvingisd.net) with the student’s name and copies of the ARD accommodations referring to the disability and the requirement of Large Type or Braille by specific subject area.

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Large Print Braille - Accessible Materials cont’d

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If the required IMs are ones we acquired from the state, and can be enlarged when accessed online, it is possible that nothing will be provided.

However, for those state-offered materials that cannot be accessed online, Large Print or Braille will be provided, if it is ordered.

If the material is one not offered by the state, the district is obligated to purchase the amended materials from a third party on behalf of the student.

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The Instructional Materials Procedures Guide is posted on the IM Custodian webpage. The guide has been updated for 2024-25 and will be updated for the following year in about 8 months.

The guide provides information that is in additon to navigating Instructional Materials Management.

Instructional Materials Procedures Guide

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Training documents & Links

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TIPWeb Procedures Google folder

PDFs are Software Developer Created

Audit procedures

Book checks

Campus Requisition Step-by-Step PDF

Distribute Consumables from the Automation/ Quick Entry screen

Distribution from screens other than Automation/ Quick Entry

Find-a-Book

Logging into TIPWeb

Other distribution methods

Problems during scanning

Receive a Campus Requisition PDF

Steps to take before, during and after distribution

Textbook receipts

Tips for using a scanner to distribute materials

TIPWeb-IM Scanning Poster PDF

Used Textbook Vendors

What do I do if a student loses a textbook or consumable checked out from a teacher?

What do I do when a shipment of IMs gets to my campus?

Why must we distribute and track consumable materials?

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That’s about it for now. Call Nick at 4833 or send an email to ngleicher@irvingisd.net to schedule an appointment for additional training whenever you feel the need.