grand prairie isd textbook procedures manual

Textbook Department Staff

Debbie Torres

District Textbook Supervisor

Phone: 972.237.5515

Fax: 972.237-5365

Email: [email protected]

Ernie Longoria

Textbook Warehouse

Grand Prairie ISD

Textbook

Procedures Manual

mailto:[email protected]

Grand Prairie ISD Textbook Procedures Manual February 21, 2011

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Table of Contents

Textbook Management Statement ...................................................................................................3

Mission, Goals, and Objectives .......................................................................................................4

Introduction ......................................................................................................................................5

Overview ..........................................................................................................................................6

Responsibilities ........................................................................................................................7 – 12

Textbook Administration .......................................................................................................13 – 16

General Information ...............................................................................................................17 – 19

Delivering, Ordering, and Transferring .................................................................................20 – 21

Bar Coding Procedures ..........................................................................................................22 – 23

Distribution ............................................................................................................................24 – 25

Collection ...............................................................................................................................26 – 28

Return Procedures ..................................................................................................................29 – 31

Damaged / Worn-Out / Destroyed .........................................................................................32 – 33

Out-of-Adoption ............................................................................................................................34

Inventory Procedures .............................................................................................................35 – 41

Questions and Answers ..........................................................................................................42 – 45

Adoption Procedures ..............................................................................................................46 – 47


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Textbook Management Statement

Textbook management is driven by the vision of empowering administrators to make data-driven

decisions while ensuring students and staff are provided with the resources for instruction. Our

mission is to provide an avenue to automate and streamline the textbook management process.

Utilizing TIPWeb instructional material management software, we have the tools necessary to

effectively and efficiently oversee instructional resources. In order to deliver instructional

resources to students and staff, instructional technology and curriculum leaders will take an

active role in inventory management across the district.


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Mission, Goals, Objectives

One of the missions of the Teaching and Learning Department is to help increase student

achievement by delivering textbooks to the schools, in a timely manner, and by managing the

district’s textbooks in the most effective and efficient manner possible.

Our goal is to ensure that 100% of all textbooks ordered on the Annual Order are delivered and

available to all students by the first day of school.

The Teaching and Learning Department is responsible for ensuring that textbooks adopted by the

Texas Education Agency and by the Grand Prairie Independent School District are properly

requisitioned, procured, delivered, and inventoried in accordance with the rules and regulations

of the State of Texas, and the policies and procedures of Grand Prairie Independent School

District. Additionally, the department is also responsible for campus textbook coordinator

training, monitoring lost textbooks, financial accountability, and managing textbook inventories

at both the district and campus level.

Throughout the Teaching and Learning Department, objectives consistently emphasized include:

continuous improvement, promoting accountability, ―best practices‖, and fiscal constraint within

a ―continuous process improvement‖ environment.


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Introduction

Although many members of the public education sector are unaware of the complexity and

importance of effective and efficient textbook coordination and management, it is an area of

tremendous importance and an area that will receive an increased emphasis across the State of

Texas.

The Texas Education Agency (TEA) is making certain that school districts are placing the proper

emphasis on the inventory of and the accountability for textbooks at all levels of public

education. TEA is conducting more and more audits each year and local accountability is

becoming a greater issue and area of focus.

The office of the Grand Prairie Independent School District (GPISD) textbook supervisor

endeavors to provide every student in GPISD every textbook he/she might need during the

course of any given school year. Whenever textbooks are needed, this office will work as

diligently as possible to secure those textbooks through the TEA enrollment allotment system as

expeditiously as possible. Whenever the District has expended its allotment in a certain subject

area, every possible avenue will be explored to keep costs to the requesting campus to an

absolute minimum.

Although GPISD has made some important strides in the area of textbook accountability, there is

still an enormous amount of work to be done and many goals to be accomplished.

As the textbook coordinator for your campus, your job is very essential and important. Whenever

a teacher makes a textbook request, he/she generally needs the textbooks as quickly as possible

and expects to have them in his/her possession immediately; unfortunately this is not possible.

The textbook ordering process is not difficult, but depending on the time of year, it may take a

few days to complete the order.

Hopefully this manual will give you an idea of how the textbook system works and will allow

you to be able to adequately answer the majority of questions that you will be asked when

textbooks are the topic of conversation. This manual does not have all of the answers and neither

does the district textbook supervisor’s office. However, please feel free to contact the district

textbook supervisor’s office with any questions or concerns you or a member of your staff might

have. If this office does not know the answer to a question or the solution to a problem, it will

work very diligently to try and obtain the information that is required to answer your question or

to solve your problem.

Please remember that the district’s textbook supervisor’s office will be happy to assist you in any

area of textbooks. Please do not hesitate to contact the office if you need assistance.


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Overview

What Should a Principal Know?

Textbooks belong to the State of Texas.

The campus is held responsible for the dollar value of the textbooks and systems issued to

that campus.

The district’s computerized textbook system is driven by the student enrollment data that

each campus enters on their PEIMS reports.

Textbooks must be protected at all times by using textbook covers.

The GPISD is charged and held accountable for over $9,000,000.00 by Texas Education

Agency (TEA) for the textbooks currently in use by the district. This is why it is so important

for each campus to actively pursue payment for lost textbooks or textbooks that are not

returned, and to create and maintain very accurate inventory records.

TEA goes by its inventory figures exclusively. If TEA says a district has been issued a

certain number of textbooks, then the district is held accountable for that number of

textbooks.

All textbooks that are listed as missing must be paid for by the district whether or not the

student pays for a lost textbook.


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Textbook Responsibilities

Student, Parent, or Guardian

Each textbook, other than an electronic textbook, must be covered by the student under

the direction of the teacher. TEC§ 31.104 (c)

A student must return all textbooks to the teacher at the end of the school year or when

the student withdraws from school. TEC§ 31.104 (c)

Each student or his or her parent or guardian shall be responsible for all textbooks,

including electronic textbooks, and all technological equipment not returned in an

acceptable condition by the student, and any student failing to return in an acceptable

condition all textbooks, including electronic textbooks, and technological equipment shall

forfeit the right to free textbooks, including electronic textbooks, and technological

equipment until the textbooks, including electronic textbooks, and technological

equipment previously issued but not returned in a acceptable condition are paid for by the

student, parent, or guardian.

If a textbook, including electronic textbooks or technological equipment is not returned in

an acceptable condition and payment is not made, the District may withhold the student’s

records, but shall not prevent the student from graduating, participating in a graduation

ceremony, or receiving a diploma. However, in accordance with policies FL and GBA,

students have a right to copies of any and all District records that pertain to them.

Education Code 31.104(d); 20 U.S.C. 1232g; Gov’t Code 552.114(b) (2) [See also EF]

Teacher

Accounts for all state and district-owned instructional materials assigned to the teacher

Ensures textbook covers are available and textbooks are kept covered at all times. TEC

31.104(c)

Keeps secure and in good condition all teacher materials issued.

Conducts periodic textbook checks as directed by the campus textbook coordinator.

Verifies the barcode number and condition o f the textbooks when students return them.

Notifies the parent / guardian when a textbook(s) are lost, destroyed, or damaged by the

student.

Notifies the campus textbook coordinator when textbooks are lost or damaged so that

appropriate fines or monies can be collected from the students, parents and / or guardians.

Notifies the campus textbook coordinator if additional textbooks are needed.


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Returns surplus textbooks to the textbook room. No extra textbooks are to be kept in

classrooms.

Returns all textbooks to the textbook room for inventory purposes at the end of the year

or end of the course.

Principal

Designates an assistant principal or other school employee to assume the duties of

campus textbook coordinator.

Responsible for all State and District textbooks charged to the campus.

Establishes campus procedures and maintains records for distributing textbooks to

teachers.

Assistant Principal / Campus Textbook Coordinator

Responsible for all State and District textbooks charged to the campus.

Attends all district sponsored textbook coordinator’s meetings/trainings.

Establishes campus procedures and maintains records for distributing textbooks to

teachers.

Verifies all incoming and outgoing textbook shipments to ensure accurate textbook

inventories. Reports discrepancies to the district textbook supervisor within ten days of

delivery.

Each student and teacher must be held accountable for all textbooks they are issued.

Students are fiscally accountable for the lost/damaged/misused textbooks that have been

checked out to them. Departments/grade levels may be held fiscally accountable for

lost/damaged textbooks if the campus principal feels that said department/grade level was

negligent in their system of caring/accounting for textbooks.

Each school should have a receipt textbook dedicated to textbook fines. Receipt(s) must

be issued for any textbooks paid for by parents or students. This receipt should include

the ISBN and title of the textbook. Receipt books for textbooks are auditable documents

and should be kept for the life of the adoption plus two years or a minimum of eight

years.

Conducts an annual physical inventory of all textbooks and teacher editions and

completes the Inventory Taking Worksheet.


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Maintains all textbook records and statements of current charges. Textbook records are

auditable documents that must be kept for the life of the adoption plus two years or a

minimum of eight years.

All textbooks that are found to be missing during the annual inventory must be paid for

by depositing funds into the campus textbook account by June 15th

of each school year.

Keep all extra textbooks in a controlled access textbook room. Keys to the textbook

room should be specialized key(s)-one in which only the campus textbook coordinator

and campus principal has the key. Return all textbooks to the campus textbook room(s)

at the end of the school year or the end of the trimester/semester in which the class is

final.

Deposits all money collected from students for lost and destroyed textbooks into the

textbook activity fund.

During the school year or during the end of year inventory, all textbooks that require

replacement due to wear, defective textbooks, etc., should be set aside to be exchanged.

Complete a campus adjustment in TIPWeb.

If your campus is adding a new course, which will require the use of a textbook, you

must inform the district textbook supervisor as soon as the final decision is made.

Textbooks will not be supplied for programs or courses that have not been approved by

the Superintendent or their designee.

Returns all surplus textbooks to the district textbook supervisor upon request.

As membership dictates, orders needed textbooks and teacher materials from TIPWeb.

Transfers textbooks to other campus locations upon the request of the district textbook

supervisor.

Ensures textbook covers are available and textbooks are kept covered at all times. TEC

31.104(c).

Schedules textbook checks periodically, one every six weeks is recommended.

While the district has a suggested list of textbook fines for damages, each campus is the

point where the fine is levied and collected. The campus will be the point of all appeals

on the need and size of all fines.

Be sure that special population classrooms are provided textbooks.

Facilitates in the purchase of components of a system that contains more than three parts

directly through the publisher. The annual inventory must account for all the components

of a multi-component textbook adoption. EXCEPTION: All hardback textbook

purchases must be facilitated through the district textbook supervisor.


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District Textbook Supervisor

Controls textbook activity within the school district.

Trains new campus textbook coordinators on district and state policies and procedures

regarding textbook administration.

Trains campus level textbook coordinators on district textbook inventory software.

Provides assistances to campus textbook coordinator with campus textbook

administration questions and concerns.

Coordinates all textbook activity with the State of Texas textbook administration.

Accountable for all State owned textbooks charged to the district. (TEC 67.105)

Maintains the district’s textbook records.

Maintains the district textbook warehouse.

Ensures that a bar code label is placed on the inside back cover of all student textbooks,

unless an Expedited Textbook Waiver has been granted.

Conducts an annual physical inventory of the district warehouse of all current adoption

textbooks and learning systems, which have been requisitioned and delivered to the

district.

Conducts physical inventory audits of all campus textbooks.

Results of the annual physical inventory shall be recorded in the district’s files and be

available for review by the TEA for all textbooks and learning systems which are

determined to be lost during the physical inventory.

Textbook losses are reported to the state and the district pays for lost textbooks, after

collecting the funds from the campuses.

Requisitions textbooks through TEA on-line or used textbook vendor.

Accepts all textbook shipments for the district and report all shipment errors and

discrepancies.

Prepares surplus textbook orders to be sent to other districts at the request of TEA.

Coordinates with textbook publishers during textbook adoption cycles to ensure receipt

of samples.


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Works with content facilitators to schedule textbook publisher hearings during textbook

adoption cycles.

Develops textbook ballots for teacher voting and distribute the campuses.

Reports all publishers who fail to ship samples.

Works with publishers to ensure accurate receipt of samples.

Responsible for all shipments of textbooks to the district.

Submits funds collected from the students for lost or destroyed textbooks at each school

to the TEA, or replaces the textbooks by purchasing them.

Serves as a non-voting facilitator on the district textbook committee.

Superintendent

Reports district-wide maximum student membership to the Commissioner of Education

(TEC 12.61).

Chairs or designates a chairperson for the textbook committee and recommend committee

members. Members of the committee shall be professional staff, and the majority shall be

classroom teachers. EFAA (LOCAL)

Should the Board reject any recommendation, the Superintendent shall present another

recommendation. The official minutes of the Board meeting at which the appointment is

made shall include names of the person appointed to serve.

The Superintendent or designee shall be responsible for coordinating the time frame for

meetings of the committee and meetings of the Board to ensure compliance with state

timelines. EFAA (LOCAL)

Routes all textbook problems and questions to the district textbook Supervisor for

clarification with TEA textbook administration.

Local Board of Trustees

Serve as legal custodians of state textbooks and have the power to make such

arrangements for the distribution of textbooks to the pupils as may seem most effective

and economical. (TEC 31.102(c))

Shares jurisdiction in textbook selection.


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Each year, during a period established by SBOE, the Board shall select textbooks for

subjects in the foundation and enrichment curricula. Education Code 31.101(a)

The Board shall adopt a policy for selecting instructional materials. Final selections must

be recorded in Board minutes. 19 TAC 66.104 (a), EFFA (LEGAL)

Approves the recommendations of the Superintendent for appointment of the local

textbook committee.

After examining all instructional materials adopted by the State Board and reflected on

the multiple lists, the textbook committee shall select materials for use in the District and

recommend the selections to the Board for ratification. EFAA (LOCAL)

The President and the Secretary of the Board of Trustees must sign the State of Texas

Board of Trustee Certification form.


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Textbook Administration

Local Campus Transfer of Textbooks

In order to adhere to efficient textbook accounting practices and procedures, textbooks may not

be transferred between schools without first contacting the district textbook supervisor. In order

to send textbooks to another campus, you must complete a textbook transfer form. A textbook

transfer form is also required in order for a campus to receive textbooks from another campus. If

a school needs textbooks, the campus textbook coordinator must request these through the

district textbook supervisor. The district textbook supervisor will arrange for the transfer of

textbooks to the school. When asked to transfer textbooks to another school, please expedite

these requests-there are students without textbooks.

Only the textbook warehouse staff is permitted to pick up and/or deliver textbooks.

District Control of Textbook Funds

Each school should have a receipt textbook dedicated to textbook loses and fines. Students must

always be issued a receipt for any textbooks they pay for. The receipt should include the ISBN

of the textbook, the title of the textbook, and the student’s name, in case a textbook is found and

a refund is issued. Receipts for textbooks are auditable documents and should be kept for the life

of the adoption plus two years or a minimum of eight years.

When conducting the annual textbook inventory, the school assistant principal/campus textbook

coordinator should indicate on the Inventory Taking Worksheet the textbooks that are missing

and the number that are missing.

All funds collected for textbooks should be deposited into the campus textbook account as they

are collected or by June 15th

. The district’s finance department will transfer monies from the

campus to the district’s textbook account.

Fines

Dollars collected for lost or damaged textbooks will be deposited into the campus textbook

account as funds are collected or no later than June 15th

.

Assistant principals are encouraged to use good judgment when levying fines – if marks are

minor and can easily be erased, please do so or encourage the student to do so under adult

supervision! The recommended fine schedule is as follows:


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DAMAGES Charges

Torn Pages

Minor

Major

$1.00/ pp

25%

Ink or Pencil Marks

Minor

Major

$1.00/pp

25%

Loose Bindings 50%

Minor Water Damage (no mildew) 50%

Missing Pages 100%

Obscenities – Drawn or Written 100%

Damages That Prevent Re-Issuing Textbook – Including Mold or

Mildew

100%

If a student pays for a textbook in full, he/she is entitled to keep the textbook!

Textbooks that have been damaged by the student and are not usable must be paid for and

disposal of said textbooks will be facilitated through the district textbook supervisor. Textbooks

that are damaged but still usable may be returned to the state for replacement. Textbooks that are

received from the publisher that are damaged due to the publisher’s error may also be sent back

to the state for replacement. The district textbook supervisor will set aside a date for these

textbooks to be picked up after the out-of-adoption pick up is completed. The district textbook

supervisor will annually publish a date for the pickup of worn-out or damaged textbooks that are

eligible to be sent back to the state. Textbooks discovered to be defective during the campus

inventory can be sent back by submitting an adjustment in TIPWeb. Once the district textbook

supervisor receives the adjustment, the campus will receive instructions regarding packaging of

the textbook(s) for return to the state.

Examples of damaged textbooks that may be returned to the State:

Example A: Occasionally we have problems with textbooks that are new and do not hold up to

normal use; typically the bindings break. If textbooks in use in the schools seem to have a

manufacturing problem, please bring it to the attention of the district textbook supervisor as soon

as the problem is discovered. These textbooks should be replaced or repaired by the publisher.

Students should not be charged damage fines for textbooks that fall into this category.

Example B: Occasionally textbooks are made unusable by things that happen to them that are

beyond our control. In this case, TEA asks districts to document the losses, and the state will

remove the textbooks from district charges or replace the textbooks. Recent cases include

textbooks lost in a house fire, a flooded car, textbooks that were vomited on, and textbooks lost

due to mildew when they were being stored during construction. In all of these cases, TEA

absorbed the cost to replace the textbooks. If something like this happens on your campus,

please report the loss to the district textbook supervisor by submitting an adjustment in TIPWeb,

giving dates and details and we will get the textbook(s) taken off your charges or replaced. The

district textbook supervisor will give further directions about the disposal of these Textbooks.


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Campus Textbook Administration

In Grand Prairie ISD, usually an assistant principal in each building is appointed as the campus

textbook coordinator. The staff of the district textbook department is always ready and willing to

assist the campus textbook coordinator in any way. Training on textbook procedures and the

district textbook management software will be provided for new textbook coordinators. Feel free

to call anytime with questions and concerns.

Ordering Textbooks

Three factors determine how many textbooks a campus or the district is entitled: the quota for the

textbook, the number of students enrolled in a grade and/or subject (membership), and the

number of textbooks from the same multiple list code already assigned to a campus or district

based on the annual inventory.

Membership – Membership is defined as the number of students enrolled in a grade and/or

subject. Grades K-5 report number of students in a grade and grades 6-12 report students

enrolled in a subject. The membership data is used to determine the eligibility for additional

textbooks based on quotas outlined below. PEIMS is the source of membership data.

Teacher Membership – The teacher membership is the total number of teachers who teach a

subject. This is to include the classroom teachers and any other teacher who teaches the subject.

This could include a special education teacher. PEIMS is the source for ordering teacher

materials.

Quota

A quota is the number of textbooks a campus or district is eligible for based on the membership.

The quota is set forth in the proclamation for which the given subjects are called. Quotas are

subject to change if the State Board of Education modifies or reduces the quotas for budgetary

reasons. Quotas are listed in the Current Adoption Bulletin. Districts may receive textbooks

proportionately as listed below:

Special Populations

Students with visual handicaps are determined eligible for special textbooks by a local ARD

committee. These students must be verified by the annual registration through the Division of

Special Education of the TEA each January. These students may receive modified textbooks,

which include textbooks in Braille, large type, or audiotapes.

Students with dyslexia may be classified under 504 or special education. They may be eligible

for some modifications. To order special materials, it is required that there is a written

modification in their IEP or equivalent. Students with dyslexia are eligible for textbooks on tape

through Learning Ally (formerly Recording For The Blind and Dyslexia). It is possible that the

modification could include a second set of textbooks to be kept at home. If this happens, the


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campus can provide those textbooks out of their extra allotment (7-10%). If this extra allotment

is not sufficient, please contact the Special Education Department.

Special Education

Students receiving special education services who are performing off grade level may receive

textbooks at the performance level. Eligible students must be included in the membership of the

grade level at which they are performing. (i.e. a high school student performing as a 5th

grade

level in the membership report.)

Highlighting

The highlighting of textbooks for students receiving special education services is allowed if the

student’s individualized education plan (IEP) calls for such modification. Highlighted textbooks,

however, can never be returned to the state textbook depository in an interim shipment. They

remain charged to the district’s inventory for the remainder of the contract period and may not be

reported as worn out.

Bilingual Membership

Students identified as bilingual and enrolled in bilingual classes are entitled to bilingual

textbooks. Bilingual textbooks are defined as textbooks written in Spanish for pupils who are

not proficient in English. Bilingual students are eligible for the Spanish version textbook as well

as the adopted English version textbook for each subject.

Teachers of bilingual classes are eligible to receive an ESL teacher edition for each grade level

they teach. ESL training is part of the bilingual curriculum, and students are eligible for student

textbooks. Your ESL membership should include both bilingual and ESL teachers and students.


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General Information

Textbook Orders

Textbooks are ordered based on membership. If the membership increases in a grade or class,

the district may be entitled to order more textbooks. Textbooks are normally ordered mid-Spring

for the next school year (annual textbook order). In elementary schools, it is necessary to re-

order consumable textbooks.

It is not permissible to purchase any hardback covered textbooks without first consulting the

district textbook supervisor. If a textbook is district owned, it will be added to the school’s

inventory.

When a school pays for textbooks at the end of the school year and payment is reflected on the

inventory, the campus will not automatically have the textbooks replaced (they may not be

eligible for replacement based on membership). Campuses may order individual components of

a system directly through the publisher. Campuses must underwrite the cost of these

components and any transportation charges.

Remember textbook ordering is based solely on membership. If we have textbooks unused on

campuses, it is imperative that the district textbook supervisor knows how many are available to

distribute to other campuses. TEA is proposing financial penalties for school districts that have

too many surplus textbooks, so this has become an important issue.

Textbook Security

Please keep your textbooks in a secure, locked textbook room. Only you and the principal

should have a key.

Require written requisitions from teachers for textbooks—it will help you immensely in

keeping up with your inventory. Scan textbooks out to teachers and/or students; scanning the

bar code label makes identification of returned textbooks quick and easy.

Out-of-adoption

Textbooks on which the state contract has expired are considered out-of-adoption. These out-of-

adoption textbooks may be retained by the campus and used as supplemental material. They

may also be donated to students, adult education programs, and other non-profit organizations

(who will not sell them). Out-of-adoption textbooks may not be sold by school districts,

schools, or district employees. If out-of-adoption textbooks are given to students, then the

campus is responsible for attaching a note/label to each textbook that says: “Textbook is

intended for personal use only. Textbook shall not be sold for monetary profit.” Any out-of-

adoption textbooks that a campus no longer wants will be returned to the district warehouse.


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Consumable Textbooks

Consumable textbooks are designed to be completely used and written in throughout the year.

Consumable textbooks are transferred with the student within the district; however, they are not

to be sent with student records when a student transfers out of the district.

Damaged/Lost Textbooks

The dollar amount of textbooks lost each year continues to be a serious concern. Actions against

students, who fail to pay for lost or damaged textbooks, while up to each principal, are more

effective as a school district presents a consistent policy. Available actions are:

Textbooks should be scanned out to students and/or teachers for easy identification by

campus/district textbook staff.

Schedule several textbook checks per year (at least 3 to 6). In secondary schools,

announce the day before, over the public address system, that there will be a

locker/textbook check. Do not wait until the last week of school to secure your textbooks.

Conduct textbook checks throughout the year.

Some assistant principals prefer to evaluate all of the damaged textbooks in their building

to ensure that fines are consistent. This may be done gradually or on an assigned day

early in May.

Hold the report card of students who fail to pay for lost or damaged textbooks. The

report cards are not sent home with the students or mailed. A note may be sent informing

the parent that the student has fees that are not clear, and they must come by the school to

pick up the student’s report card. This is not withholding records, but an alternate

delivery method for report cards. Remind parents who fail to pay that textbooks will not

be issued to the student the next year until charges are paid in full. (Students may use a

textbook in class but students cannot leave class with the textbook). If necessary, they can

come after school and check out the textbook and return the textbook the following

morning. Parents could be requested to sign a waiver stating that their child will not be

issued textbooks to take home if they choose not to pay. Assistant principals may use

their discretion in reducing fees for low-income students (those who are on the free lunch

program). They may also provide a payment plan for the parents.

In secondary schools the teachers could be made responsible for getting textbooks

returned or paid for. Instead of the school having to be concerned with paying a large

sum of money from the activity account, consider making the departments responsible for

payment of unrecovered textbooks out of their department budgets. The teachers will be

more diligent in collecting textbooks if lost textbooks directly affect them. (Exceptions:

students who drop out and fail to return all textbooks, or other special cases.)

TIPWeb will keep a record of GPISD students who have not paid for lost textbooks.


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Seniors should have all fines cleared before graduation. You cannot prevent them from

walking across the stage or from graduation, but you can hold their diplomas until they

pay their fees.

All fines should be cleared for juniors and seniors to be exempt from their final exams.

Textbook Covers

Textbook covers are provided free to the district and sent directly from the vendor to each

campus prior to the beginning of the school year.

Textbook Audits

Some of our campuses may have a textbook audit in the summer. The district textbook

supervisor and staff will conduct the audits; the campus textbook coordinator will be notified

several days in advance. If the campus textbook coordinator leaves a campus, an audit is

automatically triggered. If the building principal leaves the campus, the new principal may

request an audit.

The campus textbook coordinator, prior to the external textbook audit, should conduct the annual

textbook inventory. The campus textbook coordinator must count every student textbook,

teacher edition, and system. It is important to report overages as well as shortages! Overages

indicate a shipping error, and someone else in the district is short textbooks. The district

textbook supervisor will use the numbers of each title for comparison with the audit numbers to

determine if recounts of selected titles are necessary. Those recounts should be conducted the

day of the audit by the textbook department staff with the campus textbook coordinator.

Audit Protocol

Prior to the textbook audit, all textbooks should be returned to the textbook room(s). This

includes student textbooks that were checked out to teachers. You will be charged for any

textbooks that are not in your textbook room(s). Teacher editions will be counted.

Textbooks MUST be stacked 5 textbooks spine in and 5 textbooks spine out or every 6th

textbook turned in a different direction. Leftover textbooks in stacks less than 5 should all be

stacked on the same side of the shelf. Scheduled audits will be postponed if textbooks are not

arranged in 5’s. This arrangement reduces counting time significantly and minimizes errors.

If you must stack textbooks more than one deep, please make sure that there is an equal number

on all rows. It is recommended that the textbooks be stacked so that the second row of textbooks

is visible. (Back row vertical (5 spines in/5 spines out), front row horizontal (5 spines up/5

spines down)). If you do not do this, you may find you are short textbooks when school starts.


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Delivering, Ordering, and Transferring

Summer Deliveries

Newly adopted Textbooks that replace expiring textbooks, replacement of consumables, and

supplementary orders to cover expanded enrollment are delivered in the summer prior to the start

of the new school year.

The district textbook supervisor has no control over when the textbooks will be shipped from

the State or publishers.

When textbooks are delivered to the textbook warehouse, they must be processed and orders

pulled for each school before deliveries can be made to individual campuses. Upon delivery of

textbooks to the campus, a designated staff member must sign the pick ticket. Any discrepancy

in the textbook count should be reported to the district textbook supervisor within 10 days of

delivery. Textbook counts must be correct to have an accurate inventory at the end of the school

year.

Regular School Year Deliveries

Textbook requests from a school will first be checked for eligibility.

Once verification is made that a school is eligible for the requested number of textbooks, the

order will be filled as completely and swiftly as possible, and delivered to the campus. All

deliveries must be signed for by the campus textbook coordinator or a designee. Any

discrepancies must be reported to the district textbook supervisor within 10 days of delivery.

The number of textbooks signed for as received will be placed on the campus textbook

inventory. Any items that are backordered will be sent to the school when shipments from the

supplier are received and processed; please do not re-order textbooks that are listed as

backordered. If TEA says G.P.I.S.D. already has the maximum allotted amount of a title, the

district textbook supervisor must find surplus textbooks from other campuses. This will add time

to the filling of the requisition.

Transferring Textbooks from Campus to Textbook Warehouse – Current Adoption

The campus must notify the district textbook supervisor of textbooks that should be picked up.

The campus textbook coordinator must complete the textbook transfer form and have it ready

when the textbook warehouse staff arrives to pick up the textbooks. Textbooks must be boxed in

the appropriate textbook box; if you need textbook boxes, please call the district textbook

supervisor. boxes, please call the district textbook supervisor. Textbook boxes must be taped on

the top and bottom with packing tape. Textbook boxes must be numbered (Box ___ of ___).

Reasons a campus might return Textbooks:

Surplus (textbooks in excess of the number of students)

Damaged textbooks

Campus only using classroom set


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From Campus to Textbook Warehouse – Out-of-adoption

The textbook warehouse will pick up out-of-adoption textbooks one time per year; please notify

the district textbook supervisor when you have textbooks ready to be picked up. Textbooks must

be in textbook boxes and boxes must be taped on the top and bottom with packing tape. The

textbook warehouse will accept pick up requests beginning in May continuing through the end of

June. The textbook warehouse does not have space available to store out-of-adoption textbooks

throughout the year, so please do not request that these textbooks be picked up prior to the end of

the school year.

From Campus to Campus

The transfer of textbooks from one campus to another or the swapping of textbooks is not

permitted. All textbook deliveries and returns must be done by the textbook warehouse staff.

Sale of Textbooks

If a parent or individual wants to purchase a textbook, the campus textbook coordinator will

furnish the publisher’s name, address, and phone number so that individuals may arrange to

purchase the textbook directly from the publisher. Under no circumstances are school districts

allowed to sell current adoption or out-of-adoption textbooks. Out-of-adoption textbooks may be

donated to students, parents of students, adult education programs, or other non-profit

organizations. Those wishing to receive the textbooks are responsible for transporting the

textbooks. The Texas Education Code, Section 12.63 (f) also requires that copies of discontinued

Textbooks be made available for use in libraries maintained in city and county jails, institutions

within the Texas Department of Corrections, and other state agency institutions.

Purchasing Textbooks – Used Textbook Catalog Purchases

Circumstances may arise in which your campus will need to purchase additional copies of

textbooks or teacher materials not available through the textbook department. Before ordering

any instructional materials from an outside vendor, please contact the district textbook

supervisor to ensure you order the correct materials!

Acquiring instructional materials in this manner is not intended to replace the textbook

ordering procedure through the textbook department. This is strictly for materials or textbooks

we are unable to provide or replace.


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Bar Coding Procedures

Student Editions

The following are guidelines pertaining to bar coding student textbooks. Textbooks must be bar

coded once they have been received into a campus inventory.

1. When materials are delivered to the campus the campus textbook coordinator, or a

designated staff member, must verify the count within ten days of receipt. Any

discrepancy in the item count should be reported to the district textbook supervisor within

ten days of receipt. This count is important because it will be charged to the campus

inventory.

2. Before the staff member delivering the materials leaves the campus, both the designated

campus staff member and the delivery staff member must sign the paperwork. A copy

will be provided to the designated campus staff member. This copy should be filed in the

campus textbook binder. The delivery staff member will also provide a copy to the

district textbook supervisor.

3. Every effort will be made to ensure that bar code labels are placed on the textbooks prior

to delivery. However, if textbooks are received without bar code labels, please notify the

district textbook coordinator so that bar code labels can be sent to the campus.

4. Place the student textbook face-down on the table, open the back cover of the textbook.

Place the bar code label on the inside back cover. This is usually a blank page. Do not

cover any writing when placing the bar code.

5. Once the bar codes have been placed on the textbook, the textbook can be scanned out to

a student.

Teacher Editions

The following are guidelines pertaining to bar coding teaching materials. Teacher kits need to be

bar coded once they have been received into a campus inventory.

1. When materials are delivered to the campus the campus textbook coordinator, or a

designated staff member, must verify the count within ten days of receipt. Any

discrepancy in the item count should be reported to the district textbook supervisor within

ten days of receipt. This count is important because it will be charged to the campus

inventory.

2. Before the staff member delivering the materials leaves the campus, both the designated

campus staff member and the delivery staff member must sign the paperwork. A copy

will be provided to the designated campus staff member. This copy should be filed in the

campus textbook binder. The delivery staff member will also provide a copy to the

district textbook supervisor.


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3. Every effort will be made to ensure that bar code labels are placed on the textbooks prior

to delivery. However, if textbooks are received without bar code labels, please notify the

district textbook supervisor so that bar code labels can be sent to the campus. If a teacher

edition is part of a kit, take the teacher edition out and place a bar code on it.

4. Place the teacher edition face-down on the table, open the back cover of the textbook.

Place the bar code label on the inside back cover. This is usually a blank page. Do not

cover any writing when placing the bar code.

5. Once the bar codes have been placed, the teacher edition can be scanned out to a teacher.


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Distribution

Before student textbooks or teacher materials can be distributed there are three pieces of

information that are required: the student/teacher ID, the ISBN (or title of the textbook), and the

accession number. The accession number is a unique number given to every single textbook in

your textbook inventory. You can run a copy of the student/teacher ID numbers from the

TIPWeb program under the reports link. For more detailed instructions on how to scan student

and teacher materials, please see your TIPWeb Campus Training Manual. If you have questions

or encounter problems, please contact the district textbook supervisor.

TIPWeb is a web based application and can be accessed from any computer with an Internet

connection. This allows for the distribution of textbooks by accessing the application from a

computer in each classroom or from a laptop carried from room to room. Connecting a scanner

greatly increases the speed of the distribution process.

The student/teacher ID must be scanned first, then the ISBN of the textbook, and then the

accession number. You can choose to have TIPWeb remember the student/teacher ID or the

ISBN or a combination of the two. This choice will depend on the process you choose to use

during distribution. Contact the district textbook supervisor if you have any questions or

problems that may develop during your scanning and distribution process.

The following are suggestions only. If you already have a process that works for your campus,

please continue with what works for you.

Distribution of Textbooks to Teachers

At the K-3 level, Textbooks stay primarily in the classroom. Students at this level do not

customarily take textbooks home on a regular basis. In this situation, textbooks may be

distributed to teachers. Textbooks can be placed in classrooms and the distributions processed as

soon as teacher/classroom assignments have been made. TIPWeb can be accessed from the

classroom computer and an attached scanner can be connected. If a computer is not available in

the room, a wireless laptop can be taken into each room. A teacher ID bar code list can be

printed from TIPWeb for scanning of the teacher ID. The actual scanning process, based on

twenty-two (22) textbooks per title, is approximately three to five minutes.

This process can also be used at the secondary level to distribute textbooks to teachers who want

to use classroom sets rather than distributing a textbook to each student.


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Distribution of Textbooks to Students

For students in grades four through twelve, it is suggested that students be held accountable for

the textbooks in their possession. There are several processes by which the distribution to

students can be accomplished.

1. The distribution location is made available before school, during lunch periods and for a

given period of time after the school day. This variation is used primarily at the high

school level.

This process makes students responsible for picking up their required textbooks. The

distribution location is available for a given period of time after school starts, i.e. for two

weeks.

2. Students are brought to the distribution location from a core area class, such as English

(middle school or high school) or by grade level (elementary).

The campus textbook coordinator creates a schedule for teachers to bring students to the

location. The suggested schedule should have groups brought to the location every thirty-

five (35) minutes. At the middle school level, with multiple check-out stations it is

possible to distribute all of a student’s required textbooks to a group of twenty five (25)

students within a thirty (30) minute period.

3. Textbooks can be placed in classrooms prior to the beginning of the school year or can be

carted to the classroom.

Students will need to have their bar coded student ID available and ready to scan. If IDs

are not available, a student ID bar code list can be printed from TIPWeb. With the use of

a scanner attached to a classroom computer or a wireless laptop, the textbooks will be

scanned out to the students.

Continue this process from one classroom to another until all textbooks have been

distributed. This process is quicker if textbooks have been placed in the classroom prior

to the day of check out.


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Collection

Students/Teachers

The following suggestions may be used when collecting textbooks. If you already have a system

that works for your campus, please continue to use your system. For more detailed instructions

on how to scan student and teacher materials, please see your TIPWeb Campus Training Manual.

If you have questions or encounter problems, please contact the district textbook supervisor.

The collection process is less involved than the distribution process. Because the accession

number is unique to every textbook in your inventory, collecting textbooks only requires the

input or scanning of the accession number.

The collection of student textbooks and teacher materials will vary from campus to campus.

Listed below are some suggestions for the collection of student and teacher materials.

The collection of textbooks using TIPWeb provides you with an electronic accounting of the

Textbooks that should be in your physical possession (storage or textbook room). You will also

have access to information pertaining to whether or not textbooks have been returned by

students/teachers. This electronic information should be confirmed or verified against a physical

count of textbooks once all collections have been made. This count takes place immediately at

the end of the school year.

It is suggested that you meet or communicate with teachers at the beginning of the last month of

school to explain the collection process. It is important that your teachers are aware of your time

frame for collecting textbooks and completing your end of the year inventory. One option to

ensure that teachers are aware of the dates and times of collection is to provide a calendar and

allow teachers to sign up for a collection date and/or time slot.

Collection of classroom sets can be accomplished by accessing TIPWeb from the classroom

computer and attaching a scanner. If a computer is not available in the room, a laptop with

internet access can be taken into each room. Collection can begin as soon as the teacher indicates

he/she is no longer using the textbooks.

The actual scanning process, based on twenty-two (22) textbooks per subject/title, is

approximately one to three minutes per set.

This process can also be used at the secondary level to collect textbooks from teachers who use

classroom sets.


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Collection of Textbooks by Class with Student Present

As the close of the school year nears, it is important to meet with staff to explain the collection

process. After explaining the goal, it is good to solicit ideas and get buy in from staff members.

1. Students are brought to the collection location during designated classes at designated

times. Only the textbook being used in the particular class is collected.

2. Students are brought to the collection location from a core area class, such as English

(middle school or high school) or by grade level (elementary). All textbooks issued to

the student are collected at this time.

The campus textbook coordinator creates a schedule for teachers to send students to the

collection location based on when teachers have indicated they will no longer be using

textbooks. The suggested schedule should have groups brought to the location every twenty (20)

minutes.

Collection of all Textbooks with Student Present

Collecting all of the textbooks with the student present makes students responsible for the

collection of textbooks for which they are being held accountable.

1. Students are given an opportunity before school, during lunch periods, and for a given

period of time after the school day, to take their textbooks to a designated collection

location on campus. This is used primarily at the high school level.

This process allows for the collection of all textbooks at a given time. A collection receipt may

be printed displaying all collected textbooks as well as those for which the student is still

accountable.

At the high school level it is advantageous to collect textbooks from seniors as soon as teachers

indicate they will no longer be using textbooks for test review. Most campuses will take a ―Holds

List‖ (Student Textbook Status Report) to graduation practice to remind students of their

Textbook obligation and the need to satisfy the obligation prior to graduation ceremonies.

Collection of Textbooks with No Student Present

Because TIPWeb uses unique accession numbers for the distribution of textbooks, the student

does not have to be present for textbooks to be collected.

A room or other location is designated as the collection station. Textbooks can be dropped off at

the location by students.

Scanning of the accession number to report the textbook as collected can be done before school,

during the school day, or after school hours. Once textbooks are scanned they should be moved

to the storage location for the summer.


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To communicate with the student and/or the parents, an outstanding obligation receipt (Student

Textbook Receipt filtered by status of Distributed) should be printed and distributed to each

respective student.

It is important to collect from seniors as soon as possible to facilitate the notification of

outstanding obligations.


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Return Procedures

Return of Student Textbooks

The following are procedures to be used when returning textbooks to the textbook warehouse.

Reasons a campus might return textbooks to the textbook warehouse:

Surplus (textbooks in excess of the number of students)

Campus using only classroom set

Wrong textbook sent to the campus

If you decide to return these textbooks to the textbook warehouse, please follow the steps

below.

1. The campus textbook coordinator must verify with campus staff that materials are not

needed.

2. Campus textbook coordinator shall notify the district textbook supervisor of the need to

return textbooks to the textbook warehouse. The district textbook supervisor will coordinate

a pick up date with the campus. These materials must be properly boxed by campus staff.

Materials not properly boxed will not be picked up.

3. Use the appropriate textbook box to pack up the textbooks. If you do not have any textbook

boxes, please notify the district textbook supervisor with the quantity needed and textbook

boxes will be delivered to your campus. Please give the warehouse enough time to pull and

deliver your order of textbook boxes. Do not use other textbook boxes. The top and bottom

of the textbook boxes must be taped closed with packing tape.

4. At the elementary level, if you are returning a textbook that has components associated with

it, all components must be returned for your campus to receive credit for the return (ex:

literature has the textbook and two workbooks). The campus textbook coordinator will

submit an adjustment form in TIPWeb. When the district textbook supervisor receives the

adjustment, a time will be scheduled for pick up. At the secondary level, if a textbook has a

non-consumable workbook as a component, the workbook must be returned with the

textbook in order for you to receive credit.

5. If a campus cannot provide a complete set for return, one of the following shall occur

The campus must purchase the missing items.

The campus must pay for a complete set.

6. The quantity of boxes to be returned must be indicated on each box. Example: Austin ES 1

of 2, Austin ES 2 of 2. A copy of the adjustment must be printed off and taped to one of the

boxes.


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Materials that are to be sent to another campus must go through the district textbook

supervisor before the new campus may receive the materials. This is necessary for maintaining

inventory accuracy and for documentation purposes.

After quantities have been verified by the textbook warehouse, the textbooks will be removed

from the campus inventory.

Return of Teacher Materials

All teacher editions and resource guides are to be used by the campus staff while employed with

G.P.I.S.D. and are to be returned to the textbook warehouse as requested.

When a teacher is leaving a campus, the campus textbook coordinator and the exiting teacher

must verify that all items are returned by using the component list which can be obtained through

the district textbook software management program or by calling the district textbook supervisor.

When returning teacher editions or resource materials to the textbook warehouse, all materials

must be included. Contents should be neatly arranged in the original box (if at all possible).

Reasons a campus might return teaching materials to the textbook warehouse:

Surplus (teaching materials in excess of the number of teachers).

Wrong materials.

The following are procedures each campus should use when returning teaching materials

to the textbook warehouse.

1. The campus textbook coordinator must verify with the principal that the materials are not

needed.

2. Credit for a teacher edition or kit will be given to the campus only when the textbook

warehouse receives all components of the kit.

3. A secured location on campus must be designated for the collection of materials.

4. The campus textbook coordinator and the teacher must verify all items are in the kit by using

the component list. If an item is missing, a notation must be made on the component list.

Unusable or damaged materials are classified as missing items.

5. If the kit is complete the campus textbook coordinator shall submit an adjustment form in

TIPWeb. When the district Textbook supervisor receives the adjustment, a time will be

scheduled for pick up.


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6. If the campus cannot provide a complete set of teaching materials to the textbook warehouse,

one of the following shall occur:

The campus must purchase the missing items.

The campus must pay for a complete kit.

If the campus is unable to provide a complete teaching kit within two weeks of the

request, the campus will be charged for the full teaching kit. A complete kit consists of

all materials listed on the component list or verification of the direct pay for payment of the

missing item(s).

7. The campus must contact the publisher to purchase a missing item. Once the direct pay for

the missing item is generated, place a signed copy of the component list and the direct pay

with the boxes of materials. The campus textbook coordinator shall find a location on

campus to store the incomplete resource package until the purchased items are received.

8. Use textbook boxes to box up the teaching materials if the original box is not available. If

you need textbook boxes, please contact the district textbook supervisor. Please give the

warehouse enough time to pull and deliver your order of boxes. Do not use other boxes.

The textbook boxes, top and bottom, must be taped using packing tape.

9. Using a dark marker, mark the outside of the box. The campus name must be marked on

each side of the box. The quantity of boxes to be returned must be marked on the top of

each box. Example: Adams 1 of 2, Adams 2 of 2.

Incomplete teaching materials cannot be returned to the textbook warehouse. Credit for

teaching materials cannot be given against the campus inventory for incomplete sets.

Materials scheduled to be sent to another campus must go through the district textbook

supervisor before the receiving campus may receive the materials. This is necessary for

ensuring that all components are accounted for, inventory accuracy, and documentation

purposes.


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Damaged/Worn Out/Destroyed Textbook

Return Procedures

If you return damaged/worn out/destroyed textbooks to the textbook warehouse, please

follow the steps below.

1. The campus textbook coordinator must verify that the textbook is damaged. Use the

Identifying ―Worn-Out Textbooks‖ document to determine if the textbook is unusable.

2. The campus textbook coordinator will submit an adjustment in TIPWeb.

3. When the district textbook supervisor receives the adjustment, the campus coordinator will

be contacted to schedule a pick up date. Please give the location within the building where

the materials will be stored until pickup.

4. Materials shall be properly boxed by campus staff. Materials that are not properly boxed will

not be picked up. Please use the appropriate textbook boxes. If you do not have textbook

boxes, contact the district textbook supervisor with the quantity needed and the textbook

boxes will be delivered to your campus at no charge. Please give the textbook warehouse

staff enough time to pull and deliver your order of textbook boxes. Do not use other boxes.

The bottom and top of the textbook boxes must be taped closed with packing tape.

5. A copy of the adjustment must be taped to the top of each box. The quantity of boxes to be

returned must be marked on the top of each box. Example: Kennedy 1 of 2, Kennedy 2 of 2.

The campus textbook coordinator will be emailed if there is a difference in the count the campus

sent and the amount the textbook warehouse received.

If the campus is eligible for the damaged materials to be replaced, the district textbook

supervisor will work quickly to have them replaced.


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Texas Education Agency

Instructional Materials and Educational Technology Division

Identifying Worn-Out Textbooks

Worn-out Textbooks: In order for a textbook to be declared as worn out by a school district, it

must have been in adoption by the State Board of Education for at least two years. If any of the

following conditions exist in a textbook, it may be declared as worn-out.

1. The cover of the textbook has come away from the pages of the textbook.

2. End papers have pulled away from cover.

3. The textbook cover is dog-eared on the corners or frayed at the edges and on the spine.

4. The cover is worn to the point of exposing the cardboard cover.

5. The textbook cover or pages are wrinkled due to having been wet.

6. Reinforcing material is worn or pulled away from cover and from contents along spine.

7. The stitching is loose or broken allowing sections of the textbook to separate and loosen.

8. Partial or complete separation of the binding; it may have become loose or torn at the hinges. This

may result in pages that are coming away from the binding.

9. The spine of the textbook has come away from the pages of the textbook or the spine of the

textbook is broken.

10. The textbook spine no longer maintains a 90 degree angle when viewed from the top or bottom.

11. The textbook is badly soiled or mutilated.

12. The end papers and cloth reinforcement are torn and pulled away from the cover.

13. Pages are torn, badly soiled or disfigured by drawings or writing.

14. Page edges are cut or badly ink-marked.

15. The textbook pages have reddish-brown cluster of spots or discolorations that are caused by

fungus growth or mineral crystallization that grows in damp conditions.

16. An entire page or section of the textbook is absent.

17. The textbook has more than 10 pages whose corners have been folded over (dog-eared).

Usable Textbooks: Textbooks that exhibit the conditions shown below are considered usable

and should not be declared as worn out:

1. Edges of the textbook cover are not frayed.

2. The textbook cover is securely attached to contents along spine.

3. The pages are clean and not torn.

4. The end papers are fixed firmly to the cover and contents.

5. The page edges are clean and unmarked.

6. Textbook cover is slightly soiled or frayed along spine.

7. Some pages have small smudges.

8. Page edges have some discoloration.

9. End papers are beginning to tear or loosen; but the cover is still firmly attached to the contents

along spine.

10. Page smudges can easily be removed, or at least do not interfere with the textbooks’ readability.


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Out-of-Adoption Procedures

The district will provide a pallet box for every campus for the collection of out-of-adoption

textbooks. Campus textbook coordinators do not need to count or complete adjustments for out-

of-adoption textbooks or teacher materials. When a textbook goes out-of-adoption so do all of

the components and teacher materials associated with that textbook.

The following are guidelines pertaining to out-of-adoption materials. If you have any questions

regarding out-of-adoption materials, please contact the district textbook supervisor.

Out-of-adoption textbooks may be

Given to the parents of a student.

Kept for use in the classroom.

Returned to the textbook warehouse.

Out-of-adoption textbooks cannot be sold or thrown away.

If the campus chooses to return these textbooks to the textbook warehouse, please follow the

steps below.

1. Review the out-of-adoption listing. Please make sure that only titles on the list are set aside

for the out-of-adoption returns. Once the textbook warehouse picks up the out-of-adoption

titles, they cannot be returned to the campus.

2. Materials such as video or cassette tapes, binders, and spirals cannot be recycled. Please do

not put these items in with the other out-of-adoption materials; these materials may be

disposed of on campus.

3. The pallet box will be delivered to your campus at the end of each school year. If the pallet

box will not work for your campus, please notify the district textbook supervisor.

4. Out-of-adoption textbooks will be picked up during the month of June. Campuses will be

notified of the date of pickup. Any textbooks that are not ready at the time of pickup will

need to be stored on campus until the following summer. Except for summer school materials

that can be returned at the end of summer school.

5. A designated campus staff member will need to be at the campus at the arranged pick up

time.

When gathering out-of-adoption materials, be sure to allow for textbooks for summer school. If

your campus is scheduled to conduct summer school classes, please remember to retain the

necessary quantities of the expiring adoption.

Call the district textbook supervisor if you are unsure about a particular title; if you

mistakenly send a textbook back as out-of-adoption, your campus will be held financially

accountable for the replacement of the textbook.


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Inventory Procedures

The principal and the campus textbook coordinator are responsible for collecting textbooks at the

end of each school year. Teachers will collect textbooks from all students and clear their

classroom account with the campus textbook coordinator. Campuses need to collect monies for

lost/damaged textbooks before the student leaves for summer break. Payment for lost or

damaged textbooks must be made prior to the start of the next school year.

During the month of May, the district textbook supervisor will provide to each campus textbook

coordinator a packet of information, which will contain the following:

1. A list of expiring materials.

2. A list of new materials adopted by G.P.I.S.D.

3. A copy of the textbook inventory procedures.

4. A list of campuses that will be audited and the scheduled date.

The principal and the campus textbook coordinator are responsible for gathering all textbooks,

teacher editions, and kits to a designated area for an inventory count. Campuses will print an

Inventory Taking Worksheet from the reports menu in TIPWeb to use when conducting their

campus inventory. The campus should follow the textbook inventory procedures while

completing their campus inventory.


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The Importance of an Accurate Inventory

It is of the utmost importance that each campus conducts and maintains an accurate inventory of

Textbooks in relation to enrollment figures. There can never be a guarantee that the district will

not be audited by TEA in the area of textbooks. There are two types of Textbook audits that TEA

conducts:

1. Desktop Audit – this audit requires the district being audited to provide current

enrollment figures (PEIMS) for the subject area being audited. TEA will take the PEIMS

data and apply it to the inventory figures it has for the district and determines whether or

not the district owes textbooks, money, or both.

2. On-site Audit – For this audit, members of the TEA Financial Audits Division will

personally visit the district being audited and ask to visually view the textbooks for the

subject areas being audited, and count them if they choose to do so. This audit is very

costly.

As difficult as it may be to believe, some districts have been charged for textbooks that would be

going out-of-adoption at the end of the school year for which they are being audited and assessed

charges.

With the new TIPWeb textbook inventory system, the inventory process should be much easier

to conduct effectively and efficiently.

The following statement is taken directly from the TEA EMAT online textbook guide, ―Please

be aware that when you update populations, EMAT Online calculates the percent change and

displays it in the Percent Change column. When the percent change reaches a certain level,

Textbook Administration is notified and you may be audited.‖

Internal Audits

The term internal audit is used here only to emphasize the necessity of ensuring that the textbook

records for each campus are accurate. Any internal audit that is conducted will be done to ensure

each campus is maintaining an accurate inventory of textbooks and keeping track with the money

or textbooks that may be owed to TEA.

One or all subject areas taught on a particular campus may possibly be audited by district

personnel. Subject areas to be audited will be selected by the district textbook supervisor.


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Textbook Inventory/Audit Procedures

Following are the Texas Education Agency (TEA) guidelines for district textbook audit

preparations. Unless arrangements are made with the district textbook supervisor, each campus

must follow these procedures.

You will receive notification of the internal audit and the subject areas to be audited. Please do

not borrow or swap textbooks from another campus so that the physical number of textbooks

matches the numbers provided on your inventory. The district textbook supervisor must be able

to assess at anytime the district’s financial obligations to TEA.

The district textbook supervisor will be conducting audits in late May and the entire month of

June. The assistance of the campus textbook coordinator will be needed to expedite the audit.

General Guidelines

Texas Administrative Code Chapter 66.107 Local Accountability

(a) Each school district or open-enrollment charter school shall conduct an annual physical

inventory of all currently adopted instructional materials that have been requisitioned by, and

delivered to, the district. The results of the inventory shall be recorded in the district’s files.

Reimbursement and/or replacement shall be made for all instructional materials determined to

be lost.

The annual textbook inventory audit must be completed and the paperwork signed (by the

principal and/or designated campus textbook coordinator). The original of the textbook inventory

must be sent to the district textbook supervisor and a copy retained for the campus textbook

coordinator’s files.

Each campus must complete the inventory count of all materials before the audit team arrives.

The audit team will then conduct an audit using the campus’ inventory paperwork.

Each campus textbook coordinator and building principal is responsible for the TEA annual

inventory of textbooks. Each campus will receive an end-of-year inventory-physical count. The

list will help as you prepare for the inventory. It is our suggestion you conduct your annual

inventory as you arrange the textbooks for the audit. If the audit team arrives and the campus

inventory has not been completed, the audit team will leave. The district textbook supervisor will

then communicate to the campus principal and district administration that the audit could not be

completed.

Audits of the campus textbook inventories will be conducted between late May and the entire

month of June. If any campuses are ready for the audit prior to the last day of school, please call

the district textbook supervisor. We will do our best to schedule a date and time that is

convenient for each campus. We will take requests on a first come first serve basis. If a campus

determines it cannot hold the audit on the scheduled date and time, please contact the district

textbook supervisor as soon as possible.


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Preparation is the key to accomplishing the audit with the fewest of resources, in the least

amount of time, and with the highest level of accuracy.

An audit consists of several steps:

Collection

Location/temporary storage

Preliminary count

Audit count

Payment for Losses

The preparation process begins with the collection of instructional materials. Preparation may

begin several weeks before the last day of instruction and continue through the date of the audit.

Inventory Guidelines

All textbooks and instructional materials charged to the campus must be gathered together in a

secured location. When choosing the location, there should be adequate space and visibility for

auditors to locate titles.

In order to expedite the audit, it is suggested that textbooks be stacked in the cafeteria, library,

gymnasium, or auditorium. The determined location for the inventory and audit must be a locked

or in a secured location. If more than one textbook room is used to house the textbooks, please

provide that information to the district textbook supervisor. A clear, concise description of the

location of the textbooks should be provided to the district textbook supervisor one week prior to

the auditors’ arrival.

Please notify the district textbook supervisor by email if your campus will have summer

renovations or summer school.

Preparation of textbooks

A uniform method of stacking textbooks will make for an organized and smooth inventory.

Textbooks should be stacked the following ways:

Elementary – textbooks should be arranged by grade, then by title within each grade

Elementary – textbooks within a set of more than one title, separate by title

Secondary – textbooks should be arranged by subject, then by title within each

subject

We strongly recommend the textbooks be clustered in stacks of 25 to 50 copies, with every five

textbooks turned the opposite direction.

To help you determine what might work best for your campus, here are some suggestions on

collection, location, audit, and payment for losses. If your campus already has a process that

works for you, please continue using your process.


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Collection Process

Collection begins as soon as textbooks are no longer being used by students/teachers. This may

be as early as several weeks prior to the end of the school year.

Elementary

Meet with grade level team leaders to determine when you can begin collecting

instructional materials.

Determine if you are going to go to the classroom to collect instructional materials or if the

classes are coming to you.

Create a schedule for collection.

Use Quick Entry with the attached scanner to collect textbooks.

Secondary

Meet with department heads to determine when students can begin turning in instructional

materials. If finals are being administered, collections should begin as soon as students take

their tests. For seniors, this is typically several days prior to other students.

Set up schedule for collections. You may want to set up times throughout the day when

students can come to a collection location(s) and turn in instructional materials.

You may also want to set up a drop box for instructional materials. Because of the bar

coding and scanning of Textbooks to students, the student does not need to be present for

their instructional materials to be collected.

As part of your collection and audit process mark textbooks not returned by students or

teachers as lost.

Location or Temporary Storage

Location of instructional materials that will be audited should be determined prior to the

collection process. All instructional materials identified to be included in the audit must be

removed from the classroom for counting. Limit the number of locations across the campus to

as few as possible – three to five. All quantities of a title should be placed in one location.

Where to store all of the textbooks tends to be one of the challenges in audit preparation. Some

campuses have multiple Textbook rooms and while not all textbooks will fit in the textbook

rooms, this is a good place to begin locating collected materials.

Each campus will have its own unique challenges and solutions for addressing this issue. For

those campuses that lack textbook room space, options may include portable classroom space,

stage area not scheduled for use, atrium or common area that can be blocked off for a period of

time, classroom/space in the library, or a computer lab not in use.

Arrange textbooks so that:

Like titles are together in the one location.

Stack textbooks no higher than 4 feet tall.

Turn every 5th textbook so that the spine is facing the opposite direction.


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If textbooks are stacked on shelves in a textbook room more than one set deep, the audit

team must be able to see the spines of the stacks located behind the front stack to assure

they are the same title.

If textbooks are stacked in an open space, be sure there is room to move between the

stacks/rows.

Preliminary Audit

A preliminary audit count should be conducted once all instructional materials have been

collected.

A print-out that displays a record of all titles and quantities for which the district is holding the

campus accountable should be used as a guide for the preliminary count. Campuses can print a

Campus Inventory Taking Worksheet under the reports section in TIPWeb.

To complete the count:

Work in pairs, if possible. Count each stack

Place a post-it-note with the count for that stack on the top of each stack

If working in pairs and both counters get the same total for a stack, they move to the next

stack

Record totals for each title on the worksheet

Prior to the preliminary count of textbooks, a list of all instructional materials that have been

denoted as lost by students or teachers should be printed. Using TIPWeb print out a Textbook

Details report filtered by a transaction type or status of Lost. These are losses for which

payment will be expected and for which the inventory count will be off from the total for

which the district is holding you accountable. This will let you know what you expect to

collect and allow you to determine the number of losses for which you are unable to account.

Audit Count

The audit count will occur based on a schedule as outlined by the district textbook supervisor.

The campus textbook coordinator must be present during the audit count.

The counting team will move from one location to another until all counts are completed using

the same process as outlined in the preliminary audit. The audit team will count a stack. If the

count matches what is on the sticky note on top of the stack, the counting continues. If there is

a discrepancy, both the campus coordinator and district textbook supervisor will recount the

stack. This will be done until both parties agree upon the count.

The audit team must see the instructional materials during the audit. Materials that are

listed on the inventory taking worksheet and are not available for the audit team to count

will be recorded as lost.

Payment for Losses


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Payment for losses will be transferred from the campus textbook account in September.

Upon receipt of payment, the district will consider your inventory balanced and this will be

your beginning inventory for the coming school year.

Using TIPWeb, you will be able to identify those students that you can expect to collect

payment. Using TIPWeb you will be able to send letters home to parents/guardians requesting

payment for the lost materials. With persistent efforts, your collection rate should represent a

large percentage of what the district has collected from your campus.


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Questions and Answers

1. A teacher reported that he/she does not like the textbook that the district has adopted. Can

we return that material and get the title that the teacher wants?

No, the teacher must use the textbook approved by the Board of Trustees.

2. What materials can I order for my bilingual and ESL students and teachers?

Bilingual students and teachers are entitled to English version materials, Spanish version

materials, if available, and ESL materials.

ESL students and teachers are entitled to English version materials and ESL materials.

3. What materials are available for visually impaired students?

The state provides state-adopted instructional materials in both Braille and large-type

versions for students with visual impairments. Visually impaired students are only

eligible for one copy per subject area.

4. Can we order large-type textbooks for dyslexic students?

No, current legislation does not allow for providing special textbooks to dyslexic

students.

5. Can we highlight textbooks for students receiving special education services?

Yes, if the student’s IEP calls for such modification. Districts that highlight Textbooks

are not allowed to return the modified Textbooks to the state as a damaged or worn out

Textbook. Highlighted Textbooks remain in the district’s inventory for the duration of the

adoption.

6. What do I do about students who lose textbooks?

By law, students and/or parents or guardians are responsible for paying for textbooks

that are lost by the student. If payment is received from the parent or guardian, the

parent should be issued a receipt with the name of the textbook, the ISBN, and the

amount paid. The money should be deposited in the campus textbook activity account.

The textbook’s status should be changed in TIPWeb from lost to paid.

7. What do I do if a student tears up a textbook and renders it beyond use?

The same law applies as in question 6.

Students and/or parents or guardians are responsible for paying for textbooks that are

destroyed by the student. If payment is received from the parent or guardian, the textbook

becomes the property of the student. The parent should be issued a receipt with the name


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of the textbook, the ISBN, and the amount paid. The money should be deposited in the

campus textbook activity account. The textbooks status should be changed in TIPWeb

from distributed to destroyed at the time the textbook is reported destroyed. Once the

textbook has been paid for, the status will be changed to paid.

8. What do I do when students lose textbooks but either refuse to pay for them or cannot

afford to pay for them?

By law, you do not have to issue the student another textbook, but you must allow the

student to use a textbook in the classroom. The law also allows districts to waive or

reduce payments for lost or damaged textbooks, if the student is from a family of low

income under circumstances determined by the local board of trustees. If payment is

waived or reduced, the campus is still accountable and must replace the textbook.

9. A student has lost a textbook that is out-of-adoption for the next school year. Is the

student still responsible for paying for the lost textbook?

Yes, the student must pay for the lost textbook. However, the campus may apply the

monies toward a textbook that has been lost, that is still in adoption, but the campus has

not been able to collect the monies to replace.

10. A campus has not collected sufficient monies to cover all the lost/damaged textbooks that

are identified in the end of the year final audit. Is the campus responsible?

Yes, once the final textbook audit is completed (internally or externally done), the campus

is responsible for paying for all lost/damaged textbooks.

11. Once a campus has paid for all the lost/damaged textbooks, are they guaranteed to

receive replacements?

Not necessarily, it depends on the student membership (as recorded in PEIMS). If the

student membership warrants that the textbook be replaced, then the campus textbook

coordinator should place an order in TIPWeb.

12. How can monies that are collected from textbook fines be utilized?

Monies collected for the textbook fines or textbook loses of State-owned textbooks can

only be used to purchase replacement textbooks.

13. A student throws-up on his/her textbook and the textbook is not usable. What do I do?

Change the status of the textbook from distributed to destroyed. Create an adjustment in

TIPWeb for the destroyed textbook. Contact the district textbook supervisor for

appropriate disposal.


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14. During the time that the campus textbook coordinator is inventorying the annual textbook

shipment at the campus, he/she discovers that some of the textbooks are missing pages

and/or pages are printed upside down. What do I do?

Create an adjustment in TIPWeb showing the textbook as destroyed.

15. After the second semester begins, a campus coordinator discovers that additional

textbooks are needed to facilitate student enrollment in a particular subject area. What

can be done?

The state does not accept any supplemental orders for an academic school year after

February 1st of the current school year. The only option would be to buy the textbooks out

of local funds directly from the publisher.

16. What is meant by Conforming and Non-conforming textbooks?

Conforming instructional materials are those that address 100% of the Texas Essential

Knowledge and Skills (TEKS). Non-conforming materials address at least 50% of the

TEKS. Grand Prairie ISD only reviews textbooks that are placed on the conforming list

by the State Board of Education.

17. When can textbook publishers schedule meetings at my campus to meet with individual

teachers?

Grand Prairie ISD is a closed district. Textbook representatives may visit with the district

textbook supervisor or content facilitator(s) at any point in the year. However, textbook

representatives shall not contact any teacher, at any time during the adoption process.

All communications between the textbook representatives and the GPISD will be through

the district textbook supervisor or the content facilitator(s).

18. What is the District Textbook Committee?

The Textbook Committee shall be approved by the Board of Trustees at the September

Board meeting. The committee shall consist of no fewer than five and no more than 15

members. The committee shall be comprised of professional staff with the majority being

classroom teachers. The purpose of the textbook committee is to count the teacher votes

and to certify the textbooks to the Board of Trustees at the March school board meeting.

19. What is the District Textbook Alignment Committee?

The Textbook Alignment Committee members shall be nominated by the content

facilitator(s). The Textbook Alignment Committee must be representative of our district’s

ethnicity, campus population, and specialized programs. Each campus whose grade

levels are involved in the textbook adoption shall be given the option to have at least one

representative on the Textbook Alignment Committee (one member on the total

committee, not necessarily one member per grade level.) The purpose of the Textbook

Alignment Committee is to ensure that the textbooks align with the TEKS and the Grand


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Prairie Independent School District curriculum. The Textbook Alignment Committee

shall release the slate of textbooks for selection to teachers. If a Textbook Alignment

Committee is not necessary, the content facilitator may release the slate of Textbooks.

20. How does a teacher become eligible to cast a vote in the textbook voting?

The teacher must currently teach or be professional support personnel for (this school

year) the course or grade level up for adoption. If the course is not offered every year,

the content facilitator(s) will determine voting requirements.

The teacher or professional support personnel must attend at least one 45 minute to one

hour Textbook presentation per approved publisher and complete the district rubric for

Textbook evaluation for each publisher. All training sessions must have the prior

approval of the content facilitator(s). The completed rubric must be submitted to the

content facilitator(s) prior to being certified as eligible to vote.

Prior to the official vote, the content facilitator(s) shall publish a list of teachers or

professional support personnel who are eligible to vote for each subject area/grade level

up for adoption.

21. How will teachers who are eligible to vote receive their ballots?

The content facilitator(s) will provide the district textbook supervisor with a list of

teachers who are certified to vote. The district textbook supervisor will develop the

ballots for each teacher and send the ballots to the campus textbook coordinators for

distribution.


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Textbook Adoption Procedures

1. The Textbook Committee shall be approved by the Board at the September Board Meeting.

The committee shall consist of no fewer than five and no more than 15 members. The

committee shall be comprised of professional staff with the majority being classroom

teachers. The Superintendent or his/her designee serves as chairperson of this committee.

The facilitator(s) whose subject area is up for adoption shall serve on the committee. Each

subject area facilitator selects at least one teacher representative for each subject area up for

adoption. In years where there are numerous Textbooks up for adoption, the teacher

representative may need to cover more than one course/grade level in order to comply with

the fifteen-committee member limit. The District Textbook Supervisor will be responsible

for determining the ratio of representatives per grade/subject area.

2. In years where there are more than five conforming textbooks in a subject area/grade level

approved by the State Board of Education, a Textbook Alignment Committee is required.

Exception: In adoption areas where there are fewer than five teacher representatives

eligible to vote, there is not a requirement to have a Textbook Alignment Committee.

3. The Textbook Alignment Committee members shall be nominated by the content

facilitator(s). The Textbook Alignment Committee must be representative of our district’s

ethnicity, campus population, and specialized programs. Each campus whose grade levels

are involved in the textbook adoption shall be given the option to have at least one

representative on the Textbook Alignment Committee. (i.e., one member on the total

committee, not necessarily one member per grade level.) The purpose of the Textbook

Alignment Committee is to ensure that the textbooks align with the TEKS and the Grand

Prairie Independent School District (GPISD) curriculum. The Textbook Alignment

Committee shall release the slate of textbooks for selection to teachers by August 1st. If a

Textbook Alignment Committee was not necessary, then the content facilitator may release

the slate of textbooks by June 1st.

4. The GPISD is a closed district. Textbook representatives may visit with the district

Textbook supervisor or content facilitator(s) at any point in the year. However, textbook

representatives shall not contact any teacher, at any time during the adoption process. All

communications between the textbook representatives and the GPISD will be through the

district textbook supervisor or the content facilitator(s).

5. Teachers who wish to participate in the voting process once the Textbook Alignment

Committee or the content facilitator(s) have released the slate of textbooks must fulfill

several requirements prior to voting.

The teacher must currently teach or be professional support personnel for (this school

year) the course or grade level up for adoption. If the course is not offered every

year, the content facilitator(s) will determine voting requirements.

The teacher or professional support personnel must attend at least one 45minute -1

hour textbook presentation per approved publisher and complete the district’s rubric

for textbook evaluation for each publisher. All training sessions must have the prior


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approval of the content facilitator(s). The completed rubric must be submitted to the

content facilitator(s) prior to being certified as eligible to vote.

Prior to the official vote, the content facilitator(s) shall publish a list of teachers or

professional support personnel who are eligible to vote for each subject area/grade

level up for adoption.

6. If both English and Spanish textbooks are up for adoption in a subject area, the decision

cannot be split.

7. In a K-5 or 6-8 adoption, the textbook series must be the same unless approved by the

superintendent or his designee.

8. For technology applications electronic materials to be considered for adoption, the

materials must be web-based and must be congruent with GPISD’s integrated approach to

instructional technology.

9. For areas in which the district does not currently offer the class/subject area up for

adoption, the Executive Director of Teaching and Learning works with the Superintendent

to develop a process to allow our district to have a selection on file.

10. The district textbook supervisor provides ballots to each principal. The principal or his/her

designee provides eligible teachers with a ballot. The principal or his/her designee collects

the ballots and returns the ballots to the district textbook supervisor. The Textbook

Committee named in the fall convenes to count the ballots. Based on the majority vote, the

Textbook Committee makes the textbook recommendation(s) to the Board. These results

are approved by the Board no later than the March Board meeting. The Board certification

of textbook results must be signed and returned to TEA.

11. In order for the recommendation to proceed, a vice-president of the publishing company

must submit a signed letter to the district textbook supervisor detailing:

Statement assuring the district will receive materials for new teachers for the life of

the adoption.

A list of ancillary materials and how long these ancillary materials will continue to be

provided to the district.

Price lists of any materials that the district will be expected to replace.

A detailed listing of training provided teachers for the first year and for the continuing

years of the adoption.

grand prairie isd textbook procedures manual

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