INSTRUCTIONAL MATERIALS GUIDELINES AND PROCEDURES

The information on the following pages is meant to serve as standard guidelines for the Nacogdoches ISD in
providing for the instructional materials needs of our students. Most text in italics are extractions from the
Texas Education Code or the Texas Administrative Code, provided by the Texas Education Agency Textbook
Division. Additional information is provided as explanation and support.

1.1 Responsibilities
1.1.1 Pupil, Parent, or Guardian

The state requires districts to keep textbooks covered. Book covers are provided free to the district by a
private company and may be requisitioned as a no cost item from the NISD Service Center/Warehouse. We
have an exclusive agreement with Walraven Book Cover Company. Walraven is obligated to provide all our
book cover needs district wide. Our obligation to them is that we can use no other book covers from any
other source. The district has investigated other suppliers and fund raising companies in the past. Walraven
is the only company who has given us guarantee to supply all of our K-12 book cover needs. Principals,
Campus Coordinators, and teachers should encourage students to keep state-adopted textbooks covered at all
times.

Texas Education Code § 31.104.(d): “Each student, or the student’s parent or guardian, is responsible for
all instructional materials and technological equipment not returned in an acceptable condition by the
student. A student who fails to return in an acceptable condition all instructional materials and
technological equipment forfeits the right to free instructional materials and technological equipment until
all instructional materials and technological equipment previously issued but not returned in an acceptable
condition are paid for by the student, parent, or guardian.”

Any book lost by a student must be paid for by that student before another book is issued in its place. Strict
accounting records should be kept of textbook payments. Textbook funds (Fund 491) are kept separate from
general funds. A report of all books paid for by title, quantity, and amount collected shall be turned to the
District Instructional Materials Coordinator each year at the close of the school year. All money collected
for lost textbooks can only be used for textbooks.

Writing in or marking on non-consumable textbooks is not allowed. Any misuse of the textbooks due to
carelessness or neglect may be considered cause to charge the student for part of or the entire textbook.

1.1.2 Teacher and Principal

Texas Education Code § 31.104.(c): “…Except as provided by Subsection (g), a student must return all
instructional materials to the teacher at the end of the school year or when the student withdraws from
school.”

State law requires teachers keep a record of each book issued to each student. The NISD uses the Hayes
TIPWeb textbook management software program on all campuses to track each book issued.
Each Principal is ultimately responsible for the care and safeguard of all textbooks and instructional
materials issued to that campus. The Principal ensures compliance with TEA and local directives to include
the accounting for, covering of, and payments for lost textbooks.

It is suggested that the principal, or his/her appointee, carefully control the textbook activity within the
school by:

• Making a yearly actual physical inventory of all books as required by TEA

• Maintaining all textbook records and a statement of current charges,
• Insisting on regular textbook inspections by the teachers,
• Ensuring that all textbooks are covered at all times,
• Keeping all extra textbooks in a controlled bookroom, and
• Depositing all money collected from students for fines/lost books and annotating on the deposit slip
“Textbook(s).”

--The physical inventory is to be taken at the end of each school year. The year-end payment report does
not satisfy the state's requirement for an inventory count. You must physically count each textbook in
your building and compare it to your on-hand charges and pay for any shortages. This inventory must be
signed, dated, and turned into the District Instructional Materials Coordinator to keep on file.

--Payments for lost or damaged textbooks should be deposited as collected into the account coded for
textbook payment for that campus. If a student finds a lost textbook for which he or she has paid, a check
for reimbursement should be issued to the student or parent from the textbook account.

1.1.3 The Campus Instructional Materials Coordinator

The principal on each campus should designate one contact person to act as the Campus Instructional
Materials Coordinator. That person may or may not be a Campus Assistant Principal. All
correspondence with the District Instructional Materials Coordinator should be through the Campus
Coordinator. It shall be the responsibility of that Campus Coordinator to:
• keep the Campus Principal apprised of the campus status regarding any aspect of textbook transfers,
inventory, charges, etc.
• Maintain all surplus textbooks in a central, secure book room.
• Ensure that transfers of all textbooks to and from the book room are under his/her supervision.
• Ensure that all transfers out of the campus are accounted for, recorded, signed for, and properly
packed for shipping.
• Complete and send requests for textbooks as needed, showing the enrollment numbers for all books
requested.
• Maintain accurate accounting for all textbooks, systems, and teacher materials and arrange for
payments for any items unaccounted for.

1.2 Orders
When textbooks are delivered to the NISD Shipping & Receiving, they must be processed and orders pulled
for each campus before deliveries can be made. Upon delivery of textbooks to the campus, the Campus
Instructional Materials Coordinator must count each order and resolve any order discrepancies with the
District Instructional Materials Coordinator within ten (10) business days of delivery. Any shortage or
discrepancy should be clearly noted on the packing slip. All campus textbook requests are to be made
through the Hayes TIPWeb inventory management system.

1.3 Management and Bar-coding

1.3.1 Upon initial receipt into the district the NISD Shipping & Receiving will provide and place barcode
labels on materials.
• One Title/ISBN/Accession label will be placed on the back of the book over the existing
Publisher ISBN label.
• A secondary (backup) Accession label will be placed in the inside front cover of the book over
the state number blank.
1.3.2 Class sets of Texas State Adopted textbooks donated by publisher are the property of the district, and
will continue to be maintained on the district level. The NISD Shipping & Receiving will barcode and
maintain counts for these items.
1.3.3 Class sets of Texas State Adopted textbooks, even if purchased with campus funds for additional sets
or replacements, will be barcoded and accounted for on the district level at the NISD Shipping and
Receiving. We would ask that you help us as much as possible to arrange for purchases, and original
shipping to 203 W. Cox Street to plan for arrival before July 15. After that date we begin loosing our
temporary summer help.
1.3.4 Items unique to the department/campus will be the responsibility of the campus to maintain, track, and
label. These will include, but are not limited to, books, novels, workbooks, and textbooks not on the state
adoption list purchased by the campus or department to supplement instruction.
1.3.5 Once the initial labels are put in place, it is the responsibility of the campus and its instructional
materials coordinator to maintain the integrity of the labels and replace them upon damage or wear. Book
covers and assessed student fines for label damage will help in maintaining these labels.

1.4 Inventory
1.4.1 The Principal and the Campus Instructional Materials Coordinator are responsible for collecting
textbooks at the end of each school year. Teachers will collect textbooks from all students and clear their
classroom accounts with the Campus Instructional Materials Coordinator.

1.4.2 Money collected for lost/damaged textbooks should be collected before the students leave for summer.
Payments for lost or damaged textbooks must be made prior to administrators leaving off their contract year.

1.4.3 The Principal and Campus Instructional Materials Coordinator are responsible for gathering all
textbooks, teacher editions, and kits to a designated area for inventory count.

1.4.4 The campus administration is responsible for replacing all student editions, teacher materials, and
system components unaccounted for using campus funds.
 1.5 Teacher Editions and Teacher Resource Materials

1.5.1 Publishers provide TEs and TRs to the district on a limited ratio. It is becoming more and more
difficult to secure these materials. Because of this it is imperative that all teacher materials be accounted for.
If items are assigned to and sent to a campus it is the responsibility of the campus to replace any items
unaccounted.

1.5.2 In order to maintain an ample number of teacher aids and teacher editions, each campus should
maintain an accurate inventory of teacher editions and aids. When requests for TE’s are made the request
should be based on the campus inventory vs. the number of teachers. Teachers should be made aware that
TEs and ancillaries are the property of the district, not the property of the teacher.

1.5.3 Teachers and Campus Instructional Materials Coordinators should not initially contact publishers to
obtain teacher editions and teacher aids. Requests should be made first to the District Instructional Materials
Coordinator through the Campus Coordinator on the Textbook Request Form.

1.5.4 Teachers leaving the Nacogdoches ISD, or teachers changing their teaching assignment to another
grade level or subject area within the district should check in their Teacher Editions and Teacher Aids to the
Campus Instructional Materials Coordinator or Principal to be passed on to the replacement teacher. If items
are discovered missing the campus administrator must use the grade level/department funds, or campus funds
to replace the missing items.

1.5.5 If a teacher transfers their teaching assignment to another campus within the Nacogdoches ISD, but
teaching the same subject area or grade level, they should transfer their TE’s and TR’s with them for use on
the new campus. In this case the District Instructional Materials Coordinator must be notified by the sending
campus in order that proper accounting adjustments are made to the sending and receiving campuses.

1.5.6 During the Instructional Materials Selection process each year, publishers will provide preview
samples of materials available for use in the district.

1.5.7 These samples are the property of the district and do not belong to the individual teachers. Teachers
helping in the selection process will be granted custody of the materials, but the publisher donates these to
the district. On occasion, some publishers will request the sample materials returned after the selection
process is complete.

1.6 Learning Systems

Learning systems should be kept intact. Complete systems including teaching materials and reference
materials should be kept on the campus inventory. When teacher transfers occur, teacher materials from
systems should be checked in to the Campus Coordinator. It is the responsibility of the campus to replace
any missing items from systems issued to that campus.
Examples of the Learning Systems with multiple components are:

Pre-Kindergarten
ESL

Learning systems cannot be reported as worn out and then replaced. Parts and components cannot be
replaced by the state and must be purchased by the local district directly through the depository or
publisher. Learning system components and prices are listed in the back of the Current Adoption Bulletin.
Teacher's editions and aids for systems cannot be ordered from the Textbook Division.

1.7 Textbook Transfers/Instructional Materials Funds

1.7.1 Textbook Allocation

All efforts will be made to ensure every regular classroom student will be provided all instructional
materials, either from the state or locally. Needs beyond the regular classroom students are not provided by
the state, and must be handled with local campus funds. Campuses shall be provided with instructional
materials based on the most recent student enrollment for that grade and subject. As the campus enrollment
increases the instructional materials allocation can increase. If the need for additional textbooks arises based
on lost books with fees not collected, modified curriculum, or accelerated student placement, it shall be the
responsibility of the individual campus to secure funds from its campus funds for the purchase of those
additional textbooks.

Instructional materials are allotted at various ratios depending on publisher, subject and grade level. Extra
books over enrollment for resource rooms or other needs will require funding from the campus or
department, or approval of the Curriculum and Instruction Department.

1.7.2 Transfer of Instructional Materials from School to School within a District

All transfers of materials between schools in the district should be approved by the Instructional Materials
Coordinator. In large districts the coordinator may want to coordinate the transfers or actually transfer the
books himself/herself. This coordination insures that each school's records are accurate and up-to-date and
that the correct number of books is transferred.

All textbook requests should be placed on the Nacogdoches ISD Textbook Transfer form, dated by the
Campus Coordinator, and routed to the District Instructional Materials Coordinator for processing. When
the District Instructional Materials Coordinator receives a request from a school, enrollment is verified for
that grade level. If the campus has less on hand than it is allocated, and the district has the books available to
meet the allocation percentage, the books are delivered. If the campus has more books on hand than are due
or exactly the same amount, the campus is declined the books based on a quota violation (QV). Special
situations are taken into consideration; therefore, when you are denied a request, if it is special need, please
explain it to the District Instructional Materials Coordinator. Our first priority is to be sure books are
available to the schools in keeping with the state guidelines.

If the campus is due the books and there are none available in the warehouse, we will try to locate a surplus
within the district at another location, and transfer those books to you. If there are no surplus books in the
district, your order will be placed on backorder until we receive more books from the State.

It is imperative that any intercampus loaning, trading, or transferring of textbooks go through the
District Instructional Materials Coordinator in order for district records to remain accurate.

1.7.3 District Control of Textbook Funds

TEA encourages every district to implement a system to control funds collected from students for lost and
damaged textbooks. The following procedures are suggested for use by the districts:

1. Require each school within the district to issue receipts to students for paid-for books. The receipt
should always include the book code of the textbook, and the identification number in the front of
the book, in case the book is found and a refund is issued.

2. Keep the textbook fund separate from other funds.

3. Require individual schools to maintain a log of all books for which payment has been made.

4. Set periodic deadlines for the schools to remit the collected textbook funds to the textbook
coordinator. Require that a list of books by book code and quantity be included with the payment.
The school should keep a copy.

1.7.4 Payment for lost or damaged textbooks

Books unaccounted for during the annual inventory must be reconciled by one of two methods. A more
extensive search for the missing books must take place and the books found, or funds for the missing books
must be transferred to the central textbook fund. Either of these two methods will balance the district
charges with the physical inventory on the campus.

Payment responsibility for lost or destroyed books should be passed on to the individual or department who
is accountable for the book. Loss or destruction by an individual student should be paid for by that student
or parent. If the losses are caused by accounting errors or failure to maintain control, the funds should be
collected from budgets from the teacher, department, grade level, or campus administration depending on
where the error occurred. When the error cannot be traced to one of the above categories, the campus
administration is responsible for locating funds within their control to pay for the losses.

1.7.5 Fines

In addition, the student is responsible for keeping the textbook in good condition. Writing in or marking on
non-consumable textbooks is not allowed. Any misuse of the textbooks due to carelessness or neglect may be
considered cause to charge the student a fine for the textbook, of local policy calls for such fines.

If a book is damaged to the point that it should not be issued to another student, that book should be
considered destroyed and payment should be collected for the full replacement cost of the book.

The collection of fines for damaged textbooks is strictly local policy. If such fines are collected from
students for books that are damaged but still useable (i.e. writing in or dog-earing textbooks), the local
school district may use the funds in any manner which the local board of trustees deems appropriate. It is
not required that such funds be remitted to the Textbook Division.

Fine money collected for book damage is a local option and is at the discretion of the campus administration.
It should however, be well communicated to students and parents at the beginning of the school year the fine
schedule used by that campus. Below is the recommended fine schedule.

DAMAGE ELEM/M.S. NHS

Pencil marks .10 per page .25 per page
Ink marks .25 per page .50 per page
Torn page/water damage .50 per page $1.00 per page
Binding damage ½ total cost of the book ½ total cost of the book
Cover damage ½ total cost of the book ½ total cost of the book
Label (Removed/Damaged) Total price Total price
Lost Book Total price Total price
Missing page/pages Total price Total price
Inappropriate language Total price Total price

1.8 Expiring Adoption Textbooks

Up to 100 percent of expiring and out-of-adoption textbooks may be retained by the district without further
action. Effective on March 4, 2001, districts will be allowed to donate out-of-adoption textbooks “students,
adult education programs, and nonprofit organizations.” TAC §66.131.(a) Out-of-Adoption Instructional
Materials:

School districts or open-enrollment charter schools may retain out-of-adoption instructional

materials.

The district may keep all expiring and out-of-adoption textbooks rather than returning for recycling.
CAUTION—there will be a tendency to keep all of these books as they go out of adoption because
"someone may want them". You must remember that these books will take up space in your bookrooms if
they are not going to be used. If teachers have a legitimate need for out-of-adoption books to use for
reference, they may do so. However, these books are not to be used in lieu of newly adopted books.

1.9 Disposal of Out-of-Adoption Instructional Materials

HB 884 allows school districts to donate expiring and out-of-adoption textbooks to students, parents, adult
literacy programs or other non-profit organizations (cf. TAC §66.131). SB6 provides that “The board of
trustees of a school district or governing body of an open-enrollment charter school may sell printed
instructional materials on the date the instructional material is discontinued for use in the public schools by
the State Board of Education or the commissioner. The board of trustees or governing body may also sell
electronic instructional materials and technological equipment owned by the district or school. Any funds
received by a district or school from a sale authorized by this subsection must be used to purchase
instructional materials and technological equipment allowed under Section 31.0211.”

Note that “HB 884 allows school districts to donate expiring and out-of-adoption textbooks to students,
parents…” The key is "allows". Each campus Principal and Coordinator may make their recommendation
to the Assistant Superintendent for Curriculum & Instruction based on potential problems and solutions for
their campus and the district.

1.10 Highlighting
The highlighting of textbooks for special education students is allowed if the student's individualized
education plan (IEP) calls for such modification. Any district which highlights textbooks, however, must
remember that those highlighted textbooks can never be returned to the state textbook depository in an
interim shipment. All highlighted textbooks remain charged to the district's inventory for the remainder of
the contract period.

Highlighted textbooks should be marked plainly on the spine and kept separate from the other textbooks.
These books may be used with other students with special needs, but should not be issued to the general
student population.