ALLEN I.S.D. INSTRUCTIONAL MATERIAL
GUIDELINES AND PROCEDURES
Revised 2015
TABLE OF CONTENTS
I. Instructional Materials Responsibility
a. Student, Parent or Guardian Responsibilities
b. Teacher Responsibilities
c. Principal/Assistant Principal Responsibilities (Campus Textbook Coordinator)
d. District Textbook Coordinator Responsibilities
e. Superintendent Responsibilities
f. Local Board of Trustees Responsibilities
II. District Textbook Administration
a. Local Campus Transfer of Textbooks
b. District Control of Textbook Funds
c. Catastrophic Loss
d. Textbook Adoption
e. Ordering Textbooks
f. Ordering Workbooks
g. Large Type and Braille Textbooks
h. Out of Adoption Textbooks
i. Software and Textbook Management Training
j. Organize End of Year Training
III. Campus Textbook Administration
a. Financial Accountability
b. Damaged/Lost Textbooks
c. Refunds
d. Non-Payment of Textbooks
e. Ordering Textbooks
f. Annual Order
g. Special Population
h. Bilingual Enrollment
i. Out of Adoption
j. Securing Textbooks
k. Consumable Textbooks/Workbooks
l. Teacher’s Editions and Teacher’s Aids
m. Audit Protocol
IV. TipWeb Usage and Responsibilities
a. Principal’s/Assistant Principal’s Responsibilities (Campus Textbook Coordinator)
b. District Textbook Coordinator’s Responsibilities.
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INSTRUCTIONAL MATERIAL RESPONSIBILITES
A. Student, Parent or Guardian Responsibilities
1. Return textbooks to the school when the student withdraws from school.
2. Write the student’s name inside the front cover of the textbook in ink.
3. Keep the textbook in good condition. Any misuse of the textbooks due to carelessness or
neglect may be considered cause to charge the student a fine for that textbook.
4. Reimburse the school for any lost, destroyed, or damaged textbooks issued to that
student. TEC 31.104. For example, textbooks with drawings on them, profane language
or any purposeful action to damage the textbook. Note: Each student, parent and/or
guardian shall be responsible for returning all instructional materials to the teacher. Any
student failing to return all materials shall forfeit their right to free textbooks until the
previously issued are paid for or returned.
B. Teacher Responsibilities
1. Keep a record of the textbook number of all books issued to each student.
2. Conduct periodic textbook checks as directed by the Assistant/House Principal.
3. Notify the parent and campus administrator when a textbook is lost, destroyed, or
damaged by a student.
4. Verify the textbook number and condition of the textbooks when they are returned by
a student.
5. Return all books to the book room (or area designated by the administrator) at the end
of the school year or end of course (including student books checked out to the
teacher).
C. Principal/Assistant or House Principal Responsibilities (Campus Textbook
Coordinator)
1. Conduct an annual physical inventory of all instructional materials, including student
editions, teacher editions, class sets, and any other adopted materials.
2. Maintain all textbook records.
3. Keep all surplus textbooks in a controlled access book room.
4. Ensure that all money collected from students (lost and destroyed textbooks) is
deposited into your school’s textbook activity fund and documented.
5. Order needed textbooks and teacher materials from the textbook department based on
grade/course enrollment numbers.
6. Return surplus textbooks to the central district textbook warehouse, throughout the
school year, when notified of the need by the textbook department. The textbook
department will be in charge of collection of materials back to the district textbook
warehouse.
7. Ensure that accounting procedures of money collected for lost, destroyed or damaged
textbooks is followed.
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8. Schedule textbook checks periodically during the school year.
9. Verify all textbook transactions and report discrepancies to the district textbook
department within two weeks of delivery.
10. Return all textbooks to the campus book room(s) at the end of the school year or the
end of the first semester for classes that do not continue.
11. All textbooks purchased with IMA funds at the middle and high school campuses must
be labeled with barcodes using the TIPWEB software. The textbook department
oversees this process.
12. Inform personnel of all applicable state and local regulations regarding instructional
materials.
13. Use the TIPWEB system to order, return, and manage textbook inventory at the
campus.
D. District Textbook Coordinator Responsibilities
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Control textbook activity within the school district.
Coordinate all textbook activity with the State of Texas Administration.
Account for all textbooks charged in the district.
Conduct an annual physical inventory of all current adoption textbooks and learning
systems which have been requisitioned and delivered to the district. The results of the
inventory shall be recorded in the district’s files and be available for review.
Requisition textbooks using state EMAT system software.
Retrieve out of adoptions from the campuses and recycle accordingly.
Order adopted textbooks and ancillaries.
Maintain instructional allotment disbursement running balance of the IMA account.
Maintain the computerized textbook inventory system for the district.
E. Superintendent Responsibilities
1. Certify the IMA and TEKS Certification form.
2. Report district-wide maximum enrollment to the Commissioner of Education.
F. Local Board of Trustees Responsibilities
1. The President and the Secretary of the Board must sign the IMA and TEKS
Certification form.
2. Serve as legal custodians of the state textbooks and have the power to make such
arrangements for the distribution of books to students as may seem most effective and
economical. (TEC 31.104)
3. Sign TEA forms when instructional materials are sold or disposed of by the district
for current books and out of adoption books.
4. Share jurisdiction in textbook selection in the adoption process. Review and ratify the
selection of textbook committee’s adoption selections.
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District Textbook Administration
A. Local Campus Transfer of Textbooks
Textbooks must NEVER be transferred between schools. All surplus textbooks must be
transferred back to the textbook warehouse with the approval of the district textbook
administrator. If a school needs books, a requisition through TIPWEB must be entered based on
actual enrollment number. The only method of removing book charges from a school’s inventory
is to submit the proper request on TIPWEB.
B. District Control of Textbook Funds
1. Each school should have a receipt book dedicated to textbook sales. Students must
always be issued a receipt of any books they pay for. This receipt should include the
student’s ID number, in case a book is found and a refund is issued. The campus
textbook administrator will make the determination based on time the book is found.
2. When conducting the annual textbook inventory, the school administrator should indicate
the inventory details with the amount of missing books and amount paid.
3. All funds collected for textbooks should be deposited in the school’s textbook activity
fund. Textbook accounting transfers are to be sent to the district accounting department.
C. Catastrophic Loss
Textbooks that are lost or damaged due to a catastrophic event will be reviewed on a case by
case basis. Notify your district textbook coordinator with the details.
D. Textbook Adoption
1. Contact all publishers with “closed” district letter at the beginning of the adoption
process.
2. Receive samples at the district warehouse and distribute to the campuses.
3. Be present, as time allows, at the textbook committee meetings and publisher
presentations.
4. Assist in the presentation of newly adopted instructional materials to the Board of
Trustees.
5. Send IMA and TEKS Certification forms to the Texas Education Agency.
6. Order newly adopted instructional materials in accordance to the TEA rules and
regulations.
7. Assist in labeling textbooks and teacher materials.
8. Distribute newly adopted instructional materials.
E. Ordering Textbooks
1. Gather enrollment and course/subject enrollment for the purpose of ordering textbooks.
2. Order supplemental instructional materials as enrollment increases.
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3. Order workbooks and consumables based on enrollment.
4. Receive all instructional materials and distribute to campuses based on the
projected/current enrollment. At the secondary level, distribution is based on full course
enrollment or class sets.
F. Ordering Workbooks
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Contact publishers to request workbook quotes.
Collect enrollment information.
Collect information on number of workbooks on the campuses that are surplus.
Consolidate information and place orders thorough TEA or publishers.
Distribute workbooks based on the worksheet breakdown.
G. Large Type and Braille Textbooks
1. Receive ARD form from special education EVI coordinators for ordering braille
textbooks from TEA.
2. Receive ARD or 504 documentation for large print instructional materials and distribute
as requested to the campus involved.
3. Inventory large type and braille instructional materials at the end of the school year.
4. Invoice the campus for any large type or braille materials lost.
5. Pick up and redistribute large type and braille materials based on the orders submitted.
H. Out of Adoption Textbooks
1. Provide a list of out of adoption instructional materials to campus administrators.
2. Organize the collection of out of adoption materials from campuses. Provide cardboard
boxes to campuses for standard packing of materials.
3. Dispose of out of adoption materials per TEA procedures.
I. Software and Textbook Management Training
Upon request the district textbook department staff will conduct software and textbook
management training to incoming and current administration.
J. Organize End of Year Training
At the end of each school year, textbook department staff conducts an end of the year training to
discuss end of the year closing on TIPWEB, inventory procedures, incoming issues for next
school year and other items pending.
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Campus Textbook Administration
A. Financial Accountability
1. Each student or the student’s parent or guardian is responsible for each textbook not
returned by the student, regardless of whether the textbook is lost, damaged or stolen. A
student who fails to return all textbooks forfeits the right to free textbooks until each
textbook previously issued but not returned is paid for by the student, parent or guardian.
The district shall allow the student to use textbooks, while at school each school day, but
may not allow the student to take textbooks out of the classroom until each textbook
previously issued but not returned is paid for by the student, parent or guardian. TEC
31.104
2. Campuses are expected to pay for lost or damaged teacher editions.
3. Schools are expected to clear textbook accounts at the end of each school year.
4. A school that does not have sufficient funds to cover for lost textbooks and does not pay
by the end of the fiscal year will have its money withdrawn from their budget.
B. Damaged/Lost Textbooks
Each school must have a plan for the collection of funds owed. It is recommended that:
1. all damaged textbooks must be paid for.
2. that parents/guardians receive a letter notifying them that a textbook(s) have been lost.
3. parents/guardians must be given the option to pay for the textbook in one payment or
installments during the school year but must pay the entire amount before the due date.
4. all funds collected shall be deposited into the textbook activity account.
C. Refunds
If a textbook is found by a student after he or she paid for it, a refund will be issued at the
campus level. Refunds are only available for one school year with administrator approval.
D. Non-payment of Textbooks
1. The parent or guardian and the student are notified and given a list of prices for the
textbooks in question.
2. The student is expected to pay or make regularly scheduled payments until the debt is
cleared.
3. If there is any question as to the validity of the debt, the administrator will consider the
facts and make a determination.
4. A student who owes for lost textbooks will have access to textbooks at the campus for
classroom use only.
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E. Ordering Textbooks
Two factors determine how many textbooks a campus is entitled to:
1. the number of students enrolled in a grade and/or subject enrollment
2. the difference in the number of textbooks already assigned to the campus based on
information located in TIPWEB.
F. Annual Order
1. Textbooks are ordered based on projected enrollment. If the enrollment increases in a
grade or class, the campus may be entitled to order more textbooks. Textbooks are
normally ordered as soon as EMAT is open for ordering.
2. A supplemental requisition is submitted for increased enrollment in September or as
needed.
3. Secondary schools require a mid-summer update, which includes an updated enrollment
figure and supplemental request for textbooks, if needed.
4. When a school pays for books at the end of the school year and that payment is reflected
on their inventory, they will not automatically have those books replaced. It is necessary
to request those books with a TIPWEB requisition.
5. If lost books are part of a set, such as basal readers, we will not replace a component of
the set. You must pay for the entire set to have a new set ordered from TEA.
6. Individual components must be ordered by the school from the publisher. We
recommend that you collect cost plus 10% for each component to help cover shipping
and handling costs.
G. Special Population
1. Students with visual handicaps are determined eligible for special textbooks by a local
ARD committee or the 504 committee. These students must be verified by the annual
registration through the textbook division of TEA. These students may receive modified
textbooks which include textbooks in braille or large type. Textbooks on audiotape are
available through Learning Ally, if required.
2. To order special materials, it is required that there is a written accommodation in their
IEP or equivalent document.
3. The highlighting of textbooks for special education students is allowed if the IEP calls for
such a modification (very rare). Highlighted books can never be returned to the state but
remain charged to the district’s inventory for the remainder of the adoption period and
may not be reported as worn out. Report these books to the district textbook coordinator.
H. Bilingual Enrollment
Students identified as bilingual and enrolled in bilingual classes are entitled to bilingual
textbooks. Bilingual textbooks are defined as textbooks written in Spanish for students who are
not proficient in English. Bilingual students are eligible for the Spanish book as well as the
adopted English textbook for each subject in grades K-6.
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I. Out of Adoption
The commissioner, with the approval of the State Board of Education, allows for disposition of
textbooks.
1. Textbooks can be donated to a student, an adult education program or a nonprofit
organization.
2. School districts may retain out of adoption materials.
3. Districts may recycle books.
J. Securing Textbooks
1. Keep books in a secure, locked book room. Only the campus textbook coordinator and
administrator should have the key.
2. Use TIPWEB to document books checked out to teachers at the campus. Use TIPWEB
when books are returned.
K. Consumable Textbooks/Workbooks
Consumable textbooks are designed to be completely used and written in throughout the year.
Consumable textbooks are not to be sent with student records when a student transfers out of the
district. Consumables will be issued based on the student enrollment numbers at the campus. If a
student leaves the school, the administrator in charge of the textbooks must make sure to
reissue that student’s consumable as needed.
L. Teacher’s Editions and Teacher’s Aids
All teachers leaving Allen ISD or transferring or changing their teaching assignment or grade
level should return their teacher’s editions and resources to the campus textbook coordinator.
M. Audit Protocol
An annual physical inventory of all currently adopted instructional materials that have been
charged to, requisitioned by, and delivered to each campus will be conducted between May and
July of each particular year. The results of the inventory shall be recorded in the district’s files.
State deadlines require the completion of all inventories within a specified time. It is
important that the campus adhere to the inventory procedures.
The audit procedures are as follows:
1. prior to the textbook audit, each school administrator or designee shall make sure that all
textbooks are in the assigned area.
2. prior to the textbook audit, the administrator or designee shall make sure that all
textbooks are arranged by grade levels and subjects.
3. prior to the textbook audit, books should be stacked so that spines are visible and not
blocked by other books.
4. prior to the textbook audit, each school administrator shall have an accurate count of
textbooks. Staff will audit this number, therefore revealing any overages or shortages.
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5. the administrator or designee shall be present during the inventory process.
6. at the conclusion of the inventory, the school administrator or designee shall certify the
accuracy of the campus inventory by signing and dating the inventory report. A copy will
be left with the campus.
7. the school will transfer textbook funds to the accounting department using the textbook
fund code found on the campus inventory sheet.
TIPWEB Usage and Responsibilities
A. Principal/Assistant/House Principal Responsibilities (Campus Textbook
Coordinator)
Use the Texbook Inventory Software to:
1. keep control of textbook inventory at your campus.
2. order textbooks from the district textbook warehouse.
3. return surplus textbooks to the district textbook warehouse.
4. issue books to students and teachers.
5. collect and enter textbooks from students and teachers into the campus inventory.
6. identify lost textbooks by students and teachers.
7. create letters to parents/guardians and students for lost textbooks.
8. follow the steps to close out the year in the textbook inventory software and archive.
B. District Textbook Coordinator Responsibilities
Use the textbook inventory software to:
1. keep and control the district’s textbook inventory.
2. run inventory reports to inventory district textbook warehouse and campuses.
3. input shipments of textbooks, add new textbooks and remove out-of-adoption
textbooks.
4. distribute textbooks and collect textbooks from campuses.
5. identify lost textbooks from campuses.
6. create bar code labels for textbooks in the district.
7. perform steps every school year on the textbook inventory software to close out the
year and archive the history.
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