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Coordinator Resources

RECEIVING NEW TEXTBOOKS FROM DISTRICT CAMPUS LEVEL

When textbooks arrive at the campus the campus textbook coordinator will:

1. Count books.
2. Verify shipment records.
3. Send confirmation to district textbook coordinator.
4. If there is a discrepancy, contact district coordinator immediately and follow instructions.
5. Add books to campus inventory form.
6. File the Campus Textbook Delivery Form in the appropriate section.

TEACHER CHECK-OUT

The campus textbook coordinator will:

1. Determine enrollment of each class or teacher.
2. Count the exact number of books. (both English and Spanish for Bilingual classes)
3. Fill out a Textbook Check-Out/In Form.
4. Get teacher signature on the Textbook Check-Out/In Form.
5. Retain a copy of Textbook Check-Out/In Form.

TEACHER CHECK-IN

1. Schedule book returns.
2. Count and record the number of books.
3. Have teacher sign-off on the Textbook Check-Out/In Form.
4. Identify number of missing books.
5. Total the amount owed for missing books and determine the amount that will be reimbursed.

LOST OR DAMAGED TEXTBOOKS

Teachers shall assume full responsibility for all textbooks issued to them and shall keep an accurate record of all textbooks issued to children.  The record shall include the name of the child, the number of each textbook issued to the child, and the condition of each textbook when issued and returned.  Each teacher shall, as part of the educational program, teach the children under his or her jurisdiction the proper care of textbooks and the necessity for accountability.  State law requires all textbooks have book covers.  The one exception to this rule is Braille textbooks.  These books are not required to be covered.  Teachers shall conduct periodic textbook inspections for damaged and lost textbooks at least each (9) nine week period or upon request.  Each textbook inspection should be documented.  Teachers shall ensure that the student's name is written on the appropriate space of the textbook. (Issued grade).  The teachers shall notify the campus textbook coordinator and the parent when first aware of a textbook that is lost or damaged.  ALL SURPLUS BOOKS SHALL BE RETURNED TO THE BOOKROOM.  Check the condition of textbooks as the students turn them in and maintain and inventory all the Teacher Editions' and resource materials.  The teacher shall be responsible for any lost or damaged textbook(s), which does not have sufficient documentation to allow the district to recover the textbook.

Once a textbook has been lost or damaged, the teacher must do the following:

1. Send notice of loss to parent or guardian by student.
2. Send notice of loss to parent or guardian by regular mail.
3. Send second notice of loss to parent by regular mail.
4. Phone parent or guardian.

If book is not paid by the end of year, the amount will be deducted from the classroom/grade level budget.

The teacher should notify the campus textbook coordinator of the lost textbook. If a student fails to pay for lost textbooks, the campus textbook coordinator will notify the Textbook Department to adjust the inventory and send the Lost Textbook Report to the Accounting Department for payment.  Schools may not withhold student's records including report cards for failure to pay.  Teaches should not issue another textbook to the student to take home.  The principal should decide the best method for providing access to instructional materials (including the use of a textbook only in the classroom).  TEC12.65 states that even if a student loses a textbook and fails to make payment, "the school district shall allow the student to use textbooks at the school during each school day."

RESPONSIBILITY OF STUDENTS FOR TEXTBOOKS:  Students are responsible for the proper care of and must pay for lost or damaged textbooks.  Each student shall return all textbooks issued to the student at the time the student leaves the school, at the end of the first semesters for all classes that do not continue, or at the end of the school year.  Students shall keep all textbooks covered, enter their name inside the textbook, and properly use and care of the textbooks.  Each student or their parents or legal guardian shall be responsible for textbooks not returned by the student.  Any student failing to return textbooks forfeits the right to be issued any further textbooks until a parent or legal guardian pays for the books not returned.
Students are required to pay fines for damaged textbooks in accordance with the amount of damage.  In cases where the damage is so extensive as to render the book unusable, the teacher should charge the student the full price of the book.  The fine should be reported as a sale, since the textbook will no longer be in use as state property.

Note:  Each student, or parent/guardian shall be responsible to the teacher for all textbooks not returned by the student and any student failing to return all textbooks shall forfeit his right to be issued any further textbooks until the textbook(s) previously issued but not returned are paid for by the parent/guardian.  If a student loses a textbook and fails to return or pay for it, the school shall allow the student to use the textbook at school during each school day but not assign a textbook for out of class use. (TEC 31.104 (d))

FEES AND/OR FINES

When a student pays for lost damaged textbooks, the teacher must do the following:

1. Fill out the Textbook Payment Receipt and issue it to the student.
2. Send the money collected for payment of lost or damaged textbooks to the campus textbook coordinator.
3. Send a copy of all paperwork to the campus textbook coordinator.

The campus coordinator will:

1. Deposit the payment into that campus's textbook account.
2. Enter the information into the Paid Textbook Form.
3. Once the inventory report has been submitted to the campus textbook coordinator at the end of each school year, then each campus will be sent a bill for the amount owed for lost or damaged textbooks.
4. File Textbook Payment Receipt in the appropriate section.

MISD RECOMMENDED SCHOOL FINES

Responsibility for Books

The student, parent, or guardian will be responsible for the proper use and care of textbooks.  They are responsible for stolen, lost, or damaged textbooks and are required to pay the school for any replacements or fine.  (Education Code 31.104)

Fine of $2.00/$5.00 for damaged pages to include but not limited too:  torn, soiled, written on, damage to binding, corner and edges.

Fine of $10.00 for writing on the outer edge of book pages or damage to outer cover.

Full Price of book for water damage, excessive markings, missing pages, lost stolen broken binding, or any book deemed unusable by campus coordinator.

Full Price for defacing or removing the tracking number or barcode.

If charges for the damage to a textbook exceed 50% of the cost of the book, then the book is to be considered destroyed and full price will be assessed for the book.

Any textbooks that have been paid for in full by a student it becomes the property of the student.  On the inside front cover, indicate that the book has been paid for in full and put the date.

Fines paid on textbooks shall be noted on the inside front cover at the time the fine is paid.

SUPPLEMENTAL ORDERS

Supplemental Orders are for enrollment increases, lost, destroyed, or unfit textbooks.

When a teacher needs more textbooks the teacher needs to:

1. Identify textbook shortages.
2. Complete the Teacher Textbook Request Form.
3. Send the completed form to the campus textbook coordinator.

Campus coordinator will:

4. Complete the Supplementary Textbook Order Form.
5. Send the completed form to district textbook coordinator.
6. File Teach Textbook Request Form in the appropriate section.
7. File Supplementary Textbook Order Form in the appropriate section.

TEXTBOOK INVENTORY CONTROL OVERVIEW

Textbook inventory control includes recovery of the textbooks from the students at the end of each school year, with an annual count of the books.  Recover of textbooks from students should occur when a student withdraws from the school, including students transferring to another MISD campus, and at the close of the school year.  Textbooks are the property of the state, and the district's financially accountability for lost and damaged textbooks.  Schools must establish procedures to recover the textbooks or the cost of the textbooks from the students.

RESPONSIBILITY OF THE PRINCIAP FOR TEXTBOOKS

The Principal shall be responsible for textbooks as follows:

Accountability:  The Principal is ultimately responsible for all textbooks assigned to his or her school.  An individual may be designated by the Principal to serve as the campus textbook coordinator.  The principal is responsible for distributing textbooks at the beginning of each semester and for preparing the annual inventory.

The principal is held financially responsible for lost textbooks on his or her campus.  The principal is responsible for maintaining records and control over the textbook inventory, distribution and recovery, and may be financially responsible for any shortages on his/her campus.  The Accounting Department will send the school an invoice for any shortages for which the school is responsible.  Payments for lost textbooks must be submitted to the Accounting Department by the deadline established by the Accounting Department.  In case of a school administrative change involving the Principal, the appropriate District Superintendent will be responsible for coordinating the transfer of textbook accountability from the outgoing principal to his or her successor.

RESPONSIBILITY OF CAMPUS TEXTBOOK COORDINATOR

The campus textbook coordinator is responsible for making at least two book counts during a school year.  If necessary, other request for a book count may be determined by the districts textbook coordinator.  The following schedule shall be followed:

Textbook Inventory Date                                    Textbook Report Submitted

Between Nov.1-Nov. 30                                                By December 5

Between May 15-June 6                                                By June 10

The campus textbook coordinator controls textbook activity in the school by:

• Keeping all extra textbooks in a controlled book room(s).  Only the principal and/or the designee should have keys.
• Ensuring that all required accounting procedures are followed for monies collected for all lost or damaged textbooks.
• Developing a workable campus inventory and directing that all teachers conduct a regular textbook inspection, at least once each (9) nine weeks.
• Requiring all textbooks to be covered.  (See Textbook Cover Section)  At any time during the year, campuses may request more textbook covers as needed.
• Maintaining all textbooks records by:

                        Periodically reviewing the records.
                        Requiring a reconciliation of records to reports received from                                     the district textbook coordinator.

• Making an annual physical inventory of all textbooks (TAC 66.107) Annual physical inventory reports should be completed as described in the schedule above.  The district textbook coordinator will conduct an inventory at all campuses each summer.
• Conducting a physical inventory of all orders received from the MISD Textbook Department and reporting any discrepancies.  (Shipments will be assumed to be correct unless otherwise notified in writing to the district textbook coordinator within (10) ten working days)
• Returning all textbooks to the bookroom(s) at the end of the school year or at the end of the term for all classes that do not continue.  Having textbooks in a controlled area is the recommendation of the district.  Please note:  The campus is financially responsible for the textbooks charged to that campus whether or not the textbooks are kept in a controlled bookroom.
• Reporting all textbooks needing to be replaced due to damage or wear.
• Reporting any new courses being offered which will require the ordering of new textbooks from the state.
• Reporting the addition of any new teaching units at certain grade levels or in certain courses, which would require the ordering of more teachers' editions or teacher resource materials from the state.

CAMPUS YEAR-END INVENTORY OVERVIEW
ANNUAL INVENTORY

State policy requires schools to perform an annual physical inventory of textbooks charged to the district.  The district textbook coordinator may visit schools during the summer and will compare the physical number of books at the school to the inventory records.  The school is financially responsible for shortages.   If textbook systems/sets are incomplete, schools may purchase missing components from publishers or used book companies in order to complete the system/set.  If components are not replaced, the school will be charged the replacement cost of a complete system/set.

CAMPUS PROCEDURES

At the end of each school year, all state adopted textbooks must be returned to the campus bookroom or designated location, for the annual year-end count.  The campus bookroom should be organized by subject and grade level.  It is helpful to store the books on the shelves in the same order as the Inventory Worksheet.  The textbooks should be stacked in groups of five, alternating the spine of the book facing outward.  The grade level should be indicated on each row of shelves, in addition to each shelf within the rows being labeled by title.  Bilingual textbooks should be separated from the English textbooks due to similarity of the cover of the book.  The Inventory Worksheet is provided by the district for this procedure and reflects the current campus textbook allocations by title.  The Inventory Worksheet should be signed by the Principal after the inventory is complete to be returned to the district textbook custodian by the specified date.

TEXTBOOK DEPARTMENT PROCEDURES

The Textbook Department will issue a Lost Textbook Report and send it to the campus principal.  If there are no discrepancies on the Lost Textbook Report, the campus must submit payment to the district textbook custodian as soon as possible.  If there are discrepancies, the campus must provide backup documentation and request a meeting with the district coordinator to review the information.

LOST TEXTBOOK PAYMENT

Although students may not be able to pay, the school must pay for lost textbooks.  This should come from the campus Textbook Activity Fund account.

Note:  Each campus should maintain records of all transactions that occur between the school and the Textbook Department.  These records should be used to complete requisitions and verify current school inventory balances.  In addition, the records will serve as valid documentation should any discrepancies occur.

TEXTBOOK/RESOURCES INVENTORY PROCEDURES

Campus coordinators shall keep an accurate inventory of all TEA state adopted issued textbooks.  At the end of each school year all textbooks must be counted for the district textbook coordinator by the end of the first week of June.  The campus coordinator will need to make sure each textbook has a bar coded label inside the back cover at the top right corner.  Each campus coordinator shall keep an accurate Teacher Check-Out/In Form per staff for the quantity of textbooks, teacher editions, and resources issued.

TEXTBOOK TRANSFER FROM SCHOOL TO SCHOOL

A transfer of textbooks takes place when books are moved from one campus to another.  In order to ensure that textbook records are accurate and up-to-date, all transfers are to be handled by the Textbook Department.  A Textbook Transfer Form is to be used in all transfer transactions.  It is important that both the sending and receiving locations verify the number of books being transferred.  If a discrepancy is found, the receiving location should verify the actual number and contact the Textbook Department immediately.  A campus may not lend textbooks to any individual, organization, another campus, or another school.

TEXTBOOK COVERS

Textbook covers are provided as a complimentary item to the schools from a specific vendor.  The contracted vendor for MISD is "Walraven."  The Textbook Department handles the communication between the vendor and MISD.  The total number of book covers received is generally based on the projected enrollment by schools throughout the entire district.  The covers are delivered to campuses from the Textbook Department as soon as they arrive.  Each school is asked to write thank you letters to the particular company that sponsored or provided book covers for their school.

TEACHERS' EDITIONS

Teachers' Editions of textbooks are to be placed on the campus inventory.  The Teachers' Edition will be distributed to the teacher by the campus coordinator and become the responsibility of the teacher in the accountability process.  Only camps textbook coordinators should transfer these materials.  Where there is a need for additional copies of Teachers' Editions, the campus textbook coordinator is requested to notify the district textbook coordinator so that a coordinated effort can be made to obtain them.

The campus textbook coordinator must inventory and collect all Teachers' Editions at the end of the school year.  This will assure that if a teacher leaves the district or is given a change in teaching assignment, the materials will be available.

Stephen Ross
Director of Resource Management
(512) 278-4435 stephen.ross@manorisd.net

Parent Resources

• Texas Education Agency
• Policy
• Elementary Textbook Price List
• Secondary Textbook Price List

Coordinator Resources

• Receiving New Textbooks from District Campus Level
• Lost or Damaged Textbooks
• MISD Recommended School Fines
• Supplemental Orders
• Textbook Inventory Control Overview
• Campus Year-End Inventory Overview
• Textbook/Resources Inventory Procedures
• Textbook Covers

Teacher Resources

• Lost & Damaged Textbooks
• MISD Recommended School Fines
• Supplemental Orders
• Lost & Damaged Textbooks

Blank Forms (MS Word Format)

• Supplementary Textbook Order Form
• Textbook Inventory Forms 2009
• Elementary Social Studies Ancillary Inventory Forms
• Elementary Reading Ancillary Inventory Forms
• PK Textbook Inventory Forms
• Campus Textbook Delivery Form
• Textbook Check-out/in Form
• Lost or Damaged Textbook First Notice to Parents
• Lost or Damaged Textbook Second Notice to Parents
• Textbook Payment Receipt
• Paid Textbook Form
• Teacher Textbook Request Form
• Student Inventory Form
• Lost Textbook Report