Textbook Protocol

Textbooks
Can I keep/use the old student textbooks?

If you wish to keep old textbooks and continue to use them, please contact your building administrator and the curriculum department to discuss this on a case-by-case basis.

Please do not give old texts to students or throw them away. We will either sell or recycle the books with a vendor from the board office. To recycle old textbooks, please fill out the textbook dispoal form below and send the books to the Board Office. Old teacher resources should be disposed of at your building if you do not wish to keep them. Do not send teacher resources to the BOE because venders will not purchase these.

When new textbooks are delivered, keep the boxes and load them up with the old textbooks, fill out a textbook disposal form for each box (form can be found below) and then let an administrator know that you are ready to have them collected by the board office. Please do not send your old books to the board office until you get your new books. You never know what is in stock or when items will be shipped. You should keep your old texts until you have the new editions to use with students.


What responsibilities do I have for tracking/safeguarding math, science, social studies textbooks and materials?

New adoptions cost the district a great deal of money. In addition to this, much time is spent on selecting the correct materials. We want to ensure that the materials are used to their fullest extent and last a minimum of a 5 year cycle plan.

Please stress with your students the need to care for books and keep track of them while they ‘borrow’ them for the school year. At the end of each year, classroom teachers and building administrators are responsible for counting the books and providing an updated inventory of the textbooks to the curriculum department. The final district level inventory will be monitored by the curriculum department.

Teachers need to assign books by number to students under his/her direction. At the end of the year, the teacher and building level administrator should validate that the assigned book was returned in usable condition so it can be assigned to another student the following year. If a student loses a book, the building principal should notify the curriculum department for a replacement fee that needs to be assessed to the student. The principal should collect all fees so they can be credited to the ‘Textbook Replacement’ account in the principal’s budget. The principal will then replace the lost textbooks as needed during the five year cycle with money from this account.


If a textbook is returned with excessive ware, but is still usable the next school year, the student will be assessed ¼ the total cost of the book. This fee should be determined and collected by the building principal and it will be credited to the ‘Textbook Rebinding’ account. The principal will then determine if the book needs to be rebound. Rebinding will take place at the building level – not at the district level.

If a textbook has minor damage but will be used again the following year, it is recommended that a teacher write in pen in the front cover of the book what the damages are and initial it. That way it is documented and future students will not be assessed for the same fines.

What responsibilities do I have for tracking/safeguarding English Language Arts textbooks and materials?

Beginning the 2011-2012 school year, all new textbook adoption will be processed through the building libraries. Each book will be stamped, bar coded, and entered in the library inventory through the computer system. Students will be asked to go to the library at teacher direction to check their textbook out for the school year. At the conclussion of the school year, students will check their books back in to the library at teacher direction. This process will be similar to the one used with library books.

All textbooks adopted beginning the 2011-2012 school year will be inventoried by the librarians instead of the curriculum department.  If a student loses a book, the principal will notify the librarian for a replacement fee that needs to be assessed to the student. The principal will collect the fee to be credited to the ‘Textbook Replacement’ account in the principal’s budget. The principal will then replace the lost textbooks as needed during the five year cycle with money from this account.


If a textbook is returned with excessive ware, but is still usable the next school year, the student will be assessed ¼ the total cost of the book. This fee should be determined by the principal and will be credited to the ‘Textbook Rebinding’ account. The principal will then determine if the book needs to be rebound. Rebinding will take place at the building level – not at the district level.

If a textbook has minor damage but will be used again the following year, it is recommended that a teacher write in pen in the front cover of the book what the damages are and initial it. That way it is documented and future students will not be assessed for the same fines.

Each book will have a sticker bar code affixed for tracking purposes. It is important that teachers communicate that this sticker remain on the textbook. The bar code will identify that the book is being borrowed by a particular student. In a case where a student turns in a book without the bar code, an investigation will take place to make sure the book truly belongs to the student. It also highly recommended that students write their names in pen in the textbook front cover in order to better secure their borrowed property for the school year.


What do I do if I don’t have enough books for my students?

If you are short books due to lost or damaged books, the building budget must be used to replace those materials. Please see your principal for those replacements.

If you are short books due to a large class moving through your school, contact the curriculum department. We will check the inventory to verify the need and seek additional texts from other schools in our district that may have extra copies to loan. If there is still a shortage, the curriculum department will work with the superintendent and treasurer’s office to support the purchase of additional texts. Before we purchase new books, however, we may wait until the first week of school to see how student numbers settle. This will prevent us from spending money on books that we may not end up needing. We appreciate your patience with this process.


Books should not be purchased or transferred between buildings without notifying the curriculum department. It is important that we keep our inventory accurate in order to plan to meet the needs of our students and teachers throughout the district.
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Dwayne Thompson,
Jul 23, 2012, 10:58 AM