1. 2018 District & State Supported Schools
Annual Report
Instructional Material Bureau

2. Topics
statutory references & due date
instruction pages and tabs
revenue & expenditure codes
annual report
compliance and comments
itemized list(s)

3. Statutory References NMSA 22-15-11 NMSA 22-15-2(C)
Each school district, state institution or private school shall keep accurate records of all instructional material, including cost records, on forms and by procedures prescribed by the bureau.
NMSA (C)
"instructional material" means school textbooks and other educational media that are used as the basis for instruction, including combinations of textbooks, learning kits, supplementary material and electronic media; 

4. NMSA (H)
"other classroom materials" means materials other than textbooks that are used to support direct instruction to students
NMSA (B)
Local school boards shall give written notice to parents and other community members and shall invite parental involvement in the adoption process at the district level.  Local school boards shall also give public notice, which notice may include publication in a newspaper of general circulation in the school district.

5. NMSA (D)
the department shall verify that the local school board or governing body has adopted a policy that requires that every student have a textbook for each class that conforms to curriculum requirements and that allows students to take those textbooks home

6. 2017/18 Annual Report & Board Policy Compliance
both are due by August 1, 2018
submit to:
submit the correct 2017/18 version of the annual report located at:
District/State Supported Annual Report

7. Please read ALL instructions first
tab #1 provides basic instruction for the report
tab #2 provides a “how to” for the iStar stock number conversion required for ISBN recognition
district/state supported annual report workbook has 7 Tabs
report only IM fund activity
only select fields will allow information to be entered
if additional rows are needed remember to copy the entire line of formulas to the corresponding cells
3 tutorial slides are provided at the end of this presentation to walk-though creating additional rows and inserting formulas

8. Revenue/Expenditure Codes

9. Revenue Codes 43207 ADOPTED instructional material
43211 NOT ADOPTED instructional material (Max. of 50%)
41953 INSURANCE RECOVERIES for the replacement of personal, real property, and/or equipment
41980 REFUNDS/REIMBURSEMENTS PRIOR YEAR expenditures
41500 INTEREST earnings from all deposits and investments (such earnings/receipts shall be credited to the revenue account that provided the cash for the investment)
11112 RESTRICTED CASH instructional material budget fund balance based on financial audit from previous year

10. Expenditure Codes 56107 ADOPTED Instructional Material
56108 OTHER CLASSROOM MATERIALS (Max. 25% of 56111)
56109 ONLINE COURSE SUBSCRIPTIONS (reported as adopted or not adopted)
56111 NOT ADOPTED Instructional Material (Max. 50%)
56113 INSTRUCTIONAL MATERIAL SOFTWARE (reported as adopted or not adopted)

11. Annual Report Page

12. fill out the entire contact information section
input information for rows
A-E & P-X
total revenue & subtotal expenditure will auto-calculate
rows F-O auto-
calculate from itemized lists

13. lines P & Q: input expenditure amounts + or – for items not included in itemized list
input enrollment
Cost per Student auto-calculates
select Yes or No
from compliance dropdown
explain “other expenditure ” amounts in comment section
All contact information is required here

14. Board Policy Compliance
a copy of your current board policy compliance is to be submitted along with this annual report by August 1, 2018
select Yes or No from the provided dropdown

15. Adopted Itemized List Page

16. Adopted Itemized List
only yellow columns require input of purchased information
if purchases were made through iStar, please follow the guidance from Instruction tab #2 to convert ISBN’s from text format to number format
be sure to add any purchases not made through iStar to the itemized list

17. SAMPLE Adopted Itemized List
What information is required for the yellow columns?
date material was ordered
PO # or iStar Order ID
vendor/publisher name (duplicates will highlight red-that’s ok!)
ISBN or part number
QTY-quantity
cost & applicable expenditure code

18. SAMPLE Adopted Itemized List
green/blue columns auto-calculate
no input is required!

19. SAMPLE Adopted Itemized List
You’re using the correct itemized list if the ISBN duplicates itself!
STOP:
If #N/A remains, delete the ISBN from Column D.
This ISBN should be placed on the Non-adopted itemized list.

20. SAMPLE Adopted Itemized List
only CB expenditure will populate in the “Total CB Expenditure” column
adopted SU materials will always populate a $0.00 amount
No input required!

21. SAMPLE Adopted Itemized List
* extended cost calculates automatically and maintains a running total at the bottom for each adopted expenditure code
* this total will populate on the annual report page, in the “Adopted Expenditure” section
* %CB of Total Adopted Expenditure: Auto-calculates
&
* %Total Revenue expended on CB: Auto-calculates
* No input required

22. Non-adopted Itemized List Page

23. Non-adopted Itemized List
date material was ordered
PO # or iStar Order ID
vendor/publisher name (duplicates will highlight red-that’s ok!)
ISBN or part number
title or description of material
QTY-quantity
cost & applicable expenditure code
What information is required for the yellow columns?

24. Non-Adopted Itemized List
only yellow columns require non-adopted purchase information
green columns automatically calculate, no input required!
If #N/A remains in column E, you are using the correct itemized list!

25. Before you start adding purchase information:
take a look at the itemized list
add additional rows with formulas if needed
next 3 slides provide a detailed tutorial for adding rows and formulas

26. STEP ONE: Insert the Number of Rows Needed
1. Click Home Tab
2. Select Insert
3. Select Insert Sheet Rows from dropdown
**Repeat until enough rows are inserted**

27. STEP TWO: Highlight and Copy the Entire 1st Row of Formulas From Left to Right
1. Highlight 1st row (note gray row in image below)
2. Right click (dropdown appears)
3. Select Copy from dropdown

28. STEP THREE: Copy Formulas into the Created Rows
1. Highlight all of the newly created rows
2. Right click (dropdown appears)
3. Select Paste from dropdown

29. Thank you for taking the time to review the FY 17/18 Instructional Material Annual Report. If you have any questions please let us know.

30. Instructional Material Bureau Contact Information
Anthony Burns
Instructional Material Bureau Chief
Jessica Green
Business Operations Specialist
The FY 17/18 IM Annual Report & Board Policy Compliance should be ed to: