DONNA INDEPENDENT SCHOOL DISTRICT
TEXTBOOK SERVICES
ADMINISTRATIVE GUIDELINES AND PROCEDURES
OBJECTIVE
The objective of this section is to establish guidelines and procedures for the operation of the DISD Textbook Department.
RESPONSIBILITY
1. Jurisdiction of Textbooks rests with the Board of Trustees and the Superintendent.
2. The Assistant Superintendent for Curriculum and Instruction has direct oversight of all District textbook matters.
3. The Assistant Superintendent for Curriculum and Instruction has placed the District Textbook Department in charge of all issues regarding adherence to these established textbook administrative guidelines, policies, and procedures.
INVENTORY SECURITY
1. The district’s textbook warehouse shall be a secure facility. Daily traffic shall be limited to Textbook Department personnel.
2. Individual campuses shall keep textbook inventories in a secure, locked room.
3. Access is limited to the campus principal or assistant principal in charge of textbook inventory control.
4. All transfers or other movements of textbooks are made and transacted through the district textbook warehouse.
ELIGIBILITY
1. A District’s eligibility for a certain number of books is determined by three factors:
a. The quota for the textbooks
b. The number of students in a grade and/or the course membership
c. The number of textbook from the same multiple list already assigned to a district based on the annual inventory
2. An Individual campus eligibility for a certain number books is also determined by the same three factors:
a. The quota for the textbook
b. The number of students in a grade or course membership
c. The number of textbook from the same multiple lists already assigned to the campus based on the annual inventory.
MEMBERSHIP
1. Membership is defined as the actual number of students in a grade or course.
2. The Textbook Department shall request campus membership verification on a quarterly basis/year in accordance with deadlines and/or in-house audits.
3. Principals of schools housing grades K-5 shall report actual number of students in each grade and the actual number of students participating in the Bilingual Program.
4. Principals of schools housing grades 6-12 shall report actual number of students in each course.
Special Population Membership
1. A local ARD committee determines students with visual handicaps eligible for special textbooks.
2. These students must be verified by the annual registration through the Division of Special Education of the Texas Education Agency each January.
3. These students may receive modified textbooks that include books in Braille, large type, or audiotapes.
4. Students with dyslexia may be classified under the non-label 504 or Special Education.
5. A written modification in the student’s Individual Education Plan (IEP or equivalent) is required before special materials can be ordered.
Special Education Membership
1. Special Education students who are performing off grade level may receive textbooks at their performance level.
2. Eligible students must be included in the membership of the grade level at which they are performing (i.e. a high school student performing at appropriate level in the membership report.)
Bilingual Membership
1. Students identified as bilingual and participating in bilingual classes are entitled to bilingual textbooks.
2. Bilingual textbooks are defined as textbooks written in their language for pupils who are not proficient in English.
3. Bilingual students are eligible for a textbook in their language as well as the adopted English textbook for each subject. Bilingual students are to be counted once for bilingual membership and then once again for total membership. This ensures their eligibility for textbooks in both English and their language.
Pre- Advanced Placement and GT Membership
1. Students participating in the Pre-AP and GT programs whose instructional program design requires them to use the textbooks from an advanced grade level are eligible to receive the advanced grade level textbooks.
2. The Pre-AP/GT coordinator must certify the number of Pre AP/GT students from each campus and grade level that is eligible to receive the advanced books.
3. Pre-AP/GT students eligible for advanced grade level books should only be counted once on the membership of the grade level stipulated by the instructional program design.
4. Pre-AP/GT students receiving advanced grade level textbooks shall not be counted in their actual grade membership.
REQUISITIONS
1. As soon as the TEX-006, Annual Statement of Textbook Charges, Report and Requisition is received from the State, the Assistant Superintendent for Curriculum and Instruction and Textbook Department shall calculate the District’s overall eligibility using each school’s membership reporting.
2. The eligibility numbers shall then be compared to the district charges.
3. Requisitions for any additional books for which the district is eligible shall be prepared. Requisitions are due at the state by April 1.
4. A Supplemental Requisition for Instructional Materials may be submitted by the District after the April 1st deadline and prior to the first day of school if pre-enrollment data provided after the annual requisition packet was submitted indicates the District will have a textbook shortage.
5. The District may submit supplemental requisitions between the first day of school and February 15 at any if a student or teacher is determined to be without necessary instructional materials, and the total of the district charges and materials being ordered do not exceed the District’s eligibility totals.
6. All campus requests for textbooks must be in the official requisition form.
7. As textbooks are distributed all information regarding the transaction should be entered into the system as-soon-as-possible.
8. The District Textbook Department shall not process individual teacher requisitions. These must be submitted to the respective teacher’s campus textbook room.
9. Individual department requests, other than those from campuses, for textbooks shall be made through the official requisition form.
10. Department’s request for textbooks shall be filled only if all the students have their textbooks and the district warehouse has additional availability.
RECEIVING
1. District accountability for textbooks begins when the books are received.
2. District textbook clerks shall count all books and check totals against purchase orders and packing slips.
3. The DISD Textbook Department shall document and report in writing to the
4. State warehouse, publisher, etc. all discrepancies; surpluses or shortages.
5. Shipment errors must be reported on a TEX-013 directly to the warehouse whose shipment had the discrepancy.
6. A copy of the front of the completed form is to be sent to the Division of Textbook Administration.
7. Shipment errors are to be reported within 30 days of receipt of shipment.
8. Textbook clerks shall identify all textbooks as state property and shall inventory them through the affixing of the proper level and bar code.
9. Textbook clerks shall ready all books for distribution to the various schools.
10. The Assistant Principal in charge of textbooks or the textbook clerk shall receive textbook deliveries.
11. All deliveries shall be counted and verified by the Assistant Principal’s signature.
12. All deliveries will be inventoried and receiving documentation must be filed.
DISTRIBUTION
1. Each campus principal shall verify their student and course membership report; sign and submit to the Textbook Department by June 15.
2. Distribution of new books and free materials for the start of the school year shall be based on the June 15 membership report.
3. The District shall distribute only the number of books that a school is eligible to receive.
4. Distribution of additional materials shall be made only when a written formal requisition has been received and only if the School’s membership supports such a request.
5. The secondary schools shall issue one textbook to each student for each course of subject enrolled. (Board Policy)
6. The elementary school shall issue to each teacher one textbook for each subject per student enrolled in his or her class.
TRANSFERS
1. Textbooks may not be transferred between schools.
2. Textbook charges can only be removed from a school’s inventory if the textbooks are returned or paid for if lost.
OUT-OF-ADOPTION TEXTBOOKS
1. Out-of-adoption textbooks are those for which the state contract has expired.
2. Out-of-adoption books may be retained by the campuses and used as supplemental materials, or they may be donated to the students.
3. Any school keeping out-of-adoption textbooks or donating them to the students must submit to the textbook warehouse the proper documentation at the time of the physical inventory.
4. District Textbook Department staff shall pick up all out-of-adoption textbooks not kept by the School or donated to students.
5. The district may donate out-of-adoption textbooks to adult education programs and other non-profit organizations.
6. Organizations wishing to receive out-of-adoption textbooks must submit a written request addressed to the Textbook Department.
7. The written request must state that the books will not be sold.
8. The Assistant Superintendent for Curriculum and Instruction must approve the request for out-of-adoption textbooks by affixing a signature and date to the written request before any textbooks can be donated.
9. Organizations or agencies whose request for out-of-adoption textbooks is approved must pick up the textbooks at the district’s textbook warehouse.
10. Any organization or agency receiving donated textbooks must fill out and sign the state required documentation.
11. Any unwanted out-of-adoption textbooks kept by the schools will not be picked up until the following year.
12. Schools shall not be charged for lost or misplaced out-of-adoption textbooks.
ACCOUNTABILITY
1. The Assistant Superintendent for Curriculum and Instruction is responsible for establishing an accountability system for the operation of the Textbook Department.
2. The Assistant Superintendent for Curriculum and Instruction in charge of textbooks is responsible for the accountability of textbooks charged to the district.
3. The Assistant Superintendent for Curriculum and Instruction or designee will analyze Textbook Department records in order to determine whether or not recorded losses appear reasonable.
4. District textbook records should be reconciled periodically against Texas Education Agency records for accuracy.
5. Each campus principal is responsible for the accountability of textbooks charged to their School.
6. Each campus principal may assign an assistant principal or curriculum specialist to oversee campus textbook operations; the principal remains accountable for all textbook operations.
7. The district shall conduct an annual full physical inventory of all currently adopted instructional materials that have been requisitioned by, and delivered to the district. (TAC 66.107)
8. The results of the full physical inventory shall be recorded in the district’s files (TAC 66.107)
9. Reimbursement and/or replacement shall be made for all instructional materials determined to be lost during the physical inventory. (TAC 66.107)
INVENTORY PROTOCOL
1. District textbook administration shall send out an inventory schedule to each individual campus.
2. District textbook staff may accept inventory schedule modifications only if deadlines allow.
3. Prior to the textbook inventory, each campus administrator in charge of textbooks shall have an accurate count of textbook charges, losses, damaged books, payments collected and deposited.
4. Prior to the annual textbook inventory, each campus administrator in charge of textbooks shall ensure that all books are returned to the bookroom(s).
5. Prior to the annual textbook inventory, each campus administrator in charge of textbooks shall ensure that all books are stacked five books spine in and five books spine out. Leftover books in stacks less than five should all be stacked on the same side of the shelf.
6. If books must be stacked two or three deep on the shelves, the number must be uniform in each stack, or the front row only must have fewer books.
7. The campus principal or the administrator in charge of textbooks shall be present during the full physical inventory. The campus principal shall ensure that all inventories have been witnessed by more than one person; the campus principal shall certify the inventory accuracy by signing and dating the final inventory reporting.
8. At the conclusion of the inventory, the campus principal or administrator in charge of textbooks shall determine any amount owed for all books lost.
9. The campus administrator shall certify the accuracy of the campus inventory by affixing their signature and date on the final inventory reporting.
10. The District textbook administrator shall prepare a District wide inventory report and submit it to the Superintendent.
TEXTBOOK CHECKS
1. The campus principal or his designee shall schedule and ensure that periodic/random textbook checks are conducted. The campus principal should determine the frequency of random textbook checks. Teachers should require the students to verify possession of their textbook; students having missing textbooks should be sent for follow-up with campus administration.
2. The elementary school principal or designee shall ensure that teachers notify parents in writing as soon as any book(s) is detected missing or lost.
3. The secondary school principal or designee shall make sure that teachers notify textbook clerks in writing as soon as a book(s) is detected missing or lost.
4. Secondary school textbook clerks will immediately initiate efforts to have student/parents locate book(s) or otherwise resolve the matter with the campus principal.
5. A book is considered lost if a student has not brought it to class three days in a row.
FISCAL CONTROL
1. Any person misplacing or damaging a textbook will be accountable for the current cost of that textbook to the issuing school.
2. When a textbook has been determined to be missing, the campus should complete the appropriate documentation and immediately notify the parent. The notification to the parent should include all pertinent information including a request for payment and the consequences for nonpayment. All document regarding lost textbooks should follow the student from semester-to-semester and from year-to-year. That documentation will also be sent along with the student’s academic records whenever a transfer from one campus to another occurs. Student participation in extracurricular events should be considered whenever lost textbooks are a recurring issue.
3. Each school shall issue a receipt to students, parents, professional or other staff for paid-for books. The receipt must include ISBN code of the textbook and the District’s number as required under TEC 31.104 (c). Campuses are to use the District-sponsored receipt books for lost textbook payments.