Textbook Reimbursement An Overview of the Textbook Reimbursement Process

Agenda Textbook Reimbursement (TBR) Process Frequently Asked Questions

2015-2016 Updates The legislature replaced the term textbook with “curricular materials” “Curricular materials” are defined in IC 20-18-2-2.7 as Systematically organized material designed to provide a specific level of instruction in a subject matter category, including Books; Hardware that will be consumed, accessed, or used by a single student during a semester or school year; Computer software; and Digital content

Textbook Reimbursement IC 20-33-5-7(b) reads that a school corporation shall receive a reimbursement from the department (DOE) for some or all of the costs incurred by the school corporation during a school year in providing curricular material assistance to students who are eligible for assistance. IC 20-33-5-2 Eligibility for curricular material assistance is determined based on the eligibility for the student to receive free or reduced price lunches under the national school program. If a student qualifies under the federal free/reduced lunch program, the school corporation must cover the cost of textbooks, supplies and other fees charged.

Textbook Reimbursement For a few years, the textbook reimbursement appropriation in the state budget has been $39 million. Distribution based on the total number of eligible students claimed statewide and calculates the per student reimbursement amount TBR = (TBR Budget Appropriation) / (Eligible Students Statewide) The payment is usually made in February to public schools, charter schools and accredited non-public schools .

Historical Reimbursement Amounts Historical reimbursements paid are as follows: 2011-2012 $77.76 2012-2013 $76.16 2013-2014 $76.26 2014-2015 $77.25

Textbook Reimbursement Process Textbook Reimbursement is filed through the STN Application Center Under current law, the required collection period for schools to file for textbook reimbursement is between October 1 and October 31 each year Generally, the sign off period is the first week of November. Schools must submit individual student information as well as textbook cost information.

Textbook Reimbursement Process Student level and claim data may be updated throughout the data collection and reporting period. However, if student level or claim data changes are made, officials must update BOTH data collections or the textbook claim will not balance.

Textbook Reimbursement Layout Data Layout of Student Level Data Student Test Number (STN) Living with Parent (Y or N) Grade Level TANF or Food Stamp Case Number Last 4 Digits of SSN of Adult Household Member Free/Reduced Meals (Y or N) No SSN – Parent or Guardian (Y or N) School Number – State assigned school building number

Textbook Reimbursement Process A signed Summary Claim Form must be mailed or emailed to the DOE Office of School Finance for a school to receive the reimbursement. The Summary Claim Form reports the number of eligible students per grade level as well as the total cost of textbooks and consumable materials provided A school cannot just report student level data.

Textbook Reimbursement Process Column 1 grade level Column 2 represents the total number of students eligible for textbook assistance in each grade level This number is pre-populated based on information entered in student level data

Textbook Reimbursement Process Column 3 is the cost (not the per student amount) of curricular materials, at 20%, provided to the eligible students Curricular materials are defined as “systematically organized material designed to provide a specific level of instruction in a subject matter category, including Books; Hardware that will be consumed, accessed, or used by a single student during a semester or school year; Computer software; and Digital content” It is each schools responsibility to calculate the costs claimed in column 3, the program does not do this.

Textbook Reimbursement Process Column 4 is the total cost of consumable materials and workbooks provided to the eligible students The term workbook means consumable, copyrighted material used by students for no more than one (1) school year which supplements a textbook and is designed to guide the work of a student by providing questions, exercises, etc.

Textbook Reimbursement Process Column 5 is the total cost of consumable materials for eligible gifted and talented students Column 6 is the total cost of consumable materials for eligible special education students Column 7 is the total cost of developmentally appropriate materials (applies to grades K-3 only) The term developmentally appropriate material means material that is used instead of the purchase of a textbook

Textbook Reimbursement Process Under current law, public school corporations may levy a property tax in their Debt Service Fund to recover unreimbursed curricular material costs. Office of School Finance sends out, by mail, a memo and the Debt Service Levy worksheet in May that reflects the costs reported on the textbook claim form and the amount the school received in reimbursement. A school may also levy for students that became eligible after the October submission period.

Frequently Asked Questions

Do students who apply for free/reduced meals after October 31 qualify for textbook assistance? Yes. October 31 is the due date for filing a claim with the state. Students who apply after this date cannot be denied assistance. This also applies for students who previously did not qualify then later resubmit and do qualify. The fee becomes the responsibility of the local school corporation. Can the local school corporation establish an application deadline for curricular material assistance? No. A student can apply at any time during the school year and if the financial qualification is met, the student qualifies for assistance. If a student applies for free/reduced priced meals and is approved and then later no longer qualifies, does this student qualify for curricular material assistance? If it is determined that a student no longer qualifies for curricular material assistance, then fees could be assessed moving forward.

What information must be submitted on or before the textbook deadline? 3/6/2013 Should the claim reflect 100% of curricular material costs in Column 3 on the Textbook Reimbursement Claim Form? No. Column 3 of the textbook claim form represents 20% of the retail price of textbooks for all qualifying students at each grade level for the applicable school year. If I update student level data, do I have to update the claim form too? Yes. If the student level data is updated, then the claim form must be updated to reflect the appropriate costs at each grade level. What information must be submitted on or before the textbook deadline? Both the student level data and textbook costs form are due on or before the textbook submission deadline.

Can miscellaneous supplies or fees be claimed for reimbursement? No. Specifically, locker fees, paper fees, and user fees cannot be claimed for reimbursement. These fees are the responsibility of the local school corporation. Can testing materials be claimed for reimbursement? No, not under any situation. Can dictionaries and thesauruses be claimed for reimbursement? No, these are strictly supplemental materials. If applicable, they can be claimed for reimbursement as consumable instructional materials if used in gifted and talented or special education.

Can teacher-generated materials be claimed for reimbursement? Only teacher-generated materials used in gifted and talented and special education may be claimed. These materials are claimed under “consumable instructional materials”. Can computer software be claimed for reimbursement? Yes, if the computer software is part of an adopted (or waived) textbook. Computer software may also be claimed as a “workbook” if it is consumable, copyrighted material used by students for no more than one (1) school year which supplements a textbook and is designed to guide the work of a student by providing questions, exercises, etc.

Can consumable kit materials such as chemicals, sand and seeds be claimed for reimbursement? Yes, if the material is part of an adopted (or waived) textbook. The original purchase price of the kit is claimed as a textbook. When additional materials are needed, the cost should be claimed under “consumable textbooks”. How do I allocate a per student reimbursement when the reimbursement is more than the cost of a student in a particular grade level? The school governing body should adopt a policy concerning the allocation of textbook reimbursement funds that remain after applying the per student reimbursement amount.

Can a school corporation bill a parent for the balance after state reimbursement? The school corporation may request, but cannot require, the parent to pay the balance. The practice of sending “past due” or “final billing” notices is not appropriate. By law, the school corporation is responsible for any balance and pressure should not be put on the parents to pay a balance. Can a school corporation charge an eligible family for the cost to replace a lost or damaged textbook (or device)? Yes. The textbook statute is for the rental of property only. If a textbook (or device) is lost or damaged, the school corporation can charge the replacement cost and can follow standard collection procedures to collect the amount for the replacement.

Can nonpublic schools apply for textbook reimbursement? Yes. However, if a nonpublic school is participating in the Choice program and includes textbooks in its’ tuition and fees, then the nonpublic school may not claim textbook reimbursement for any student(s) participating in the Choice program. Can a corporation require a student to pay for insurance for a device? No. Insurance cannot be a mandatory expense for students; however, a corporation can require that a parent pay the full value of replacement for a damaged or lost device. A school may offer parents the option to purchase insurance through the corporation, to purchase insurance through a third-party, or to bear the cost of replacing a damaged or lost device, but it may not require parents to purchase insurance through the school.

Contacts textbook@doe.in.gov Melissa Ambre mambre@doe.in.gov Kaitlin Boldt kboldt@doe.in.gov Ashley Sims at asims@doe.in.gov LaTrice Akers at lakers@doe.in.gov Fatima Carson at fcarson@doe.in.gov