Summer Survival Techniques for Textbook Coordinators OR …

1. Summer Survival Techniques for Textbook CoordinatorsOR … … How to survive the summer and start the school year right!

2. To do lists … • Planning orders • Placing orders • Receiving orders • Distributing material • Campus delivery

3. Planning Orders Collect data for students and teachers … • Maximum enrollment from current year • Pre-registration numbers • Growth • Replacing lost books • Changes in campus configuration • Special areas

4. Special Education • Off grade level documentation • Teacher fills out based on IEP. • Use to document textbook or teacher edition needs • Teacher signature is required!

5. Placing Orders • Ordering Consumables from publishers • EMAT & EVI ordering • Replacing lost books • Growth • Implementation of new adoptions As you complete your orders, make notes about distribution and fill out distribution paperwork.

6. Ordering Consumables • Set up & maintain a file … what was ordered last year? • Talk to your publisher rep. • Look at number of books on your state charge. • Check to see if you have extras left over from previous years. • Check to see if your schools still use the material.

7. Paperwork - Consumables

8. EMAT & EVI Ordering • Subscriptions • State provided consumable • Growth • New adoptions • IEP information Use the data!

9. Paperwork - EMAT

10. Paperwork - EMAT • Add notes when placing the ordering: • Were bar codes run? • Who needs the material? Transfer notes & use the order list to keep track of received items

11. Replacing Lost Books • Get information about lost books from the end of year inventory from each school. • Attempt to replace through used book dealers if your district allows. • Pay TEA for lost books and order replacements from EMAT. • Purchase books from publishers.

12. Paperwork – Replacing Lost Books

13. Paperwork - Vendor

14. Growth • Roll student population numbers up by one year. • Use maximum enrollment numbers from the previous year. • Look at pre-registration information.

15. Implementation of a New Adoption • Work closely with your publisher rep. • Get a list of all material expected … make sure the ISBN and prices are included on the list. • Be flexible as you distribute teacher material and ancillaries. Have a plan for distributing if you are short of material. • Consider holding ancillaries and resources until all have been received.

16. Receiving Orders • Print a master list of all material expected and the source. • Set up separate clipboard for each vendor. • Check off everything as it comes in. • Follow up on any missing or damaged items. Complete a TEX-013 if appropriate. • Keep a running list of status of TEX-013.

17. Distributing Material • Set up separate pallet for each campus. • Set up separate clipboard for each campus. • Check off and sort items onto pallets.

18. Campus Delivery • Arrange to meet the campus textbook coordinator on a particular date … morning or afternoon times. • Break down pallet with the campus textbook coordinator. • Identify and go over information about material as you go through it. • Count the material together and get signatures.

19. Paperwork • Warehouse uses to distribute … • Campus uses to receive … • District uses to document …

20. Campus Textbook Support

21. Campus Textbook Coordinator

22. Textbook Component Notebook The Textbook Component Notebook is updated throughout the year as new titles are received. Campus coordinators use to record distribution of material to teachers Used by teachers to complete the inventories.

23. In Conclusion … You will throw books out as fast as you can all summer long, then you take the rest of the school year to fix the mistakes! Just take a deep breathe and jump in!

24. Questions? Ann McGuffey Duncanville ISD amcguffey@duncanvilleisd.org http://www.duncanville.k12.tx.us/curriculum/textbooks.htm 972-708-2051