REPORTING DESTROYED TEXTBOOKS AS A RESULT OF HURRICANE IKE AND ORDERING REPLACEMENTS. School districts and charter schools that have had state-adopted instructional materials destroyed as a result of Hurricane Ike should first report those materials on a TEX-012, Report on State-Owned Textbooks That Have Been Destroyed. (A TEX-012 can be created in EMAT by going to “Lost, Destroyed Damaged Textbooks” in the EMAT menu.) Districts and charter schools must complete the report of destroyed textbooks as soon as possible but no later than 60 days after the loss of textbooks. If possible, only one report per occurrence should be submitted. The form may be sent by fax to (512) 475-3612 or mailed to Texas Education Agency, Instructional Materials and Educational Technology, 1701 North Congress, Austin, Texas 78701. Once the report is received at the agency, it will be reviewed and the district's inventory will be reduced accordingly. After the inventory has been reduced, the school district may order instructional materials on an "Ike (Texas) Disaster" requisition to replace the destroyed materials.

Braille and large print textbooks will be reported as damaged in the EMAT system on form EVI-012, Report on State-Owned EVI Products That Have Been Destroyed. Districts must complete the report of damaged special textbooks as soon as possible but not later than 60 days after the loss of textbooks. Only one report per occurrence should be submitted. When completing the EVI-012, first complete the drop-down box that indicates how the textbooks were damaged and then enter “Hurricane Ike” next to “Other”. The form may be sent by fax to (512) 475-3612 or mailed to Texas Education Agency, Instructional Materials and Educational Technology, 1701 North Congress Avenue, Austin, Texas 78701.

ORDERING INSTRUCTIONAL MATERIALS FOR STUDENTS FROM ANOTHER TEXAS SCHOOL DISTRICT WHO HAVE BEEN DISPLACED BY HURRICANE IKE.
Please follow the procedures below when ordering instructional materials for students from another Texas school district who have been displaced by Hurricane Ike:

a. Update the populations in EMAT to allow for the increase in students. Please refer to the EMAT Online Help link found at the top of the left-hand side of the EMAT screen. Instructions are located under the header, “Using EMAT for Requisitions,” and under the title “Populations for Textbook Requisitions.”

b. Create separate requisitions when ordering materials for students displaced by Hurricane Ike. In EMAT under “Requisitions” and “Create,” open the “Ike (Texas) Disaster” requisition. Material for displaced students from Texas should be ordered under “Ike (Texas) Disaster.”

c. Send a memo to the attention of Deanna Marotz at deanna.marotz@tea.state.tx.us with the following information: the school district, the county district number, and county in Texas the students are from and the “Ike (Texas) Disaster” requisition number.

Please follow the procedures below for ordering Braille and large print textbooks for students from another Texas school district who have been displaced by Hurricane Ike:

a. Create separate requisitions when ordering special textbooks for students displaced by Hurricane Ike. In EMAT under “Requisitions (EVI)” and “Create”, open the “Ike (Texas) Disaster” requisition. Material for displaced students from Texas should be ordered under “Ike (Texas) Disaster”.

b. Send a memo to the attention of Pat Hatcher at pat.hatcher@tea.state.tx.us and provide the following information: the number of students, the school district, the county district number, and county in Texas the students are from and the “Ike (Texas) Disaster requisition number.”

 

THE PROCLAMATION 2010 PUBLISHER ORIENTATION MEETING

On August 4, 2008 the Texas Education Agency held a meeting to familiarize publishers with the Texas Essential Knowledge and Skills (TEKS) in Proclamation 2010. The presentations by curriculum staff addressed specific requirements of the English Language Proficiency Standards and the English Language Arts and Reading TEKS. An explanation of recent changes to State Board of Education rule and their affects on Proclamation 2010 was also provided.

A PDF of the agenda, a PDF of the PowerPoint presentation, and an audio recording of the meeting are available at the links below:

Meeting Agenda

Meeting Presentation

Audio File

Proclamation 2010 and Proclamation 2011 are posted at http://www.tea.state.tx.us/textbooks/proclamations/index.html

An additional publisher meeting will be held in October to discuss the schedule of activities in Proclamation 2010 and the review and adoption process.

DEUTSCH AKTUELL, LEVEL 3 TEXTBOOKS

EMC/Paradigm Publishing will be replacing all student and teacher editions of their Deutsch Aktuell, Level 3 textbooks in Texas schools. All current copies will be returned to EMC/Paradigm at the publisher’s expense.

The publisher will contact the depository and all schools who have ordered the materials with information regarding this replacement. Both the student edition (ISBN 0-8219-2605-5) and teacher edition (ISBN 0-8219-2606-3) are due to be replaced by August 15, 2008.

If you need further information, please contact the publisher at educate@ecmp.com or the TEA at textbooks@tea.state.tx.us.

PUBLISHER MEETING ON MAXIMUM COST FOR PROCLAMATIONS 2010 AND 2011

On Wednesday, April 30, 2008 at 9:00 A.M., the Texas Education Agency held a meeting to solicit input from publishers on maximum costs associated with subjects included in Proclamations 2010 and 2011. A PDF of the agenda, a PDF of the PowerPoint presentation, and an audio recording of the meeting are available at the links below:

Meeting Agenda

Meeting Presentation

Audio File

EMAT OPENS FOR SCHOOL YEAR 2008-09. School districts and charter schools can begin requisitioning state-adopted instructional materials for school year 2008-09 on April 4, 2008. The instructions for placing orders are found at the link below. Please read the instructions carefully.

Instructions for Ordering Instructional Materials for School Year 2008-09

For newly adopted elementary mathematics subjects, school districts and charter schools are entitled to 108 percent of their enrollment in the subject or grade. For continuing adoptions, the quota is set at 103 percent of a school district's enrollment in the subject or grade; however, please note the exceptions shown in the instructions.

INSTRUCTIONAL MATERIALS FOR SCHOOL YEAR 2008-09. TEA is preparing the EMAT system for receipt of school year 2008-09 requisitions and there are several actions that must be taken in that regard. Please note the following significant events concerning submission of requisitions for instructional materials:

• Beginning March 19, 2008, the EMAT system will no longer accept requisitions for school year 2007-08. School districts and charter schools will be able to view data in EMAT but will not be allowed to place requisitions. If a district experiences a natural disaster or emergency, please contact the Instructional Materials and Educational Technology Division at (512) 463-9601.

• The EMAT system will be closed on Friday, March 28, 2008, in order to incorporate the latest updates into the system. EMAT will become available again on Monday, March 31, 2008.

• School districts and charter schools may begin submitting requisitions for school year 2008-09 on April 4, 2008. Lists of instructional materials adopted in November 2007 under Proclamation 2005 can be found under “Information Related to Proclamation 2005” at http://www.tea.state.tx.us/textbooks/adoptprocess/index.html.
The Local Board of Trustees Certification form, found at http://www.tea.state.tx.us/textbooks/forms/certificate.rtf, is due to the Texas Education Agency on April 1, 2008. Please ensure that the following information is included on the form: (1) the name of the school district or charter school, (2) the county-district number of the school district or charter school, (3) the signature of the local board president and board secretary, (4) three separate weeks in the summer that your district prefers shipment of the materials, and (5) dates during the summer that your school district will not be available to accept shipments. This form should be mailed to Texas Education Agency, Instructional Materials and Educational Technology, 1701 North Congress Avenue, Austin, Texas 78701 or sent by fax to the attention of Robert Lopez at (512) 475-3612.

• Detailed ordering instructions will be provided in a future announcement.

LISTS OF INSTRUCTIONAL MATERIALS ADOPTED IN NOVEMBER 2007: The lists of instructional materials adopted in 2007 under Proclamation 2005 (Mathematics, K-5 and Mathematics, Spanish, K-5) are now available on the TEA website. To access the reports, please visit: http://www.tea.state.tx.us/textbooks/adoptprocess/index.html.

Contact information for the publishers whose material was adopted can be found at http://www.tea.state.tx.us/textbooks/publishers/proc2005/2007publishers.html.

PEIMS COURSE NUMBERS FOUND ON PEIMS DIVISION WEB PAGE. Textbook coordinators and campus textbook staff may locate PEIMS course numbers on the PEIMS Division web page under the label PEIMS Data Standards at: http://www.tea.state.tx.us/peims/standards/index.html. The directions for accessing this information are as follows: Under “Download,” click the desired school year that you are interested in viewing. If the school year that you desire to see is not shown on the first page, then go to the PEIMS Data Standards Archive. After the new web page appears, look under “Section 4: Description of Codes” to select the desired code table, sorted alphabetically, numerically, or by code table. Although the Multi List Codes (MLC) are not shown directly, the course names to which they refer are shown along with the corresponding PEIMS codes. The PEIMS Division maintains the most current PEIMS identification numbers available.

RETURN OF SURPLUS BRAILLE AND LARGE TYPE TEXTBOOKS. Final arrangements and preparations are being made for receipt of surplus special textbooks at the Special Textbook Redistribution Center (STRC) in San Antonio. These materials may be returned from November 1, 2007 through March 31, 2008. Instructions for returning surplus materials are available at the following website: http://www.tea.state.tx.us/textbooks/distribution/evichapter5.pdf. Shipments of braille or large type textbooks should be carefully packed in BOXES. A packed box must weigh over one pound but cannot exceed 40 pounds and must not measure more than 72 inches in three directions. All returns must be shipped by the United States Postal Service, Free Matter for the Blind and Handicapped. You may print a copy of the Free Matter mailing label from the following website: http://www.tea.state.tx.us/textbooks/distribution/freematterlabels.pdf. Please send all shipments to: Special Textbook Redistribution Center, 1314 Hines Avenue, San Antonio, Texas 78208, Attn: Vivian Seki. A copy of the EVI-031, Interim Statement of EVI Charges/Shipping List should be placed in one of the boxes, which should be labeled “Packing List Enclosed”. In addition, please mail a copy of the EVI-031, Interim Statement of EVI Charges/Shipping List to the Instructional Materials and Educational Technology Division, 1701 N. Congress Avenue, Austin, Texas 78701.

PLEASE ENTER SURPLUS MATERIALS INTO EMAT! This is a friendly reminder to all school districts and open enrollment charter schools to enter their surplus materials into the EMAT system. It is apparent that not all schools are entering these materials into EMAT. We cannot depend on only a small number of schools to send these materials throughout the state. Remember that in order to make the surplus system work, all school districts and charter schools must do their part! The requirement to report surplus materials can be found in Title 19, Texas Administrative Code, Chapter 66. It requires school districts and open-enrollment charter schools to identify surplus instructional materials for any subject area/grade-level based on enrollment.

Definition of Surplus Instructional Materials: For courses that use textbooks that are in the first year of adoption, any textbooks in excess of 110% of enrollment shall be considered surplus. For courses that use textbooks that are in the second or later years of adoption, any textbooks in excess of 120% of enrollment shall be considered surplus. Overages that exceed these definitions should be entered into the EMAT Online Adjust Surplus Screen; except that instructional materials are needed for the following school year are not considered surplus and should not be entered into the Adjust Surplus Screen. More detailed information on how to enter surplus materials into EMAT can be found in the EMAT system under Online EMAT Help.

One of the recommendations in the State Auditor’s Office report of March 2007 was to “Require all schools to submit updated surplus textbook inventory counts to the EMAT system by October 1 of each year. The timing of these submissions will help the Agency ensure existing surplus textbook inventories will be available for use by other schools for the majority of each school year.”

Your attention to updating your surplus materials in EMAT will be greatly appreciated by districts who need those materials. In cases of flood, fire or other disasters, schools need to replace large quantities of materials and the surplus system is especially valuable in these instances.

APPROVAL OF SUBSTITUTIONS BY STATE BOARD OF EDUCATION. At their September board meeting the State Board of Education approved the following substitutions from Goodheart-Willcox Publisher. The new products have been added into the EMAT system.

• Adventures in Food and Nutrition
  ISBN 9781590706350, copyright 2007, MLC 9488
  (replaced ISBN 1566378346, 2003 copyright)

• Children: The Early Years
  ISBN 9781590705858, copyright 2006, MLC 9486
  (replaced ISBN 1566379458, 2004 copyright)

• Housing Decisions
  ISBN 9781590705339, copyright 2006, MLC 9476
  (replaced ISBN 1590701402, 2004 copyright)

• Learning for Earning
  ISBN 9781590705513, copyright 2006, MLC 7411
  (replaced ISBN 1566379393, 2004 copyright)

• Video: Digital Communication and Production
  ISBN 9781590707678, copyright 2008, MLC 9562
  (replaced ISBN 1566377986, 2002 copyright)
  

PROCEDURES FOR REPLACING DESTROYED INSTRUCTIONAL MATERIALS. When a district needs to explain the loss of instructional materials due to catastrophes such as fires or floods, or losses due to theft, the Report on State-Owned Textbooks That Have Been Destroyed form, TEX-012, should be submitted by the district to the TEA Instructional Materials and Educational Technology (IMET) Division. This is a printed report that should be mailed to IMET.

Districts should complete the report of destroyed instructional materials within 60 days of the loss of the materials. Only one report per occurrence should be submitted. In addition to completing the TEX-012, the district must also send the IMET Division all building property insurance information, if a claim has been filed for destroyed instructional materials. All monies collected for insured instructional materials must be remitted to IMET.

Districts should locally dispose of the instructional materials reported on the TEX-012. To order replacement materials, the district should submit a supplemental requisition through the online Educational Materials (EMAT) system to IMET. These requisitions will be given special attention by IMET distribution staff to ensure that the replacement instructional materials are shipped as soon as possible.

APPROVAL OF SUBSTITUTIONS BY STATE BOARD OF EDUCATION. At their July board meeting the State Board of Education approved the following substitutions:

• The Handwriting Without Tears request to substitute a newer version of Letters and Numbers for Me (Component Only).
• The Scholastic Publishing request to substitute a newer version of Scholastic Spelling, Level 3, Teacher's Edition, Grade 3; Scholastic Spelling, Level 4, Teacher's Edition, Grade 4; Scholastic Spelling, Level 5, Teacher's Edition, Grade 5; and Scholastic Spelling, Level 6, Teacher's Edition, Grade 6.
• The Goodheart-Willcox request to substitute newer versions of three of their adopted titles: Fashion!; From School to Work; and Technology Shaping our World.

DISPOSITION OF OUT-OF-ADOPTION INSTRUCTIONAL MATERIALS. School districts and open-enrollment charter schools may dispose of out-of-adoption instructional materials in one of several ways as indicated below:

(1)  First, school districts and open-enrollment charter schools are required to make out-of-adoption instructional materials (other than electronic instructional materials) available to libraries maintained by city and county jails, institutions within the Texas Department of Criminal Justice, and other state agency institutions.

(2)  Second, school districts and open-enrollment charter schools may retain the remaining out-of-adoption instructional materials if they so choose.

(3)  Third, they may donate out-of-adoption instructional materials (other than electronic instructional materials) to students, adult education programs, and nonprofit organizations.

(4)  Fourth, after all efforts to donate out-of-adoption instructional materials (other than electronic instructional materials) to organizations listed in (3) above, have been exhausted, a school district or open-enrollment charter school may donate these materials for recycling locally. Recycling is defined as removing the bindings and shredding the textbooks for the purpose of producing new products from the processed materials.  Under no circumstances shall out-of-adoption instructional materials be sold by a school district or open-enrollment charter school.

The authority of these instructions is the Texas Administrative Code, Chapter 66, Section 66.131, State Adoption and Distribution of Instructional Materials, Subchapter E. Disposition of Instructional Materials, located at  http://www.tea.state.tx.us/rules/tac/chapter066/ch066e.html.

If you have questions, please contact Deanna Marotz at deanna.marotz@tea.state.tx.us or 512-463-9601 or Charles Mayo at charles.mayo@tea.state.tx.us or 512-463-9601.

SPECIAL TEXTBOOK REDISTRIBUTION CENTER (strc) OPEN FOR SHIPMENTS. Textbook Coordinators may return surplus braille/large type textbooks to the STRC warehouse Tuesday, January 16th through Tuesday, May 1st.   You may print a copy of return shipment instructions from the following website: http://www.tea.state.tx.us/textbooks/distribution/evichapter5.pdf.  All returns must be shipped by the United States Postal Service, Free Matter for the Blind and Handicapped.  You may print a copy of the Free Matter mailing labels from the following website: http://www.tea.state.tx.us/textbooks/distribution/freematterlabels.pdf.  Please send all shipments to: Special Textbook Redistribution Center, 1314 Hines Avenue, San Antonio, Texas 78208.

central freight lines is now the carrier for surplus materials. School districts and charter schools should now use Central Freight Lines to send surplus materials weighing over 150 pounds to other school districts or charter schools. Schools should contact their local Central Freight Lines to pick up the materials. To find a list of all the local Central Freight Lines locations and their local telephone numbers, go to Central Freight’s website, http://www.centralfreight.com, click on “coverage area”, then “TX” (on the map). Shipments can also be tracked on this website using the BOL number. First, click on “Online Resources” and then “Track by BOL#”. Remember to continue to utilize UPS for surplus shipments weighing less than 150 pounds.

AUDIOBOOKS FOR STUDENTS WITH DISABILITIES. School districts may now obtain state-adopted instructional materials on audiotape for Special Education students with any disability in kindergarten through 12^th grade.  This includes “students with vision impairment, reading disabilities and other disabilities as appropriate.”  For more nformation, please go to the following link:  http://www.tea.state.tx.us/textbooks/forms/utilizingrfbd.pdf or contact Recording for the Blind and Dyslexic, Texas Unit, by email at bookorder@rfbdtexas.org, toll free at 1-877-246-7321, or by visiting their website at www.rfbd.org.  The form for ordering audiotape textbooks may be found at http://www.tea.state.tx.us/textbooks/forms/rfbdorderform.pdf.