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-> Instructions for Ordering Instructional Materials for School Year 2008-09

Ordering Information, Prices and Quotas

Newly Adopted Instructional Material (108%): For school year 2008-09, instructional materials that were adopted in November 2007 under Proclamation 2005 are available for ordering. The subject areas include Mathematics (English), Kindergarten through Grade 5, and Mathematics (Spanish), Kindergarten through Grade 5. A list of instructional materials adopted under Proclamation 2005 can be accessed at http://www.tea.state.tx.us/textbooks/adoptprocess/index.html under “Information Related to Proclamation 2005.” School districts and charter schools are entitled to requisition up to 108 percent of their enrollment in the subject or grade for new adoption material.

Instructional Materials under Continuing Contracts (103%): For materials that are currently under adoption, school districts and charter schools are entitled to requisition up to 103 percent of their enrollment in the subject or grade with the exceptions listed below.

Exceptions to 103% Allocation: There are four exceptions to the 103% allocation: (1) Music, Grade 1; (2) Music, Grades 2-5; (3) Art, Grades 1-5; and (4) Technology Applications. More details for ordering materials that are exceptions to the 103% quota can be found at the end of these instructions.*

Important Information Regarding Systems Adopted under Proclamation 2005

Three publishers submitted systems that were adopted under elementary mathematics.

  • Houghton Mifflin Company has one system entitled Houghton Mifflin Math Texas Edition that was adopted in both English and Spanish kindergarten math. For these systems, districts with fewer than 21 students in class(es) will be responsible for a portion of the cost.
  • Saxon, an imprint of Harcourt Achieve, has both English and Spanish mathematics systems adopted in kindergarten through grade two. Each system serves up to 24 students. In grades K-2 of both the English and the Spanish versions, districts with fewer than 22 students in class(es) will be responsible for a portion of the cost. If your district orders any of the K-2 Saxon Math systems and the number of users is at least 22 per system, the system will be fully funded. Teacher materials should be requisitioned under the “#Aids” column.
  • Bridges in Mathematics published by The Math Learning Center has systems adopted under English mathematics in kindergarten through grade 5. The publisher indicates that Bridges in Mathematics programs serve up to 30 students. Systems in grades K-2 are priced above the state maximum cost. To receive full state funding, each class must have at least 50 students for each system in kindergarten and 45 students for each system in grade 1 and grade 2. Each of the Bridges in Mathematics programs in grades 3-5 is priced at the state maximum cost.

Reminder about Student Enrollments: Requisitions placed before the first day of school are approved based on the maximum number of students enrolled in the district or open enrollment charter school during the previous school year and/or registered to attend the district during the next school year. Requisitions submitted after the first day of school are approved based on the actual number of students enrolled in the district when the requisition is submitted.

Additional Ordering Reminders

  • Local Board of Trustees Certification. If you have not already returned this form to the agency, please do so immediately. This document should be faxed to (512) 475-3612 or mailed to Texas Education Agency, Instructional Materials and Educational Technology, 1701 North Congress, Austin, Texas 78701. The form is available at http://www.tea.state.tx.us/textbooks/forms/.
  • Consumables. Please remember to order any consumable instructional materials from prior adoptions that are needed by your district. Consumables are materials such as workbooks that are “used up” by students each year and that, as such, must be reordered each year.
  • Surplus Instructional Materials. The definition of surplus instructional materials follows: 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 Adjust Surplus Screen; except for instructional materials that 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 EMAT Online Help.

    For surplus materials weighing over 150 pounds, 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 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.

  • Subscription Renewal. The Subscription Renewal Requisition will be the first requisition your school district completes for the 2008-09 school year. Under "Requisitions" the first link is called "New or Existing." If your school ordered any Technology Applications materials last year, you will be directed to a Subscription Renewal screen that requires you to renew your subscriptions. On this screen, you can either (1) enter the exact number of subscriptions ordered in the prior school year, (2) enter the number ordered last year plus any additional quantities that are required, or (3) enter a lower number of subscriptions. After the Subscription Renewal has been submitted, additional quantities can be entered either on an Annual or Supplemental requisition. Before increasing the quantity on the Subscription Renewal screen, make sure the populations have been updated in EMAT. Only after the Subscription Renewal has been submitted by the school district and is in completed status will the textbook coordinator be allowed to create an Annual requisition. NOTE: Even for print textbooks, enrollment numbers must be submitted annually throughout the adoption.

Textbook Waivers

Applications for textbook waivers will be accepted for consideration only for subjects in which no instructional materials were adopted. A comprehensive list of subjects from all proclamations for which TEA is accepting waivers can be found at http://www.tea.state.tx.us/textbooks/waivers/subjectsnobids.pdf. An Application for Expedited and General State Waivers can be found at http://www.tea.state.tx.us/waivers/CCD-106R08.doc. Submit the waiver application to the State Waiver Unit either by mail or fax. The address and fax number are found at the bottom of the application. The application will be forwarded to the Instructional Materials and Educational Technology Division for approval or denial. Once the application has been processed, the approval/denial will be posted at http://mansfield.tea.state.tx.us/Tea.Waivers.Web/Default.aspx. No waivers are being accepted for textbooks purchased for dual credit courses.

The completed Request for Reimbursement on Non-State Adopted Textbooks available at http://www.tea.state.tx.us/textbooks/forms/reimbursement.doc may be sent by fax to (512) 463-8728. If you need additional assistance with waivers, please contact Eugene Rios at (512) 463-9601.

Materials for the Visually Impaired, Ordering Information

Students must be certified as being visually impaired and included in the Annual Registration of Students with Visual Impairments to be eligible for Braille or large type textbooks. The Annual Registration is collected by the local Special Education Department and reported every January to the Texas School for the Blind and Visually Impaired. Students that are not listed on the Annual Registration and are new to the school district should be reported in writing to Instructional Materials and Educational Technology.

Instructional Materials and Educational Technology staff review all orders submitted to EMAT. Requested materials are compared against the Annual Registration of Visually Impaired Students. If a discrepancy is discovered, Instructional Materials and Educational Technology staff will contact the school district for clarification. The quota for materials for the visually impaired is one copy per student per subject area. Local Accountability, 19 TAC §66.107, applies to materials for the visually impaired.

School districts may now obtain state-adopted instructional materials on audiotape for Special Education students with any disability in kindergarten through 12th grade. This includes “students with vision impairment, reading disabilities and other disabilities as appropriate.” For more information, 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.


The following list of subject areas have been readopted (extended beyond their original contract dates):

  • Handwriting, Grade 2 (MLC 2020)
  • Handwriting, Grade 3 (MLC 3020)
  • Science, Grade 6 (MLC 6200)
  • Science, Spanish, Grade 6 (MLC 6203)
  • Science, Grade 7 (MLC 7230)
  • Science, Grades 8 (MLC 8230)
  • Integrated Physics and Chemistry (MLC 9231)
  • Chemistry (MLC 9251)
  • AP Chemistry (MLC 9252)
  • Physics (MLC 9261)
  • AP Physics B (MLC 9262 )
  • AP Physics C (MLC 9263)
  • Environmental Systems (MLC 9292)

Financial Issues

Materials Over the State Maximum Cost: EMAT immediately notifies districts and charter schools when they select materials that cost more than the state maximum. Districts will be responsible for paying the difference if the actual price is higher than the state maximum cost. It is the district’s responsibility to pay the publisher any amounts owed. A yellow warning sign will appear above the order if a product priced over the state maximum cost is requested.

Off-List Purchases: The Texas Education Code, Section 31.101, allows a partial reimbursement to school districts for the purchase of non-adopted textbooks in the enrichment subjects only.

Applying for Designation as a Fast-Growth School District

  1. Designation as a fast growth district allows a district to requisition additional textbooks above its enrollment based on its rapid rate of growth.
  2. To be designated as fast growth, a district’s enrollment as reflected in PEIMS must have increased by 10% or more over the prior three years and the district superintendent must request and receive approval from Instructional Materials and Educational Technology to requisition materials at a percentage above the district’s attendance.
  3. District superintendents requesting the fast growth designation should send an e-mail to John Lopez, Managing Division Director, at the following address, john.lopez@tea.state.tx.us, with a copy to Deanna Marotz, Director of Distribution, at deanna.marotz@tea.state.tx.us.

School districts and charter schools are required to reapply for fast-growth designation every year.

PEIMS, Enrollments and Local Accountability

Student records from the PEIMS database is used to populate EMAT. Kindergarten through grade 8 student enrollments will be in the database as districts and charter schools begin the requisition process. In addition, PEIMS student records for grades 9-12 will be used for foundation subjects. Districts or schools ordering materials for other subject areas will need to report those enrollments through the EMAT population screen. If a district’s enrollment in a given subject increases, the district should update their populations in EMAT to allow additional instructional materials to be ordered.

All requisitions for instructional materials to be used in school year 2008-2009 should be based on the maximum number of students enrolled during the 2007-2008 school year, unless otherwise indicated. Districts and charter schools should order only the number of textbooks actually needed by the students and teachers.

EMAT Access

Whenever a textbook coordinator’s position is vacated, schools should notify the agency so that the user name and password of the former textbook coordinator can be removed from the EMAT system. The new textbook coordinator should submit an application for EMAT access as soon as possible. It is a security violation to use another individual’s user name and password and could result in loss of EMAT privileges. In addition to the primary textbook coordinator, EMAT access can be provided to an assistant textbook coordinator. The forms can be accessed from the following web page: http://www.tea.state.tx.us/forms/tease/emat-1.pdf.

Cost Paid by the State for Nonconforming Materials

Beginning with Proclamation 2005, the purchase price to the state of nonconforming adopted materials will be reduced based on the percentage of TEKS covered. The state will only pay up to the percentage that the program is conforming and the school will be responsible for the remaining cost. All of the materials adopted under Proclamation 2005 are conforming.

*Exceptions to the 103% Quota:

  1. Music, Grade 1. Districts and charter schools are allowed one General Music Learning System (Teacher System*) for each campus. Additionally, for each campus with more than one music specialist, another General Music Learning System (Teacher System) is allowed. The total of the two is multiplied by 1.03 to determine the number of systems that are allowed per district.
  2. Music, Grades 2-5. For each campus with these grade levels, districts and charter schools are allowed one General Music Learning System (Teacher System) per grade level. Additionally, for each campus with more than one music specialist, another General Music Learning System (Teacher System*) per grade level is allowed. The total of the two is multiplied by 1.03 to determine the number of systems that are allowed per district.

    Pupil editions at a level of up to 50 percent of the grand total student enrollment for that grade level may be requisitioned.
  3. Art, Grades 1-5. Districts and charter schools are allowed either pupil editions (up to 50 percent of the total student enrollment for each grade level) or an equivalent number of classroom systems. Districts must enter into EMAT the total number of students that will be using the systems requisitioned. The students identified as needing the systems will not be eligible for state-adopted printed materials in that subject. If a district’s order is split between traditional textbooks and systems, the number of students using classroom systems is subtracted from the overall district eligibility quota. Districts should also be aware that orders for systems with too few students identified as using the systems could cause the district to bear part of the cost of systems. Both the systems and pupil editions are under the same multilist code (MLC). The number of students using the system is subtracted from the overall district eligibility quota.
  4. Technology Applications (102%). Instructional materials under Technology Applications will be requisitioned at 102 percent of the enrollment at each grade level for grades K-8. EMAT will pre-populate the enrollment for each grade level from the PEIMS system. Textbook coordinators are responsible for updating that number. Materials will also be requisitioned at 102 percent of enrollment in Technology Applications courses at the high school level as defined in 19 Texas Administrative Code (TAC) Chapter 126, Texas Essential Knowledge and Skills for Technology Applications, Subchapter C. High School. The percentage is the same regardless of whether the format adopted is an online subscription, a CD-ROM, or a printed textbook. The publishers provide teacher editions for each teacher of the class or grade. The orders for Technology Applications will be placed each year for the six-year adoption by submitting enrollment numbers for each grade at grades K-8 and for each course at grades 9-12.
Contact Instructional Materials and Educational Technology with any questions or comments by e-mail,
by phone at 512-463-9601 or by fax 512-475-3612.
This page last updated March 28, 2008
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