Presented by: Abel Villarreal Book Processing Supervisor Alma Longoria Assistant Manager

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Presented byAbel Villarreal Book Processing
SupervisorAlma LongoriaAssistant Manager

• Textbook Procedures 201

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Whats New

• District Textbook Losses
• Elementary / Middle / High
• Internal Audits
• New legislation
• New Adoptions??
• Busy summer

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Elementary
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Middle School
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High School
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Special Campuses
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TOTAL LOSSES
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81st Legislative Session

• House Bill 4294, Commissioners List
• Electronic textbooks
• Available or Downloaded from web
• 1st must order classroom set of SBOE textbooks
• Technology hardware
• Purchased with IMA or local funds
• House Bill 2488, Open Source
• state-developed and state-owned
• Texas higher education institutions.

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82nd Legislative Session

• HB 6 and SB 6
• Instructional Material Allotment (IMA)
• Electronic Material or Technology equip.
• Blind and Visual impairment
• Licensing for open source
• Shipping and insurance
• IMA will rollover

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Local Government Impact

• School districts would order instructional
  materials based on the availability of funds in
  the district's instructional materials
  account instead of based on enrollment figures.
• There would be additional flexibility on how the
  funds were expended as long as the expenditures
  were for allowable expenses.
• School districts would be required to annually
  certify that the districts IMA had been used
  only for allowable expenses.

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Local Government Impact

• School districts would be permitted to charge a
  fee to students to cover the cost of insurance on
  lost, damaged, or stolen technological equipment.

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Proclamation 2011 /Adoption

• Elementary English Language Arts (ELA)
• Pre-k - Pearson Scott Foresman
• K- 5th ESL - Houghton Mifflin Harcourt
• 1st 3rd Hanwriting Zaner-Bloser
• 1st - 2nd Spelling Consumable Zaner-Bloser
• 3rd - 6th Spelling Non-Consumable Zaner-Bloser
• 2nd 5th Language Arts- Houghton Mifflin
  Harcourt
• English and Spanish
• Scheduled to expire titles (see handout)

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Proclamation 2011 /Adoption

• Secondary English Language Arts (ELA)
• 6th - 8th Language - Prentice Hall
• 6th - 8th ESL Hampton-Brown
• 9th 12th English, Levels I-IV - Prentice Hall
• All New Adoption Ancillary Material will be in
  Electronic Format

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CALENDAR OF MONTHLY ACTIVITIES pg. 3

• July/ Aug checking in summer books
• Aug. distribute list of students who owe for
  txtbks.
• Sept. Verify teacher counts/ order more textbooks
  and TEs if needed Txtbk Training 101 for new
  txtbk. Custodians
• Retrieve surplus from teachers Return any
  surplus textbooks after 1st grading period

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CALENDAR OF MONTHLY ACTIVITIES

• Oct. turn in Reconciliation
• Jan. TIP Training
• May/June Txtbk. Training 201, End of Year
  Report
• Returning out of adoptions Preparing for
  Audits

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Ordering Textbooks TEs pg. 6

• Elementary During School Year
• Base request on grade level enrollments
• Use Inventory Taking Worksheet (clean)
• Do not duplicate orders (fax or mail)
• EschoolPlus must support orders
• Special Ed are entitled to txtbks at functioning
  level not grade placement

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Ordering Textbooks TEs pg. 6

• Secondary During School Year
• Base request on course memberships
• Check TIP to see what you have on campus before
  you order
• Ensure teacher wants material
• Special Ed are entitled to txtbks at functioning
  level not grade placement

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LARGE PRINT AND BRAILLE TEXTBOOKS pg. 6

• Order txtbks on inventory taking worksheet write
  Large Type or Braille and include students
  name, state id , date of ARD, fax ARD minutes
  to BP
• Return all large type or Braille txtbks at the
  end of each yr.
• Order Large type and Braille textbooks on EOY
  report
• Online Textbooks for Students with Learning
  Disabilities
• Learning Ally Bookshare provide free
  memberships accessible textbooks, library books,
  magazines, newspapers

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AP/ Dual Credit Textbooks

• If there is no state adopted txtbk for AP course
• Dean of Instruction will select title
• Office of Curriculum will approve
• Book Processing will order and request
  reimbursement from TEA
• Dual Credit
• Are being handled by Office of Curriculum
• Campus has account for Dual Credit txtbks

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Issuing Textbooks pg. 8

• Run bookroom like a business
• Ensure all txtbks are checked out to students or
  teachers
• Book Card or Integrity Sheet for Elem
• TIP for Secondary
• Print Shop has Forms to assist
• Procedures are est. at campus level
• Class set vs. 1 per student
• (secondary issue)

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BOOK COVERS pg. 9

• Issue one book cover per txtbk and email us if
  you need additional bookcovers
• Campus may use previous years issued book covers
• CCISD has an exclusive contract to use Walraven
  Book Covers only exception is military branches
  of US Govt in recruitment efforts
• Walraven encourages campuses that wish to have
  school colors or logos to custom order from
  Walraven
• TEC/ Board Policy states all txtbks shall be
  covered under direction of teacher (page 29).
• .

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Home Base / Homebound Students Teachers pg. 9

• Home Based and Homebound students remain enrolled
  at their home campus therefore students will
  receive txtbks from their home campus.
• Each Campus is responsible for tracking acct.
  for all txtbks from homebound and home based
  students
• Home base Homebound will receive TEs from BP

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CHECKING OUT TEXTBOOKS TO PARENTS pg. 9

• Class sets allows flexibility but BP leaves it up
  to campus administration to determine whether or
  not student has a special need. (504)
• TEA allocates 101 -108 txtbk entitlement to
  CCISD
• Campus is allocated 100 based on student
  enrollment
• Keep a record of txtbks checked out to Parents w/
  Special Needs Form (Echalk)
• New Board Policy on page 35 Instructional
  Resources EF Local

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EXTRA TEXTBOOK AS REQUIRED BY ARD pg. 9

• Special Ed. is providing the funds for ARD
  textbooks
• Use Inventory taking Worksheet to fax order
• BP will assist Special Ed in acquiring the
  required txtbks
• Online txtbks are available
• Special Ed has a the Solo Suite 6 Read Out Loud
  Program
• Learning Ally and Bookshare offer free
  memberships to students with learning disabilities

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ONLINE TEXTBOOKS FOR STUDENTS W/ LEARNING
DISABILITES pg. 10

• National Instructional Materials Accessibility
  Standard (NIMAS)
• If ARD stipulates electronic textbooks are
  required
• Learning Ally BookShare provide free
  memberships
• New adoptions are including online/ electronic
  textbooks
• District procured a Solo program (Read out loud)
• Debra Stanley, Secondary Adaptive Education
  Program Coach Lozano
  Instructional Support Center
  361-696-4000 ext. 1065
• http//www.youtube.com/watch?v4uoQ8UG-1kA

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RETURNING SURPLUS WORN-OUTS TEXTBOOKS pg. 11

• Proper paperwork must be filled out
• Campuses are entitled to 100 of their student
  enrollment in a course (secondary) / or grade
  (elementary)
• Two different ways to return surplus
• During School Yr.
• Label boxes Surplus w/Campus Name, boxes,
  return form in box 1
• Return Worn-Outs as Surplus
• Normal wear tear or publisher defect
• For safety reasons do not box up surplus or out
  of adoptions in boxes larger than bond paper
  boxes
• End of School Yr.
• Tie surplus in bundles of fives, label with
  school name on sheet of paper (Warehouse
  Personnel will count txtbks before loading)

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Worn-Out

• Start of binding becoming unglued

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Worn-Out

• Binding partially separating

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Worn-Out

• Binding completely unglued

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Worn-Out

• Pages become unglued

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EXPIRING (OUT OF ADOPTION) TEXTBOOKS pg. 12

• No paperwork involved
• Label boxes with Campus Name OAs,
• Txtbks inadvertently shipped to warehouse
• For safety reasons use boxes no larger than bond
  paper boxes
• Have boxes in one location and ready for pick on
  assigned date call office to reschedule date or
  bring to warehouse
• Pick up dates are June 8,9, 10

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CHECKING IN SUMMER BOOK SHIPMENT pg. 13

• Run your bookroom like a business
• Double check shipment to ensure what you have is
  exactly what you ordered on EOY.
• Unpack boxes, sort books by grade level or title
• If number does not match ask someone else to
  count it
• Circled Back order,
• Crossed out not entitled
• Two check marks order filled sent to campus
• FWO Free with Order
• Call us to resolve any discrepancies 289-9257

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TEXTBOOKS TE ASSIGNED TO TEACHERS pg. 14

• Classroom sets may be used but we recommend
  assigning a txtbk to students (acct. purposes)
• TEC 31.104 (e) the board of trustees of a school
  district may not require an employee of the
  district who acts in good faith to pay for a
  textbook or instructional technology that is
  damaged, stolen, misplaced, or not returned (See
  pg. 29-30)
• Teachers are not entitled to a classroom set of
  books it is up to administration to determine how
  textbooks are to be distributed
• Board Policy states Principal in txtbk
  administration shallKeep complete records of
  txtbks and TEs within the school Conduct
  physical inventories of all txtbks TEs (pg.
  46)

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INVENTORYING TEXTBOOKS TES pg.15

• Use Inventory Taking Worksheet to inventory
  txtbks TEs
• Physically count all txtbks to verify charges
• If short txtbks search entire campus i.e.
  classrooms, lounges, gym, cabinets, closets, and
  storage areas for missing txtbks
• If shortage exist go through txtbk orders and
  returns
• If txtbk charge is not correct Call BP we will
  research
• If BP confirms charges as being correct then a
  shortage exists at your campus
• Proper paper work is essential. Do not release
  any txtbk / TE without documentation/ signature /
  of copies/ date

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ACCOUNTING FOR LOST TEXTBOOKS pg 16

• Students will lose txtbks but keeping losses to a
  minimum is the key (est. campus procedures)
• Place students name on a list of students who owe
  for lost / damaged txtbks.
• Distribute list to teachers, hold report cards,
  send letter to parents, automated phone calls
• (acct. / consequences for actions)
• Initiate policy to have ALL students checking out
  be cleared for txtbks and if not cleared mark
  withdrawal form NOT CLEARED

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CONDUCTING BOOK CHECKS pg. 17

• Cannot stress enough the importance of a book
  check every grading period
• Opportunity to collect txtbk fines, or track
  students with missing txtbks.
• Hold report card until student brings txtbk or
  you meet with students parent
• 80 chance of recovering lost txtbks if you
  follow up with student every 6-9 weeks
• 20 chance of recovering lost txtbk if you issue
  at beginning of yr try to collect at the end
  (pics of txtbks on Echalk)

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ASSESSING FINES FOR DAMAGED TEXTBOOKS pg.
18

• Leave it up to campus administration to assess
  fines for damaged txtbks
• Damaged is defined as anything else besides
  normal wear and tear
• Txtbks that are defective due to poor workmanship
  by publisher should be returned to BP so txtbks
  can be replaced at publishers cost

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DAMAGED

• Writing in textbook 1 per page

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DAMAGED

• Torn page(s) 1 per page

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DAMAGED

• Cover of textbook bent /creased
• ½ price of txtbk or full price

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DAMAGED

• Water damage / mildew
• Full Price

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COLLECTING MONIES FOR LOST AND DAMAGED TEXTBOOKS
pg. 19

• Book Checks assist with collecting monies
• Charge student the current Inventory Taking
  Worksheet price (Price List Report on E-Chalk)
• No Fault due to Natural Disaster or theft
• Special Note in Manual Student has 5 days to file
  report w/ administration plus 10 days to report
  to BP (pg 45 cmd local)
• State / local board policy states any student who
  owes for txtbk forfeits right to txtbk. Classroom
  copy will be provided

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RECONCILING THE STATEMENT OF BOOK CHARGES pg 20

• Occurs in October you are required to reconcile
  all txtbks and TEs that BP has charged to your
  campus
• Most important thing is to use proper
  documentation for orders and returns
• Keep all orders and returns in a folder
• Do not release txtbks to anyone without Proper
  paperwork (TIPS, Teacher Integrity Sheet,
  Inventory Taking Worksheet)
• Integrity Sheet should have ISBN, title, grade,
  count, date, and signature
• http//www.youtube.com/watch?vjuC0t48tG6Y

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TRACKING OVERAGES pg.21

• Track txtbk overages/definition of an overage
• Book swapping with other campuses
• Fill out Textbook Transfer Request Form
• Echalk
• Trading overages w/ BP

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End of Year Report pg.22

• Has several different functions
• Physical inventory and reconciliation of
  textbooks
• Textbooks requisition for next school year
• Increased enrollments
• New Courses
• Return form for surplus and worn out textbooks
• Payment for textbooks that are lost or damaged
  that will not be replaced through used txbk
  vendor

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End of Year Report cont.

• Over/short column is enrollment column
• Leave spaces Columns blank that do not apply
• Need signature of principal asst. principal
• Send payment to Finance
• Send a copy of check to B. P. w/ EOY Report
• Reports due by
• June 10, 2011 Elementary Schools
• June 10, 2011 Middle Schools
• June 14, 2011 High Schools

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INTERNAL AUDIT BY BOOK PROCESSING STAFF pg. 24

• Audits occur when there is a Principal change,
  every two yrs.
• Random audits occur when surplus txtbks are
  identified but campus does not release txtbks or
  if txtbks losses are high
• BP audits what is on the Inventory Taking
  Worksheet with the exception of Consumable
  textbooks and workbooks
• Txtbks, TEs, Teacher systems must be accounted
  for by campus admin. / BP
• Conflicts in Audit schedule email or call Randy
  Ramirez

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INTERNAL AUDIT Cont.

• 3 Options after audit (FRP) Find, Replace, or Pay
  sometimes all 3 but re-audit is final. There will
  not be a 3rd audit or replacing txtbks through
  use txtbk vendor after re-audit only option is to
  pay Finance.
• Waiver requests or overages exchange for credit
  must be done on or before audits once final audit
  memo is out campus must pay finance.
• Secondary Only
• Class Set of Txtbks Sample copies from
  publishers vs. from BP.
• Sample txbks have cut corners, a sample sticker
  on the front /back of txtbk, and stamped
  classroom copy txbks R considered ancillary mat.
  R not inventoried
• Class set of txtbks from BP have our two barcode
  stickers on inside cover txtbk these txtbks must
  be accounted for at all times via TIPS/ Integrity
  Sheets

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Recommendation for Bookrooms Dos and Donts

• Ease of access to the textbooks
• Stacking of textbooks ( 5 in and 5 out )
• Overfilling of bookshelves
• Sufficient space / clearance in shelving
• Post-it Notes are helpful and appreciated
• Separation of damaged / worn out / Spanish
  textbooks
• Accountability

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Ease of access to the textbooks
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Nice and clean
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Stacking of textbooks ( 5 in and 5 out )
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5 in and 5 out / Whats Hiding?
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Whats Hiding?
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How Many?
6 textbooks
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Whats Hiding?
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Whats Hiding? / How Many?
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Overfilling
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Sufficient Space
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Post-it notes
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5 in 5 out andPost it Notes
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Keeping them Separate
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Keeping them Separate
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Accountability
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SUMMER SCHOOL TEXTBOOK RESPONSIBILITIES pg. 24

• Be sure an audit was conducted by both campus
  adm. summer school adm. Before txtbks are
  issued and after txtbks are collected both
  parties need to sign
• If your campus is conducting summer school turn
  in End of Year report before summer school
• If you need additional txtbks order from BP and
  return all txtbks ordered at the end of summer
  school
• Any question or concerns call BP

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Paying for Lost Damaged Textbooks pg. 28

• During school year payments
• Replace thru used txtbk vendor
• Campus elects to pay for txtbk
• End or School Year
• Check from activity fund/ July 30
• Memorandum by June 15
• Audit see date listed

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PAYING FOR COMPONENTS OF SYSTEMS AND PACKAGES pg.
28

• Mainly in Elementary Level (ESL, Viva En Espanol,
  Art, Health, Music Teacher Systems
• Keep systems complete as possible
• Two options
• Purchase components directly from publishers
• Submit check to Office of Financefor the entire
  system

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Closing

• TEXAS EDUCATION CODE, TEC, (31.104) page 29
• TEXAS ADMINISTRATIVE CODE page 31
• BOARD POLICY EF (LOCAL) page 35
• BOARD POLICY CMD (LEGAL) page 37
• BOARD POLICY CMD (LOCAL) page 45
• BOARD POLICY CMD-R (LOCAL) page
  46 Responsibility for txtbks GLOSSARY
  page 42