Section 1: An Overview Of Textbook Management

1.1 General Information

1. Textbooks are property of the State of Texas or owned by Spring Branch Independent School District (SBISD).
2. The campus is held responsible for the replacement cost of the textbooks and learning systems assigned to that campus.
3. Textbooks are to be protected by using book covers. [TEC §31.104 (c) See Appendix]
4. Campus eligibility for textbooks is based on accurate grade or subject enrollment.

1.2 A Principal’s Role in Textbook Management

1. Every textbook transfer in or out of the campus needs to be carefully checked by the principal or designee (i.e., assistant principal, textbook specialist) to assure accurate textbook inventories.
2. A system should be established to check out textbooks to students and teachers. This system should track each textbook by its unique accession number and the person to whom it was checked out.
3. Each student and teacher must be held accountable for all textbooks they are issued.
4. A complete textbook inventory must be taken at the conclusion of each school year. The signed and dated copy of the campus inventory must be sent to Textbook Services on or before June 10th each year.
5. Commencing with the 2000-01 school year campus funds should be used to pay for all textbooks found missing during the annual textbook inventory.
6. During the end-of-year inventory, all textbooks that need to be replaced due to damage and/or wear should be returned to the Textbook Warehouse on or before June 10th each year. Specific shipping instructions and time lines are included in Section 6.
7. Notify Textbook Services as soon as the Spring Branch ISD Board of Trustees approves a new course that will require the use of a state adopted textbook. Once personnel in Textbook Services are notified, documents will be sent to the TEA requesting the appropriate books.
8. If a student has a textbook destroyed by an act of nature, there are means to obtain relief from the TEA. For more information, contact Textbook Services at 713-365-5781 or 713-365-5782.
9. While the district has a suggested list of textbook fines for damages, each campus is the point where the fine is levied and collected. The campus will be the point of all appeals related to textbook fines. All fines should be receipted in the Textbook Cash Receipt Book (Central Warehouse item #014203) designated for textbooks.
10. Be sure that the content mastery, special education and bilingual classrooms are provided the appropriate state textbooks.

Section 2: Textbook Management Responsibilities

The responsibilities for state and district owned textbooks are outlined in this section.

2.1 Student, Parent and/or Guardian

1. Maintain the proper use and care of state and district-owned textbooks.
2. Maintain book covers on all textbooks.
   [Texas Education Code (TEC) §31.104(c) See Appendix]
3. Reimburse the campus for any stolen, lost, and/or damaged textbooks and should pay the school for any fines related to a damaged book.
   NOTE: Each student, parent and/or guardian shall be responsible to the teacher for all books not returned by the student. Any student failing to return all books shall forfeit their right to free textbooks until the books previously issued but not returned are paid for or returned by the parent and/or guardian.
   [TEC §31.104(d) See Appendix]
   
   Failure on the part of any student to maintain their responsibility for state or district owned textbooks may result in the denial of state textbooks for use at home until the loss or damage assessment is paid.

2.2 Teacher Responsibilities

1. Responsible for all state and district-owned instructional materials assigned to the teacher.
2. Require that students write their name in the textbooks.
3. Keep a record of the book number of all books issued to each student.
   [TEC §31.104 (c) See Appendix]
4. Ensure book covers are available and textbooks are kept covered at all times.
   [TEC §31.104 (c) See Appendix]
5. Conduct periodic textbook checks as directed by the principal. One check per semester is suggested.
6. Notify the assistant principal or administrative intern when books are lost or damaged so that appropriate fines or monies can be collected from students, parents, and/or guardians.
7. Return surplus books to the campus textbook specialist.
8. Return all books to the assistant principal or administrative intern at the end of the year or the end of the course (including student books checked out to the teacher).

2.3 Principal/Designee Responsibilities

1. Designate an assistant principal or administrative intern to assume the duties for that campus.
2. Conduct a yearly physical textbook inventory of all instructional materials, including student editions, traditional systems and electronic instructional media systems (EIMS).
3. Deposit all money collected from students, parents or guardians for textbooks into the campus textbook activity fund. Require that district accounting procedures be followed when money is collected. Ensure that all collected monies (including fines) are documented in the Textbook Cash Receipt Book (CW item # 014203).
4. Maintain all textbook records.
5. Require that all textbooks be covered. [TEC §31.104 (c) See Appendix]
6. Inform staff members of applicable state regulations regarding textbook matters.
7. Maintain all textbook records for the campus.
8. Keep all textbooks in a controlled bookroom.
9. Restrict book requisitions to quotas.
10. Send all books to Textbook Services for which the campus is ineligible due to enrollment.
11. Report and return all books that need to be replaced due to damage or wear.

2.4 Textbook Administrator Responsibilities

Perform the functions set out in the statutes and TEA regulations and such other duties as may be assigned by the Superintendent and/or his designee.

Responsible for all shipping and receiving of textbooks from TEA.

Maintain the district’s textbook records.

Responsible for monitoring campus textbook inventories by checking the requested number of books against the inventory and campus enrollment.

Maintain the computerized textbook inventory system.

Responsible for all deliveries and transfers from the Textbook Warehouse to campuses.

Prepare annual shipment of textbooks (i.e., out-of-adoption, rebinds, surplus) to TEA.

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