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

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Presented by: Abel Villarreal Book Processing Supervisor Alma Longoria Assistant Manager Textbook Procedures 201 – PowerPoint PPT presentation

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


1
Presented by Abel Villarreal Book Processing
Supervisor Alma Longoria Assistant Manager
  • Textbook Procedures 201

2
Whats New
  • District Textbook Losses
  • Elementary / Middle / High
  • Internal Audits
  • New legislation
  • New Adoptions??
  • Busy summer

3
Elementary
4
Middle School
5
High School
6
Special Campuses
7
TOTAL LOSSES
8
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.

9
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

10
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.

11
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.

12
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)

13
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

14
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

15
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

16
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

17
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

18
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

19
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

20
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)

21
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).
  • .

22
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

23
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

24
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

25
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

26
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)

27
Worn-Out
  • Start of binding becoming unglued

28
Worn-Out
  • Binding partially separating

29
Worn-Out
  • Binding completely unglued

30
Worn-Out
  • Pages become unglued

31
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

32
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

33
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 shall Keep complete records of
    txtbks and TEs within the school Conduct
    physical inventories of all txtbks TEs (pg.
    46)

34
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

35
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

36
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)

37
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

38
DAMAGED
  • Writing in textbook 1 per page

39
DAMAGED
  • Torn page(s) 1 per page

40
DAMAGED
  • Cover of textbook bent /creased
  • ½ price of txtbk or full price

41
DAMAGED
  • Water damage / mildew
  • Full Price

42
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

43
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

44
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

45
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

46
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

47
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

48
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

49
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

50
Ease of access to the textbooks
51
Nice and clean
52
Stacking of textbooks ( 5 in and 5 out )
53
5 in and 5 out / Whats Hiding?
54
Whats Hiding?
55
How Many?
6 textbooks
56
Whats Hiding?
57
Whats Hiding? / How Many?
58
Overfilling
59
Sufficient Space
60
Post-it notes
61
5 in 5 out and Post it Notes
62
Keeping them Separate
63
Keeping them Separate
64
Accountability
65
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

66
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

67
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 Finance for the entire
    system

68
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
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