TO THE TEXTBOOK COORDINATOR ADDRESSED:
Contents
Enclosed is the annual requisition packet covering instructional materials adopted for use in school year 2000-01. The packet includes the following forms and information:
- PROCLAMATION 1997 INSTRUCTIONAL MATERIALS. The list of new instructional materials provides the complete title of the material, publisher, whether the material is on a conforming (C)
or non-conforming list (NC), price and ISBN. It is NOT a requisition form and should not be returned to the agency. It should be used only for your reference as you enter your
requisition into the EMAT Online system. Complete instructions regarding the submission of annual requisitions may be found at the following web site address: http://www.tea.state.tx.us/Textbooks/materials/tcmanual.html
- Local Board of Trustees Certification, 2000: The certification form is the only document that must be signed by your local board or governing board and returned to the agency. It can
be found on-line at: http://www.tea.state.tx.us/Textbooks/whatsnew/lbtcertificate.rtf
- Instructional Programs Listed Over the Maximum Cost. Several programs adopted for use in the coming school year are priced higher than the state maximum per student price. This
information is provided to assist districts and charter schools in determining whether the district or school will be responsible for any cost of the materials.
- Subject Areas Pending SBOE Approval for Contract Extensions. This list provides information regarding the titles that will be extended past the original contract dates.
- Multilist Codes and Titles for Contracts Expiring August 31, 2000.
- Scheduling and Printing a Report From EMAT. Detailed instructions are provided to assist in printing inventory reports from the EMAT Online system at: http://www.tea.state.tx.us/Textbooks/whatsnew/reports.ppt.
If you are unable to run and inventory report on-line, submit the enclosed request form
- Interim Statement Request Form. If your district or charter school is unable to schedule and run a statement of textbook charges, the agency will provide a paper copy of the Interim Statement of Textbook Charges. Districts should use this form to request the paper copy.
Ordering Information, Prices and Quotas
New programs adopted for use in school year 1999-2000 are categorized in one of three ways:
1. Pupil edition and teacher edition, either consumable or non-consumable
2. Learning systems or kits with no consumables, traditional or electronic
3. Learning systems or kits with consumables
Districts ordering pupil edition materials are entitled to 110 per cent of their enrollment in the subject or grade. The publishers provide teacher editions for each teacher of the
class or grade.
Districts ordering learning systems or kits may order as many as are needed by the district, but the district must report how many students will be using the kits ordered. The students
identified as using the kits will not be eligible for additional state-adopted materials. If a district's order is split between traditional textbooks and kits, the number of students
using kits is subtracted from the overall district eligibility of 110 per cent. Districts should also be aware that orders for kits with few students identified as using the kits may cause
the district to bear some of the cost of the kits. Districts should refer to Instructional Programs Listed Over the Maximum Cost before submitting a requisition for kits.
PEIMS, Enrollments and Local Accountability
Only student records from the PEIMS database will be used to populate EMAT Online this year. Kindergarten through grade 8 student enrollments will be in the database as districts and charter schools begin the requisition process. In addition, student records for grades 9-12 will be used for Literature 1-4. Districts or schools ordering materials for other subject areas will need to report those enrollments through the EMAT Online population screen.
All requisitions for instructional materials to be used in school year 2000-01 should be based on the maximum number of students enrolled during the current school year. As districts are aware, 19 TAC §66.107, Local Accountability, was amended to require districts that order excessive numbers of instructional materials based on inflated, inaccurate enrollments to reimburse the state the full cost of the excess materials. It is imperative that districts and charter schools order only the number of textbooks actually needed by the students and teachers.
Financial Issues
Funding: The state will purchase conforming and nonconforming textbooks in exactly the same manner. Textbooks that are priced at or below the maximum price established by the State Board of Education will be fully funded. Districts will be responsible for paying the difference between the maximum established for the category and the actual price of the textbook only if the actual cost is higher than the maximum. This is true for both conforming and nonconforming materials. EMAT Online immediately notifies districts when they select materials that cost more than the maximum. It is the district's responsibility to pay the publisher any amounts owed.
Off List Purchases: Districts that intend to use materials that are not on either the conforming or nonconforming list, and are in enrichment subjects should notify the agency when other local selections are made. A space on the Local Board of Trustees Certification form is provided for this purpose. Districts that choose "off list" titles are instructed that the state will reimburse the district 70 percent of the actual cost of the off list material or 70 percent of the maximum cost for the category, whichever is lower. Districts will need to provide invoices, a copy of the Board of Trustees Certification, and subject enrollment for the enrichment course to Textbook Administration showing that the materials were purchased by the districts before reimbursement will be made.
Deadline for Submission of Requisitions for 1999-2000 and Dates for Entering 2000-2001 Requisitions via EMAT Online
February 23, 2000 is the last date for districts to submit requisitions for the current school year. Beginning on March 1, 2000 the EMAT Online system will be fully operational and districts may begin entering their requisitions at that time. If possible, all annual requisitions should be submitted by April 1, 2000.
Ship Dates: Districts and charter schools will not be allowed to enter or change shipment dates on their annual requisitions. Textbook Administration will enter the shipment date based on the district's or charter school's preference as stated on the Trustees Certification form and upon availability of the date.
Recent Changes
Saxon Mathematics: If your district is using Saxon mathematics instructional materials for grades 1 or 2, please note changes to the process. As you are aware, these materials include consumable refill kits that districts will be allowed to order through the EMAT Online system. Information has been added to the requisition screen that allows your district to view the amount of funds that remain to be used by the state to purchase additional materials. Each time the district orders either a full Saxon program, or a refill kit, the amount of funds available will decrease. At the same time, each time an adjustment is made to the enrollment, the amount of funds available will be adjusted. The amount shown as available covers the remaining years of the contract.
Conclusion
As districts can see, Senate Bill 1 has greatly increased the number of textbook and classroom programs adopted by the state. The increased number of adopted programs allows greater flexibility and more choices to local school districts and open-enrollment charter schools. Districts should insure that the materials selected from the conforming and non-conforming lists are the materials that the districts intend to use for the next eight years.
Thank you for your prompt attention to this matter. If you have further questions, please contact our division at (512) 463-9601.
Sincerely,
Kathie L. Jewell
Director of Distribution, Division of Textbook Administration
For further information on this topic, contact Textbooks Administration at (512) 463-9601.