PN-G ISD ADMINISTRATIVE
TEXTBOOK GUIDELINES AND PROCEDURES
The information on the following pages is meant to serve as standard guidelines for the PN-G ISD in
providing for the textbook needs of our students. Text in italics are extractions from the Texas Education
Code or the Texas Administrative Code, or Local Board Policy. Additional information is provided as
explanation and support.
1.1
TEXTBOOK RESPONSIBILITIES
1.1.1 Pupil, Parent, or Guardian
(Texas Education Code) § 31.104 (c) … Each textbook, other than an electronic textbook, must be
covered by the student under the direction of the teacher.
The state requires districts to keep textbooks covered. Book covers are provided free to the district by a
private company and may be requisitioned as a no cost item from the textbook office at West Groves
Education Center. We have an exclusive agreement with Walraven Book Cover Company. Walraven
guarantees to supply all of the District’s reasonable book cover requirements based upon estimated
enrollments for each campus. Acceptance, distribution or use of free book covers not provided by
Walraven is a violation of the agreement. Principals, Assistant Principals, and teachers should encourage
students to keep state-adopted textbooks covered at all times. Stretchable cloth and adhesive type book
covers are not recommended. If damage occurs due to use of these type covers, parents will be
responsible for damages.
* Link to Letter: To Parents/Guardians Detailing Responsibilities and Consequences
In accordance with our contract with Walraven Book Cover Company, any leftover inventory of book
covers at the end of each school year must be disposed of in any way, including recycling.
(Texas Education Code§31.104.(d): “Each student, or the student’s parent or guardian, is responsible
for each textbook not returned by the student. A student who fails to return all textbooks forfeits the right
to free textbooks until each textbook previously issued by not returned is paid for by the student, parent,
or guardian. The district or school shall allow the student to use textbooks at school during each school
day.”
A student forfeits the right to free textbooks until all are returned or paid for. A school district may legally
refuse to issue any more textbooks until the problem is remedied. In such cases, the student is given a
textbook to use during the school day, but they may not leave school with the textbook. If the student
enrolls in another school district, the new district should be informed that the student has forfeited their
right to free textbooks. The new school district may choose not to issue textbooks until the student has
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paid for the missing one(s), but there is nothing in the law that prohibits the new school district from
issuing textbooks or that requires it to try to collect for the prior district.
A district may decide not to issue report cards for students with missing textbooks. However, if the
parents ask for a copy, the school district is then required by the Family Educational Rights and Privacy
Act (FERPA) to provide them with a copy. Texas public school districts can refuse to send a certified
copy of a transcript to post-secondary institutions or potential employers.
*Link to Form: PN-G Book fines for Lost and/or Damaged Books
*Link to Form: Letter to Parents/Guardians Listing a Student’s Obligation for Lost/Damaged Books
1.1.2 Teacher and Principal
TEC Code § 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.
Teachers shall keep a record of textbooks issued to each student. Each principal is ultimately responsible
for the care and safeguard of all textbooks and instructional materials issued to that campus. The principal
ensures compliance with the Texas Education Agency (TEA) and local directives to include the
accounting for, covering of, and payments for lost textbooks.
*Link to Form: Lost Textbook Report
TAC §66.107 (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.
It is suggested that the principal/assistant principal carefully control the textbook activity within the
school by:
 Making a yearly actual physical inventory of all books as required by TEA
 Maintaining all textbook records and a statement of current charges
 Insisting on regular textbook inspections by the teachers
 Keeping any extra textbooks in a controlled bookroom
 Sending all money collected from students for sales to the District Business Manager
--The physical inventory is to be taken at the end of each school year. The year-end payment report does
not satisfy the state’s requirement for an inventory count. Staff must physically count each textbook in the
building and compare it to the campus on-hand charges and pay for any shortages. Campus
principal/assistant principal must accompany the district textbook coordinator while coordinator conducts
the end-of-year inventory. This inventory must be signed, dated, and turned in to the textbook department
to keep on file.
-- Any book lost by a student must be paid for by that student before another book is issued in its place.
Strict accounting records should be kept of textbook payments. Textbook funds must be kept separate
from general funds. A report of all books paid for by title, ISBN, quantity, and amount collected shall be
returned to the District Textbook Coordinator each year at the close of the school year. All money
collected for lost textbooks must be used to replace lost textbooks. A form will be provided for this
purpose.
--Payment for lost or damaged textbooks should be deposited as collected into the school account coded
for textbook payment for that campus. Should a student find and return the lost textbook which they have
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paid for by the June cut-off date, a check for reimbursement should be issued to the student or parent from
the campus textbook account. If a student returns a book after the June cut-off date, the campus
principal/assistant principal should send the needed information to the District Business Manager so that a
check may be issued to the student or parent.
*Link to Form: Lost/Damaged Books
1.2
TEACHER EDITIONS AND TEACHER RESOURCE MATERIALS
In order to maintain an ample number of teacher aids and teacher editions (TE’s), each campus
principal/assistant principal should maintain an accurate inventory of teacher editions and aids. When
requests for TE’s are made the request should be based on the campus inventory vs. the number of
teachers. Teachers should be made aware that TE’s and ancillaries are property of the district, not the
property of the teacher.
Teachers should not individually contact publishers to obtain teacher editions and teacher aids. Requests
should be made to the campus Principal/Assistant Principal who will then contact the District Textbook
Coordinator.
Teachers leaving the PN-G ISD, or teachers changing their teaching assignment to another grade level or
subject area within the district should check in their Teacher Editions and Teacher Aids to the
Principal/Assistant Principal to be passed on to the replacement teacher.
If a teacher transfers their teaching assignment to another campus within PN-G ISD, but are continuing to
teach the same subject area or grade level they should be allowed to retain their TE’s and teacher resource
materials (TR’s) for use on the new campus. In this case the District Textbook Coordinator must be
notified by the sending campus so that proper accounting adjustments can be made to the sending and
receiving campuses.
*Link to Form: Textbook Transfers
1.3
LEARNING SYSTEMS
Learning systems should be kept in tact. Components may be placed in size-appropriate containers, but
should be labeled with the title of the learning system, the ISBN number, and the year of adoption. All
components should be placed together to form the original system each year when the physical inventory
is conducted. Complete systems including teaching materials and reference materials should be kept on
the campus inventory. When teacher transfers occur, teacher materials from systems should be checked in
to the principal/assistant principal. Incomplete systems should be made complete by the campus through
purchases from the publisher for missing components.
Learning systems cannot be reported to TEA as worn out. Parts and components cannot be replaced by the
state and must be purchased by the local district directly through the depository and/or publisher.
1.4
TEXTBOOK TRANSFERS/TEXTBOOK FUNDS
1.4.1 Textbook Allocation
Due to funding cuts from the state, TEA has reduced textbook allocations across the state in all subject
areas. All efforts will be made to ensure every regular classroom student will be provided all textbooks,
either from the state or locally. Needs for students beyond the regular classroom are not provided by the
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state, and will need to be handled with local campus funds. Campuses shall be provided with textbooks
based on the most recent student enrollment for that grade and subject. As the campus enrollment
increases the textbook allocation will increase. If there is a need for additional textbooks based on lost
books with fees not collected, modified curriculum, or accelerated student placement, it shall be the
responsibility of the individual campus to secure funds from its campus budget for the purchase of those
additional textbooks.
Elementary textbooks are allocated at various ratios depending on subject and grade level. Generally the
district ratio is 103% of our district-wide enrollment. Campuses will be allotted one book per student. One
extra set per grade level per campus will be allotted for K-5 campuses. Extra books over enrollment for
resource rooms, CMC rooms, or other needs will require funding from the campus or department.
All secondary books are allotted from the state on a ratio of 103% of district-wide subject enrollment.
1.4.2
Transfer of Textbooks From School to School Within A District
All transfers of textbooks between schools in a district should be approved by the Textbook Coordinator.
This coordination insures that each school’s textbook records are accurate and up-to-date and that the
correct number of books are transferred. It is imperative that any intercampus loaning, trading, or
transferring of textbooks go through the District Textbook Coordinator in order for district records
to remain accurate.
* Link to Form: Textbook Transfers
All textbook requests should be placed on the PN-G ISD Textbook Request Form, dated by the campus
Principal/Assistant Principal, and routed to the District Textbook Coordinator via e-mail, for processing.
When the Textbook Department receives a request from a school, enrollment is verified for that grade
level. If the campus has less on hand than it is allocated, and the district has the books available to meet
the allocation percentage, the books are delivered. If the campus has more books on hand than are due, the
campus is declined the books based on a quota violation (QV). Special situations are taken into
consideration; therefore, when you are denied a request, if it is a special need, please explain it to the
Textbook Department. Our first priority is to be sure books are available to the school based on state
allocation percentages, and keeping within the state guidelines.
If the campus is due the books and there are none available in the bookroom, we will try to locate a
surplus within the district at another location, and transfer those books to you. If there are no surplus
books in the district, your order will be placed on backorder until we receive more books from the State.
*Link to Form: Textbook Requests
1.4.3
District Control of Textbook Funds
TEA encourages every district to implement a system to control funds collected from students for lost and
damaged textbooks. The following procedures will be used by PN-G ISD:
1. Each school within the district shall issue receipts to students when they pay for books. The
receipt should always include the book title, ISBN of the textbook, and the identification
number in the front of the book, in case the book is found and a refund is issued.
2. Keep the textbooks fund separate from other funds.
3. Individual schools should maintain a log of all books for which payment has been made.
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4. A deadline will be set by the district Business Manager for the schools to remit the collected
textbook funds to the Business Manager. A list of books by title, ISBN, and quantity should be
included with the payment. The school should keep a copy.
*Link to Form: Lost/Damaged Books
Payment for Lost or damaged Textbooks
TAC §66.107 (a) Reimbursement and/or replacement shall be made for all instructional materials
determined to be lost.
Books unaccounted for during the annual inventory must be reconciled by one of two methods: 1. A more
extensive search for the missing books must take place and the books are found, or 2. Funds for the
missing books must be transferred to the District Business Manager. Either of these two methods will
balance the district charges with the physical inventory on the campus.
Payment responsibility for lost or destroyed books should be passed on to the individual or department
who is accountable for the book. Loss or destruction by an individual student should be paid for by that
student or parent. A parent letter should be sent at the beginning of the school year detailing
parent/student textbook responsibilities and consequences.
If the losses are caused by accounting errors or failure to maintain control on campus, the funds should be
collected from the campus budget.
*Link to Letter: To Parents/Guardians Detailing Responsibilities and Consequences
1.4.4
Fines
In addition, the student is responsible for keeping the textbook in good condition. Writing in, or marking
on, non-consumable textbooks is not allowed. Any misuse of the textbooks due to carelessness or neglect
may be considered cause to charge the student a fine for the textbook.
If a book is damaged to the point that it should not be issued to another student, that book should be
considered destroyed and payment should be collected for the full replacement cost of the book.
Fine money collected for book damage should be deposited in an account set up for lost/damaged
textbooks on each campus. It should however, be well communicated to students and parents at the
beginning of the school year the fine schedule used by that campus.
*Link to Form: PN-G Book Fines For Lost and/or Damaged Books
*Link to Letter: To Parents/Guardians Listing a Student’s Obligations for Lost/Damaged Books
1.5
EXPIRING ADOPTION TEXTBOOKS
TAC § 66.131 The District may retain out-of-adoption instructional materials.
The district may keep all expiring and out-of-adoption textbooks rather than returning for recycling.
CAUTION-there will be a tendency to keep all of these books as they go out of adoption because
“someone may want them”. You must remember that these books will take up space in your bookrooms if
they are not going to be used. If teachers have a legitimate need for out-of-adoption books to use for
reference, they may do so. However, these books are not to be used in lieu of newly adopted books.
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1.6
HIGHLIGHTING
The highlighting of textbooks for special education students is allowed if the student’s individualized
education plan (IEP) calls for such modification. A textbook that has been highlighted may not be used by
any student that does not have this modification specified in their IEP. Any district which highlights
textbooks must remember that those highlighted textbooks can never be returned to the state textbook
depository in an interim shipment. All highlighted textbooks remain charged to the district’s inventory for
the remainder of the contract period.
Highlighted textbooks should be marked plainly on the spine with an “H” and kept separate from the
other textbooks.
Color coding textbooks allows poor readers to get the essential information without penalizing them for
their inability to read well. Textbooks should be highlighted in three distinctly different colors. One color
should highlight the vocabulary words and terms. Use the second color for definitions. The third color is
used for facts, names, and additional important information. Be careful of over highlighting – stick to the
main ideas and the information you wish to be retained. It is best if you can be consistent and use the
same color scheme throughout the school. Most of our new textbooks are delivered with highlighted
vocabulary words, important terms, and other facts. It is not appropriate to highlight the answers to the
chapter questions. Teachers should not recommend that a student receive highlighted textbooks as a
modification unless they are actually using them and see an academic need.
1.7
Donation of Out-of-Adoption Textbooks
HB884 allows school districts to donate expiring and out-of-adoption textbooks to students, parents, adult
literacy programs or other non-profit organizations. The bill does not allow school districts, under any
circumstances, to resell expiring and out-of-adoption textbooks.
District Textbook Coordinator will make all decisions as to whom out-of-adoption books may be given.
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