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18 th TCAT Annual Conference December 7-9 Galveston, TX

Riding the Wave of Textbooks. 18 th TCAT Annual Conference December 7-9 Galveston, TX. Boot Camp Presenters. Brian Squyres – Northside ISD Kellie Skarda – Goose Creek CISD Kim Slough – Abilene ISD John Bridges – Fort Bend ISD Becki Luchak – Spring Branch ISD Susan Lenox – Plano ISD.

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18 th TCAT Annual Conference December 7-9 Galveston, TX

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  1. Riding the Wave of Textbooks 18th TCAT Annual Conference December 7-9 Galveston, TX

  2. Boot Camp Presenters • Brian Squyres – Northside ISD • Kellie Skarda – Goose Creek CISD • Kim Slough – Abilene ISD • John Bridges – Fort Bend ISD • Becki Luchak – Spring Branch ISD • Susan Lenox – Plano ISD Alpha Bravo Charlie

  3. Terminology and Accountability

  4. Definitions and Terminology • Adoption rate • Ancillary materials • Free with Order • Will consume 70% of your time • Maintain a relationship with your publisher • Maintain records • Annual order

  5. Definitions and Terminology • ARD-Admission, Review and Dismissal • Audit • Bilingual • Bill of Lading • Holds freight company accountable • Conforming • Meets 100% of TEKS

  6. Definitions and Terminology • Consumable • Coordinator’s Manual • Current Adoption Bulletin • Depository • District Owned • Education For The Blind & Visually Impaired

  7. Definitions and Terminology • Electronic Textbooks • EMAT • ESL- English as a Second Language • ESOL-English for Speakers of Other Languages • Enrichment Curriculum

  8. Definitions and Terminology • Extension • Foundation Curriculum • Free with order • Freight Bill • Highlighted Textbooks

  9. Definitions and Terminology • IEP-Individual Education Plan • Instructional Materials Bulletin • Inventory • ISBN-International Standard Book Number • Local Textbook Selection Committee - Required by board policy • Membership Audit

  10. Definitions and Terminology • MLC-Multiple List Code • Nonconforming • Meets 51-99% of TEKS • O/A-Out of Adoption • Donated, discarded, but not sold • Off Level • Off List

  11. Definitions and Terminology • Packing List • Confirms what was shipped • PEIMS-Public Education Information Management System • Population • Proclamation • Calls for adoption by SBOE

  12. Definitions and Terminology • Requisition • Samples • Publisher provides only if requested • SBOE-State Board of Education • SE-Special Education • Split Adoption • Statement of Charges

  13. Definitions and Terminology • Supplemental order • Surplus Textbooks • Systems • TAC-Texas Administrative Code • Chapter 66 • TE- Teacher Edition • TEA-Texas Education Agency

  14. Definitions and Terminology • TEC-Texas Education Code • Chapter 31 • TEKS- Texas Essentials Knowledge & Skills • Drives conforming and non-conforming • TEX-009-Payment Form • TEX-012-Destroyed Book Report

  15. Definitions and Terminology • TEX 013-Error Report • TEX-031-Current Charges • Textbook Covers • Virtual Depository • Waivers • Worn Out Textbooks

  16. 7 Things You Must Know to Succeed • Textbook inventory control is important • Free textbooks are not free • The Campus Principal is ultimately accountable for all books issued to their campus • Textbook management must have support from upper level administration

  17. 7 Things You Must Know to Succeed, cont. • Coordinators must have access to accurate enrollment data • You must communicate • Know who to call for help • TEA • Area or state textbook coordinators

  18. Basis for Management: • Texas Education Code (TEC Ch 31)- • Law passed by legislature • Texas Administrative Code (TAC Ch 66) • Rules passed by the State Board of Education • Board Policy • LEGAL – Local policy from Law • TEC, TAC, Family Code, Penal Code • LOCAL – Locally written to support law and rules.

  19. TEC Chapter 31. Textbooks • Subchapter A. General Provisions • Subchapter B. State Funding, Adoptions, and Purchase • Subchapter C. Local Operations • Subchapter D. Administrative Penalties and Penal Provisions • Subchapter E. Disposition of Textbooks

  20. Subchapter A. • 31.001. Free Textbooks • 31.002 Definitions • 31.003 Rules

  21. Subchapter B. • 31.021 State Textbook Fund • 31.002 Textbook Review and Adoption • 31.023 Textbook Lists • 31024 Adoption by State Board of Education • 31.025 Limitation on Cost • 31.026 Contract; Price • 31.028 Special Textbooks • 31.029 Bilingual Textbooks • 31.030 Used Textbooks • 31.031 Dual Enrollment Textbooks (paraphrased)

  22. Subchapter C. • 31.101 Selection and Purchase of Textbooks by School District • 31.102 Title and Custody • 31.103 Textbook Requisitions • 31.1031 Shortage of Requisitioned Textbooks • 31.104 Distribution and Handling • 31.105 Sale of Textbooks • 31.106 Use of Local Funds

  23. Subchapter D. • 31.151 Duties of Publishers and Manufacturers • 31.152 Accepting Rebate on Textbooks • 31.153 Violation of Free Textbook Law

  24. Subchapter E. • 31.201Disposition of Textbooks

  25. Chapter 66. State Adoption and Distribution of Instructional Materials • 66.21 Review and Adoption Cycles • 66.27 Proclamation, Public Notice and Schedule for Adopting Instructional Materials • 66.51 Instructional Materials Purchased by the State • 66.54 Samples

  26. Chapter 66. Cont. • 66.69 Ancillary Materials • 66.78 Delivery of Adopted Instructional Materials • 66.101 Sample Copies of Instructional Materials for School Districts • 66.104 Selection of Instructional Materials by School Districts

  27. Chapter 66. Cont. • 66.107 Local Accountability • 66.110 Pilot Project for Certain Students Enrolled in Dual Credit Courses • Subchapter E. • 66.131 Out of Adoption Instructional Materials

  28. Worn, Damaged, Lost books Reporting Worn replace by TEA Damaged replace TEA/Publisher??? Lost – district purchase Reconciling Send funds to TEA Purchase from Publisher Purchase from Used book Vendor Collecting funds

  29. Collecting from Campus • Reconcile funds from payments: • Collected funds from students/parents • Department funds • Budgeted funds • Principal discretionary funds • Activity funds

  30. Develop Local Written Procedures • Decide what you are going to do • Make it clear to everyone, what is expected • Superintendent/Business office • Principals/teachers/students • Secretaries/drivers • Determine and clarify accountability

  31. Department- • Clarify to departments • Lost books will be paid for • Periodic checks will occur • Teacher/department distribution vs. central distribution

  32. Local Board Policy • DBD LEGAL • CMD LEGAL • EF LEGAL -PARENTAL ACCESS • EFAA LEGAL • EFAA LOCAL- SELECTION COMMITTEE

  33. Ordering Textbooks

  34. Ordering Textbooks • Terms to know and love and hold dear • Annual Order • Supplemental Order • Population • PEIMS • Eligibility • MLC

  35. Annual Order • The Annual Order (Requisition) is the first requisition for the new school year and usually contains the bulk of the products requisitioned for the new school year. • Annual orders are placed based on the highest population from the previous year or by rolling the enrollment forward to the next grade level. • Must be submitted to TEA by April 1st each year.

  36. Steps Prior to Ordering Anything in EMAT • Confirm Contacts • Confirm Addresses • Update Ship Dates • Preferred and Unavailable Dates • Technology Subscription Renewals

  37. How do I know what to order that is new? • The state has the basics to the adoption process online. • The state has a proclamation schedule of materials to be adopted. • Materials that are adopted by the state are listed online. • Your district has policies that govern your local adoption and the process for selecting materials.

  38. Newly adopted Instructional Materials from the state

  39. Supplemental Order • Supplementals are created to supplement the annual order in case a product was missed or not enough ordered, or when changes occur in student populations such as new students are added and more products are needed. • TEA will notify Districts when Supplemental Orders can be placed.

  40. Populations • Population is another term for enrollment. • EMAT shuts down each spring for TEA staff to purge the system of the old adoption materials and enter the new adoption materials. At this time, the consumables charged to your district are set back to zero and your populations for K-5 are imported into EMAT.

  41. PEIMS • The Public Education Information Management System (PEIMS) is a data collection system designed and overseen by the Texas Education Agency (TEA). It provides a standard statewide system that school districts use to report information to TEA. The goals of the system are: (1)streamline the reporting process (2) reduce duplication of effort (3) produce a comprehensive database of school information

  42. PEIMS continued • (4) respond more efficiently to state and federal reporting requirements • (5) provide school districts with comparative statewide statistics The PEIMS edit is a process by which the data reported by the district is checked to ensure that the data standards established by TEA are met. For example, data are checked to ensure that there is no missing information, that only valid codes are used, and that the value given for one piece of information does not conflict with another piece of information.

  43. Eligibility • Eligibility refers to the amount of materials you can order for your district based on your enrollment. • Newly Adopted Instructional Material 105% for school year 2009-10. • The current eligibility rules are 103% of your enrollment. For example, if you have 1000 1st graders, you can order 1030 textbooks for each subject.

  44. MLC • MLC- Multiple List Code • This is the code TEA uses to designate a subject and grade level For example 1004 is 1st grade reading, 2004 is 2nd grade reading, etc. • A comprehensive MLC guide is included in the back of your packet

  45. Annual Order • Populations for secondary can be figured one of 2 ways according to Texas Administrative Code 66.107: “Enrollments shall be reported based on the maximum number of students enrolled in the district or open-enrollment charter school during the previous school year and/or registered to attend the district during the next school year.”

  46. Annual Order

  47. Supplemental Orders • You can place as many supplemental orders as you need to. Brazosport ISD has placed 17 supplemental orders this year and districts the size of HISD have placed more than 50. • When placing supplemental orders, it is important to update population information.

  48. Populations • You have the ability to change the population data at any time. It is recommended you change your population data as it changes in your district. • Surplus is figured from your population

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