19 th TCAT Annual Conference December 6-8 Galveston, TX

1. Textbook Treasure Hunt 19th TCAT Annual Conference December 6-8 Galveston, TX

2. Boot Camp Presenters • Brian Squyres – Northside ISD • Jill Cook – Clear Creek ISD • John Bridges – Fort Bend ISD • Winni Petersons – Fort Bend ISD • PD Thomas – TB Management • Victor Ortiz – South San Antonio ISD Alpha Bravo Charlie

3. Terminology, Accountability & Policies

4. Definitions and Terminology • Ancillary materials • Free with Order • Will consume 70% of your time • Maintain a relationship with your publisher • Maintain records • Annual order - Wait for TEA to open (April)

5. Definitions and Terminology • ARD-Admission, Review and Dismissal • Audit • Bilingual • Bill of Lading • Holds freight company accountable • Book Covers • Conforming (Meets 100% of TEKS) / Non Conforming (Meets 51% – 99% of TEKS)

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

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

8. Definitions and Terminology • Extension • 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

10. Definitions and Terminology • MLC-Multiple List Code • 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-Student Edition • SE-Special Education • Split Adoption • Statement of Charges

13. Definitions and Terminology • Supplemental Order • Surplus Textbooks • 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 • 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 • 31.024 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 • 31.103.1 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. • 31.201 Disposition 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. Audit, Damaged & Lost Books Audit every school each year Per your distribution records Give 2-3 weeks for adjustments Collecting funds Send funds to TEA Purchase from Publisher Purchase from Used Book Vendor

29. Worn Out Books • Reporting • Worn replace by TEA • More the 5 pages falling out due to normal use • Binding coming unglued • Covers falling off

30. Collecting from Campus • Reconcile funds from payments: • Collected funds from campuses • Department funds • Budgeted funds • Principal discretionary funds • Activity funds

31. Develop Local Written Procedures • Create a local textbook procedures manual • Make it clear to everyone, what is expected • Superintendent/Business office • Principals/teachers/students • Secretaries/drivers • Determine and clarify accountability

32. Procedures Cont. • Clarify to campus textbook manager/coordinator • Lost books will be paid for • Periodic checks will occur • 9 week or semester book checks

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

34. EMAT Access • Getting Started • Must have EMAT access • Who can get an EMAT User ID? • Forms can be accessed: http://www.tea.state.tx.us/textbooks/distribution • Mail or Fax form to TEA

35. Ordering Textbooks

36. Ordering Textbooks • Terms to know and remember • Textbook Hearing • Publishers Agreement • Order Consumables • Annual Order • Supplemental Order • Population • PEIMS • Eligibility • MLC

37. EMAT System Purge EMAT shuts down each spring for TEA staff to purge the system of the old adoption materials and enter the new adoption materials.

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

39. Textbook Adoption • Curriculum Department/Textbook Coordinator coordinates textbook hearing. • The state has the basics to the adoption process online. • Your district has policies that govern your local adoption and the process for selecting materials. • Selection process is finalized and submitted to the board. • Submit the Local Board of Trustees Certificate

41. 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. • Can be placed when TEA allows. An e-mail will be sent out when EMAT is opened.

42. Figuring Annual Order • Populations 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.”

43. Annual Order

44. Supplemental Order • Supplemental orders are created to add to the annual order in case a product was missed or not enough ordered, or when changes occur in student populations. • TEA will notify Districts when Supplemental Orders can be placed.

45. 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.

46. Population • Population is another term for enrollment. Enrollment can be adjusted as needed with student growth. • In November, TEA will request you to enter your October enrollment.

47. 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: • 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

49. 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 2010-11. • 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.

50. 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