New Campus Textbook Coordinators Meeting June 29, 2006
AISD Textbook Guidelines and Procedures (handout) Review and advise Review and advise
Allocations based on Enrollment You must show enrollment on the requests You must show enrollment on the requests Past 110% district wide Past 110% district wide Now 103% district wide Now 103% district wide Campus allotment enrollment + 1. Campus allotment enrollment + 1.
* Understanding the financial impact of textbooks on the district The average cost of a secondary textbook is $32.50 The average cost of a secondary textbook is $32.50 The average cost of an elementary system is $ The average cost of an elementary system is $ Each year a typical high school will fail to locate $2,000-$8,000 in books Each year a typical high school will fail to locate $2,000-$8,000 in books A typical middle school will fail to locate $600-$1,500 in books A typical middle school will fail to locate $600-$1,500 in books A typical elementary will fail to locate $75- $400 in books A typical elementary will fail to locate $75- $400 in books
* Tips for success. Set your rules and stick by them. Set your rules and stick by them. Check all materials out with record. Check all materials out with record. Require a signature on all transactions. Require a signature on all transactions. Keep all surplus books in a secure room. Keep all surplus books in a secure room. –The more accessible a book room is, the more books will disappear. Limit the number of people allowed to access books. Limit the number of people allowed to access books. –The more people involved, the greater the chance of error, or apathy.
* Remember these rules. Hold recipients financially accountable. Hold recipients financially accountable. –Students –Teachers –Departments –Campus Collect funds for all lost books ……… annually. Perform periodic internal audits. Collect funds for all lost books ……… annually. Perform periodic internal audits. Know what you have and where you have it. Know what you have and where you have it.
Count your shipments Be sure the count matches the packing slip Be sure the count matches the packing slip A signature notes acceptance of shipment A signature notes acceptance of shipment
New textbooks received Books stored in book room Books checked to department/ teacher Books issued to student FallSpring Books stored in book room Books checked to department/ teacher
Issuing books Document quantities and titles to teachers/depts. Document quantities and titles to teachers/depts. Hold departments/grade levels/teachers accountable Hold departments/grade levels/teachers accountable
Campus charges Starting inventory Starting inventory Transfers in and out must have paperwork Transfers in and out must have paperwork Beginning inventory + or - transfers VS May inventory determine payments required in May Beginning inventory + or - transfers VS May inventory determine payments required in May
Who is responsible for the surplus books? Campus administration Campus administration Department Department Teacher Teacher Student Student
Who pays for the books when they are unaccounted for? Students Students Departmental/grade level funds Departmental/grade level funds Principals funds Principals funds Campus activity funds Campus activity funds
May Physical inventory of books Physical inventory of books Payment for lost books!!!!! Payment for lost books!!!!! Collect OAs Collect OAs Complete requisitions for needed startup Complete requisitions for needed startup
AISD Textbook Request Form
Request process- Fill out cells in blue – Fill out cells in blue – –Campus, Requestor, Date, Enrollment, quantities Filter on quantities – “non-blank cells” Filter on quantities – “non-blank cells” Save As “Campus_date” ie Anderson_ Save As “Campus_date” ie Anderson_ Open and attach this document to Jerri Bishop at Service Center, CC to PD. Open and attach this document to Jerri Bishop at Service Center, CC to PD.
Receiving process- Count titles and sign delivery sheet Count titles and sign delivery sheet One copy returned one copy file One copy returned one copy file Signature notes acceptance of shipment Signature notes acceptance of shipment Previous year charges + all delivery sheets = current year charges Previous year charges + all delivery sheets = current year charges
Fines- Fines are at campus discretion Fines are at campus discretion Be sure you have an establish standard Be sure you have an establish standard
Your key to success Accountability Accountability –Paper-trail for every single transaction Reconciling Reconciling –Books lost- Find them or collect funds for them. Find them or collect funds for them.