Section
9:
Audits
9.1 Selection of
campuses
Personnel from Textbook
Services will audit
one third of the campuses
in SBISD each summer.
When a campus experiences
a new principal, an
audit will be conducted
on that campus.
TAC §66.107(a)
states:
“Each
school shall conduct
an annual physical
inventory of all current
adoption textbooks
and learning systems…and
must pay for any textbooks
and/or learning systems
that cannot be found
during the inventory.”
[See Appendix ]
9.2 General Information
-
The textbook office
will provide each
principal and assistant
principal or administrative
intern information
that will explain
the following:
-
List of expiring
textbooks
-
Titles of new
textbooks adopted
by the SBISD
Board of Trustees
-
Instructions
for the campus
-
Teachers will collect
textbooks from all
students and clear
their classroom account
with the assistant
principal or administrative
intern.
-
Textbooks, learning
systems, and teacher
aids listed on the
spring campus inventory
sheet are to be counted
in the annual audit
with the exception
of consumable books.
-
If the campus inventory
does not list a price
for an item that
is lost, contact
personnel in Textbook
Services for the
price of that item.
-
A signed/dated copy
of the inventory
and a check made
payable to Spring
Branch ISD is due
in the Office of
Textbook Services
on or before June
10th.
-
After the campus
check for lost books
is received by Textbook
Services and remitted
to the Texas Education
Agency, the money
cannot be refunded
to the campus if
the books are found.
9.3 Audit Instructions
-
Campus personnel
must count all of
the books prior to
the audit. Provide
the audit team with
a copy of the counts
or affix the campus
count to the books
in the book room
via post-it notes
taped to a shelf.
-
Document that campus
personnel have accounted
for the components
of all teacher kits,
learning systems,
etc. prior to the
audit. Each campus
is held accountable
for all components
within a system.
It is highly recommended
that a learning system
be pulled together
and inventoried at
the end of the year.
The campus is responsible
for replacing all
pieces missing from
a learning system
when it is transferred
to Textbook Services
due to a reduction
in enrollment.
-
Textbooks should
be stacked by title
in groups of five,
[For example five
spines out, five
in, five out, five
in, etc.]. This procedure
enables the inventory
to be quickly verified
for accuracy.
-
Provide the audit
team with a list
of books checked
out for the summer
or copies of sign-out
forms. A check out
form with the teacher’s
signature will be
sufficient documentation.
This procedure will
prevent “checked
out” books
from being counted
as lost.
-
Assemble the books
in a maximum of three
locations. If there
are extenuating circumstances
on your campus and
more locations are
needed, please discuss
this matter with
Textbook Services
staff at 713-365-5781.
-
It is recommended
that one campus staff
member be present
to aid the audit
team.
-
Suggestions for elementary
schools:
-
If the book room
is too small to
accommodate the
large teacher kits
(i.e., Scholastic
Workshop, etc.),
these products
can be assembled
in a separate location.
This may be a classroom,
library, teacher
workroom, etc.
-
Stack teacher materials
separate from student
materials.
-
Stack English products
separate from Bilingual
products.
Section
10:
Book Covers
TEC § 31.104(c)
“…Books
must be covered by
the pupil under the
direction of the teacher.”
10.1 Exclusive Contract
SBISD has an exclusive
contract with Walraven
Book Cover Company
to supply book covers.
Campus personnel should
not make arrangements
with other companies
to supply book covers.
The current year’s
book covers should
be issued to students
for use. Any book covers
remaining at the end
of the year can be
placed in a recycle
bin.
10.2 Distribution
Walraven sends book
covers directly to
the campus. Notify
personnel in Textbook
Services at 713-365-5781
if book covers have
not been received by
August 1 each year.
back to Textbook
Services Policies and Procedures Manual
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