Ordering Information, Prices and
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
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
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
Three publishers submitted systems that were adopted under elementary
- 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
- 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
- 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,
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.
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
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
or contact Recording for the Blind and Dyslexic, Texas Unit, by
email at email@example.com, 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)
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
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
- Designation as a fast growth district allows a district to requisition
additional textbooks above its enrollment based on its rapid rate
- 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 superintendents requesting the fast growth designation
should send an e-mail to John Lopez, Managing Division Director,
at the following address, firstname.lastname@example.org,
with a copy to Deanna Marotz, Director of Distribution, at email@example.com.
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.
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:
- 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.
- 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.
- 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.
- 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