Section 7: Surplus Books

7.1 Definition
These are the textbooks and teacher editions that are in excess of the current enrollment.

7.2 General Information
TEA sends books to the district based on enrollment as reported in PEIMS. If campuses retain more than five-percent (5%) surplus, then the Textbook Warehouse surplus is reduced. In this situation, when an order is received and there are no books available to fill the request, a search is conducted to locate the books. Time is spent securing the books from a campus and the student is without a book while the search is conducted.

7.3 Campus Surplus
The campus should maintain a five-percent (5%) surplus of books to accommodate new students.

7.4 District Surplus
The district maintains a five-percent (5%) surplus of books in order to fill orders. As books are used to fill campus requests, a replacement book is requested from TEA to restock the warehouse shelves.

7.5 Instructions for Returning

1. The student books and teacher editions should be boxed with a packing slip (See Appendix E) enclosed in each box that identifies the sending school and the items by title and quantity.
2. Label the ends of the boxes with the label (See Appendix E) which states SURPLUS and the CAMPUS NUMBER.
3. Assemble the boxes in one place on the first floor near an exit that can be reached by the truck driver.
4. Notify personnel in Textbook Services by fax or email when the boxes are ready to be picked up.
5. If a teacher kit accompanies the teacher edition, the COMPLETE KIT must be sent with the teacher’s edition.

Section 8: Payment For Lost Textbooks

8.1 General Information

1. The campus principal will designate one (1) individual who receives monies for lost textbooks and fines.
2. Textbook funds are to be maintained separately from other funds. The funds are to be deposited in the Activity Fund Textbook Account.
3. All monies collected should be stored in a secure location (i.e., the vault, a locked file cabinet) overnight.
4. The amount of money deposited in the textbook account should cover lost books paid for during the school year. All textbooks that are found to be missing during the annual audit must be paid for from campus funds. The check is written to SBISD and sent to Textbook Services on or before June 10th to cover the lost books.
5. All monies collected for lost or destroyed expiring adoption textbooks should be applied toward payment of current adoption textbooks for which no payment was collected.
6. Monies collected for lost textbooks do not belong to a campus or to the district. SBISD is acting as custodian of the money until the district reimburses the TEA for the lost textbooks. Once the district has received the quota on a textbook, additional books cannot be ordered until the district reimburses the TEA for the lost textbooks.
7. TEC §31.104(d) [See Appendix] was amended allowing school districts to withhold a student’s records for non-payment of textbooks.
   The Federal Family Educational Rights and Privacy Act provides that if a school withholds a student’s school records from the parent or student, it runs the risk of losing its federal funds.
8. TEC §31.104(c) was amended by the 71st legislature.
   Districts may now provide for a method of payment other than lump sum. The amended code also allows districts to waive or reduce the amount of payment, if the student is from a family of low income.
   SBISD leaves this to the discretion of the campus principal. If payment is waived or reduced, the campus is still accountable for full payment to the Activity Fund Textbook Account for remittance to TEA. All such transactions should be kept confidential.

8.2 Receipts

1. Receipts must be issued when any money is collected for textbooks.
2. The receipt should always include:
   1. the book title
   2. the price
   3. the ISBN (International Standard Book Number) code
   4. the accession number from the bar code label
3. In order for all of the information to be recorded and legible, campuses MUST use a Textbook Cash Receipt Book (Central Warehouse item # 014203).

8.3 Refunds
Note: See the lost textbook section in the Activity Fund manual for directions on refunding monies collected for textbooks.

8.4 Tabulation of Money Form

1. Once the money has been collected from students, parents, and/or guardians; the receipts should be listed on a Tabulation of Money Form.
2. The receipts, money collected, and Tabulation of Money Form are given to the person designated by the campus principal as the person who receipts the money.
3. An Activity Fund Receipt should be given to the textbook liaison when they turn in money.

8.5 Collection of Fines

1. The collection of fines for damaged textbooks is strictly a campus policy.
2. If fines are collected for books that are damaged but still usable (i.e., textbooks with writing or dog-earring), the campus may use the funds for textbooks in a manner the principal deems appropriate.
3. The following is a suggested list of charges for fines:

8.6 Building Level Issues

1. When a student is promoted to the next building level and owes the campus for textbooks, the sending campus should provide a list of students and the amount owed to the receiving campus.
2. When monies are collected at the new building level, the student should receive a receipt.
3. A copy of the receipt and a check for the correct amount should be sent to the campus where the book was lost/damaged.
4. If the receiving campus refers the student to the sending campus to pay the money, that procedure is acceptable.

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