Proclamation Procedures TCAT Conference December 2009

1. Proclamation ProceduresTCAT ConferenceDecember 2009 Perri Ann Huntley Barbara Brown La Joya ISD El Paso ISD p.huntley@lajoyaisd.net bjbrown@episd.org

2. Create Timeline with District Staff • September Curriculum & Instruction meet with Textbook Coordinator to plan subject matter textbook hearing and campus evaluation. • September Curriculum & Instruction subject matter staff prepare evaluation tool for district textbook hearing and campus evaluation. • November Official list of instructional materials recommended for adoption approved by the State Board of Education at the November meeting will be distributed to the campus. • Dec.-Jan. District Textbook Coordinator and Curriculum & Instruction Subject Matter Coordinators have textbook hearing. • Dec.-Jan. Samples delivered to campus • Dec.-April. Instructional Material Samples are reviewed at campus level. • Dec-Feb District Hearing set up • April 7 BALLOTS DELIVERED TO CAMPUS • April 9 BALLOTS PICKED UP AT CAMPUS starting at 10:00 a.m. • April 28 Recommendation submitted to Superintendent Office for Board Approval • May 1 District Textbook Coordinator submits order to Texas Education Agency • July 10 Textbooks Arrive at La Joya ISD • August 24 Textbooks delivered to campuses for 1st day of Instruction

4. Contact Publishers with Memo • La Joya ISD is a “Closed School District” for textbook adoptions. Publishers are not allowed at the campus. All contact and correspondence with district personnel will be made through Perri Ann Huntley, Textbook Coordinator. • Samples can be sent to the campus addresses attached. One sample for each grade level is needed at each campus and one sample to Central Office • After the State Board of Education approval of the Proclamation 2010, publishers will be contacted to participate in textbook hearings. District textbook hearings will be administered through Perri Ann Huntley. • Publishers who do not follow the above procedures will not be participants in Proclamation 2010.

5. District Textbook Coordinator Responsibilities • It is the responsibility of the District Textbook Coordinator to organize and coordinate the adoption of all textbooks in the district. After the official adoption and selection have been made, then the final step is to place the order with TEA. The District Textbook Coordinator is responsible for all the duties listed below: • 1. Receives and responds to all correspondence from TEA. • 2. Disseminates information from TEA to appropriate administrators and personnel. • 3. Contacts publisher representatives when necessary throughout the adoption process. • 4. Attends and facilitates the adoption procedures organizational meetings and recommendation meeting. • 5. Assists the subject area coordinator in the organization of the subject area textbook hearing that will be held for the subject areas. • 6. Receives shipment of one copy of all textbooks and ancillary materials on the adoption list from all publishers. • 7. Supervises the exhibit areas where textbooks and ancillary materials may be previewed. • 8. Consolidates information concerning membership, meeting dates, and final examinations from the campus textbook facilitator. • 9. Sends final adoption recommendations to the Superintendent for approval by the School Board. • 10. Places orders for newly adopted materials with TEA. • 11. Receives shipment and delivers state-adopted textbooks for shipments to campuses.

6. Subject Area Coordinator • It is the responsibility of the subject area coordinator to coordinate the textbook evaluation with the district textbook coordinator to set up a district review for representative from each campus. Subject Area Coordinator creates a Subject Area Curriculum Rubric and Subject Area Textbook Adoption Procedures. • The subject area coordinator is aware from the publisher for the ancillary materials with a written response as to what is to be carried out throughout the adoption cycle. The subject area coordinator is responsible for the duties below during any year that textbooks from his/her subject area are on the adoption list.

7. Subject Area Coordinator • Assists the District Textbook Coordinator in the procuring individuals for the Local Adoption Committee. • Assists the Principal and District Textbook Coordinator in procuring the individuals to be on the Subject Area Committee to participate in the adoption process. • Creates and distributes to campuses the Subject Area Curriculum Rubric to be used in Campus Review Process. • Creates an evaluation tool to be distributed at District Textbook Hearing for campus evaluations. • Prepares a timeline for the Subject Area Textbook Adoption Procedures

8. Local Campus Committee • The Local Campus Committee shall consist of all teachers who will be responsible for teaching the subject matter. The Principal of the campus will be in charge of the committee with the help of the Campus Textbook Facilitator.

9. Local Campus Committee • Holds an organizational meeting at which information about the adoption process will be made available. • Review samples using Subject Area Curriculum Evaluation Rubric • Have samples given to each grade level chair for teacher use during adoption period for all teachers to evaluate and use in the classroom. • Each teacher who teaches the subject matter will select the textbook from the adoption list for use in the district and be given the chance to cast a ballot • Remain professional and objective in making evaluations of the textbooks.

10. Subject Area Coordinators Reviews with Campus Members • Elementary Campus-1 Upper/1 Lower/1 Supervisor • Middle-High School 1 Per Grade Level/1 Assistant Principal • Review Rubric/Proclamation Procedures/Timeline

11. La Joya ISD Language Arts / Reading Department Textbook Evaluation Rubric

13. La Joya ISD Language Arts/Reading Department Textbook Evaluation Form

16. Comments: _________________________________________________________________________________________________ ___________________________________________________________________________________________________________ ___________________________________________________________________________________________________________ __________________________________________________________________________________________________________ __________________________________________________________________________________________________________ __________________________________________________________________________________________________________ __________________________________________________________________________________________________________ Reviewed by: ________________________________ Date: _______________________ Campus: ____________________________________ Position: ____________________

17. Publisher Email-Read Receipts • I have attached the agenda for Dec 5, 2009 Saturday at the La Joya ISD Transportation Complex located in La Joya next to the Football Stadium.  We will allow you to set up on Friday afternoon from 3:30 p.m.-4:30 p.m. or at the designated times on agenda.  To provide lunch and breakfast for the attendees we will ask for a fee of $250 from the 4 Publisher slots to be given to my office by December 1, 2009.   Only items that are on the State Bid List will be set up, you will not need to bring all the items as they can’t be displayed.  In your packet no optional materials brochures will be distributed to attendees. •  I have also enclosed the Rubric that will be used for evaluation.  After the SBOE meeting I will send you the Bid List for the State which is the only items that can be covered or displayed in the presentation.  We will not talk about anything that is optional in the presentation, only what is on State Bid List.  During the presentation if other items are talked about you will be asked to not participate in the Proclamation for La Joya ISD.  • Plan for 80 attendees, 1 Upper Grade, 1 Lower Grade and 1 Supervisor for 22 campuses and Central Office Staff • If you have any questions let me know.

18. Hearings • Presentations are Recorded • Must send campus representation or don’t vote • No Free Material Information • Only State Bid List

19. Agenda for Hearings

20. La Joya ISD Textbook Adoption Hearing Proclamation 2010 English and Spanish Language Arts & Reading, Grade K-1 Reading English and Spanish Grade 2-5 Saturday, December 5, 2009 La Joya ISD Transportation Department 7:30 a.m.-8:00 a.m. Pearson/Scott Foresman and HM/Harcourt Set Up 8:00 a.m.-8:15 a.m. Adoption Procedures Review 8:15 a.m.-9:45 a.m. Pearson-Scott Foresman Scott Foresman Reading Street 9:45 a.m.-10:00 a.m. Break 10:00 a.m.-11:30 a.m. Houghton Mifflin Harcourt School Publishers Texas Journeys 11:30 a.m.-12:00 p.m. Lunch Provided 11:30 a.m.-12:00 p.m. SRA/McGraw Hill and Macmillan/McGraw Hill Set up 12:00 p.m.-1:30 p.m. SRA/McGraw-Hill Texas Imagine It! Student System 1:30 p.m.-1:45 p.m. Break 1:45 p.m.-3:15 p.m. Macmillan/McGraw Hill Macmillan/McGraw-Hill Texas Treasures 3:15 p.m.-3:30 p.m. Review

21. Campuses Participants Review with Staff at campus Sign In Sheets are on File at Campus Review Process Continues at Campus with Textbooks used in classrooms

22. Ballots are Distributed to Campus • Ballot Box • Campus Name on Bottom • Teacher Roster • Ballots Made with Original Stamped on Them and Different Colors for Subjects • Number Ballots for Campus • Ballot Box Picked Up • Sign In Sheet Returned • Extra Ballots Returned

23. Ballot Boxes • Opened at Office • Ballots Sorted Out • Ballots Counted • Turn in Board Agenda with List • Keep Ballots until Board Meeting

24. Board Approved • Publishers meet with Elementary Principals to Review Materials • Secondary Department Head meet with Publishers to Review Materials

25. Paperwork for Publishers • Done in my office • TRK sent to Campus Address • Workbooks sent to Campus Address

26. Publisher Review • Campus Review with Publisher on Materials included • State Adopted Materials Reviewed with Campus Administration