THE
PURPOSE OF INSTRUCTIONAL MATERIALS
"The Governing Board recognizes that students'
educational opportunities are enhanced when they have sufficient access to
high-quality textbooks and other instructional materials" - BP 6161
It is important to distinguish the curriculum from the
textbook. The curriculum for Visalia Unified School District is the
comprehensive set of Essential Standards and
Benchmarks. Textbooks and supporting instructional materials are tools
that support the achievement of these standards. Teachers are charged with
the task of selecting the most appropriate tool and skillfully applying it
to support the success of each child under their care.
The Visalia Unified School District has adopted a
base program of textbooks and instructional
materials that serve as the founding set of tools for all students and
teachers. VUSD is committed to supplying this base program for all
students and teachers.
ROLES & DUTIES OF KEY PERSONNEL
Principal - Appoint a
textbook coordinator at the beginning of each year. Know what materials
are designated base program. Follow the progress of any adoption.
Main contact person:
Scott Smith (7385).
Textbook Coordinator (TC) -
Appointed by the site principal to serve as point-of-contact at the site
for all instructional material questions/concerns. Attend the annual TC
meeting in September and other meetings as necessary. Know what materials
are designated base program. Maintain inventory of all instructional
materials at the site. Submit textbook orders to textbook clerk,
Lupe Araiza (7556). Take
appropriate action for lost or damaged materials.
Main contact person:
Lupe Araiza (7556) for
orders and specific questions
Scott Smith (7385) for
problems, concerns, or general questions.
Elementary - Complete Inventory Excel Files
for each grade level and submit files to Lupe Araiza at the end of
September and end of June.
Secondary - Working with department chair,
the secondary TC verifies need and completes GS1 for all textbook
requests. GS1 is submitted to District Textbook Clerk for
processing, shipped directly to school site in TC name. TC receives
materials and oversees that order is complete and materials are
processed into InfoCenter system by library aid before sending
material to department chair.
Library Aid (7-12) - Library aid verifies order
is complete and follows up with vendor on any order not complete. Aid
processes each book into InfoCenter and distributes order to department
chair.
Department Chair (7-12) - Each department chair
keeps track of instructional material needs for their department. Each
chair coordinates need with the site TC and works with the TC to ensure
all classrooms within a department
Teacher - Attend textbook training when
appropriate. Study the textbook and supporting materials to plan how to
appropriately use these tools to support student success. Monitor usage
and report damaged or lost books to the Textbook Coordinator.
Main contact person:
Textbook Coordinator
District Textbook Clerk (Lupe Araiza) - Housed at
the VLC; procure and oversee distribution of all K-8 textbooks and
related base materials. Work closely with Jayne Forbes to
determine whether the request should be filled in-house or purchased.
Complete GS1 with order shipped directly to site TC. Know what materials
are designated base program. Maintain K-6 student stock supply.
Main contact person:
Scott Smith (7385)
Shipping/Receiving Clerk (Russell Stephens) -
Housed at the VLC; track distribution of all K-8 textbooks. Support
distribution of materials to site as needed. Know what materials are
designated base program. Maintain K-6 student stock supply.
Main contact person:
Scott Smith (7385)
Director of Instructional Technology (Scott
Smith) - Housed at the VLC; Oversee the textbook division and all related
operations.
Main contact person:
Carlyn Lambert (7555)
Supervisor of Curriculum (Linda Bastrire, K-6;
Stacey Curschman-McNinch, 7-12) - Housed at the EOC; know what materials
are designated base program for assigned grades/subjects. Coordinate
primary adoption process. Organize and promote appropriate training.
Maintain awareness of upcoming adoptions and material changes.
Main contact person:
Lupe Araiza (7556) for
orders and specific questions
Scott Smith (7385) for
problems, concerns, or general questions.
The key sections of the California education code
guiding instructional materials are
outlined below. Click on the code to review the specific law. Other
education code can be searched from the following site: (http://www.leginfo.ca.gov/calaw.html)
-
60605 – LEA must spend funds to purchase materials subsequent to
content standard adoption cycle.
-
60200 – K-8 materials purchased must be adopted by SBE
-
60400 – 9-12 materials purchased must be adopted by local board.
-
60119 – “LEA will hold annual public hearing and adopt a resolution
to ‘ensure all students have or will have by years end sufficient
instructional materials within the cycles of the curriculum
frameworks.’”
-
60242 – “District superintendent must provide written assurance that
all purchases of instructional materials conform to SBE adoption. Sufficient books must be provided in all four core subject areas
(History-99/05, Science-00/06, Math-01/07, Language Arts-02/08).
-
60422(a) – District must use funds to “ensure that each pupil is
provided with a standards-aligned textbook or basic instructional
materials as adopted by SBE. Districts have 24 months to purchase
materials after the day they were adopted by SBE.
-
60422(b) – Remaining funds may be used for any of the following:
- Supplemental materials and technology-based
materials
- Tests
- Textbook repair
- In-service training related to the instructional
materials purchased
- Classroom library materials for K-4.
-
60510-11 – Donation or Sale of obsolete materials
District
o
Myron Sheklian
Area Administrator (7515)
o
Scott Smith,
Director of Instructional Technology (7385)
o
Lupe Araiza,
Textbook Clerk (7556) | fax (7693)
o
Russell
Stephens, Shipping/Receiving Clerk (7691)
o
Jayne Forbes,
7-12 Library Media Manager (7472)
o
Adelle Abad,
IMFRP Budget Analyst (7369)
State
o
Susan Martimo, CDE (916.319.0446)
o
Williams Questions (916.319.0821)
Vendor
(Please defer to Lupe Araiza for all vendor
questions/concerns)
Primary
Core Adoption
- 2008 -
Math
- 2009 -
Language Arts
- 2012 - Foreign Language & History
Social Science
- 2013 - Health & Science
VUSD
Base Program
The
Visalia Unified School District is committed to providing instructional
materials for all students and teachers (Ed Code 60119 ). Base program for
all four core content areas is
defined by the list of student materials by grade and subject matter that each child has
unique access to. In the event that such materials
are not available, notify the site
Textbook Coordinator (TC).
For K-8,
the base
program student materials in the four main content areas are outlined in
the following two documents:
K-6
Base Program |
7-8
Base Program
| GRADE |
SUBJECT |
PUBLISHER |
| K-6 |
ELA |
Houghton Mifflin |
| |
Math |
Houghton Mifflin |
| |
History |
Harcourt Brace |
| |
Science |
Macmillan |
| 7-8 |
ELA |
McDougal Littel |
| |
Math |
Prentice Hall/Holt |
| |
History |
McDougal Littel |
| |
Science |
Glenco |
| 9-12 |
see course outlines |
|
Per education code 60119, the local board will annually
adoption all textbooks and instructional materials currently being used in
the K-12 base program. Director of Instructional Technology will initiate BIA in August and preside during board action.
TEXTBOOK
COORDINATOR
(2008-09 contacts)
Each year, the
Director of Instructional Technology will request that each site designate
a Textbook Coordinator (TC). The TC will oversee the procurement,
inventory, and distribution of textbook materials at their site. The TC
will monitor site systems to ensure book inventory is current and book
recovery procedures are enforced. The TC
will be the point of contact with the district textbook clerk (Lupe Araiza).
The Director of
Instructional Technology will meet with this team on an annual basis or
more often if needed to coordinate textbook services and procedures
throughout the district.
NEW ADOPTIONS
When the district
embarks on a new adoption, the following procedures will be
implemented.
Adoption Coordinator
- Adoption Coordinator (Linda
Bastrire, K-6 Curriculum Coordinator or
Stacey McNinch-Curschman,
7-12 Curriculum Coordinator) will oversee the adoption process. Duties
include:
- Regular updates to Curriculum Division, Area
Administrators, Principals, and Textbook Clerk
- Organize Adoption Committee
- Organize vendor presentations
- Oversee Committee work
- Board communications (adoption process,
committee/public comment, recommendation)
Timeline
- In the best case scenario, new materials should be
adopted and delivered to teachers by the end of their school year so
they can review the material and plan to incorporate it into their next
school year. As such, the following timeline should be sought:
- December - Adoption Committee established
- January - Board announcement
- February - Material display and vendor
presentations
- March - Committee work completed
- March - Board presentation and adoption
- Mid April/May - Ordering complete
- June/August - Distribution complete
Adoption Committee
- Site principals will appoint teacher representation
to establish an Adoption Committee
- Adoption Committee will include Director of
Instructional Technology, the Textbook Clerk, and any other
representation deemed important from the Curriculum Division and Area
Administration Division.
- Coordinator will organize one or more vendor
presentations, mindful that all VUSD employees are prohibited from
receiving vendor perks that might influence selection.
- Committee members are requested to share vendor
information to their respective staff members and gather input from
colleagues at the site.
- Coordinator will organize debate and discussions on
adoption choices. Committee comments will be collected and synthesized
by coordinator to be included in board presentation.
- Committee will vote on publisher. Majority will rule.
- Coordinator will work with the committee to determine
the list of materials within the adoption to be designated "base
program" and those items that would be considered "supplemental."
Public Input
- Adoption Materials will be on public display outside
the Board Room of the Education Complex, at the Visalia Learning
Center, and at the Tulare County Office of Education Resource Center at least four weeks prior to board adoption.
- An input box for public comment will be made
available at each location.
- Coordinator will synthesize public comments to
include them in board presentation.
Board Communication and Action
- Board announcement outlining local adoption
procedures will be made three months prior to board adoption. Coordinator
initiates BAI.
- Coordinator will make a board presentation that
includes synthesized comments from public and adoption committee as well
as publisher recommendation.
- Board adoption is required for all base textbook
adoption. Coordinator initiates BAI.
Initial Order and Distribution
- The Curriculum Division in coordination with the Area
Administrators and principals will determine the number of school to be
included in the initial adoption.
- Selected schools will submit quantity estimates of
student materials and teacher materials. Estimates will reflect best
guess on next year's enrollment by grade level including combination and
special day classes.
- Area Administrators will review the numbers and
submit to the Textbook Clerk.
- Textbook Clerk will order classroom sets of books to
secure companion teacher resources. If the number of students exceed a
classroom set, then additional classroom set will be ordered to supply
the need and house remainder in Stock.
- On large initial adoption orders, the Director of Instructional Technology will coordinate with
the Director of Purchasing to establish a timeline and system to receive and
distribute materials.
Initial Staff Training
- Adoption Coordinator will organize a series of
training venues for the newly adopted materials.
How do I order additional
ADOPTED textbooks (K-6)?
Due to
enrollment growth or class configuration changes, additional materials
may be needed. In this event, please do the following:
- Verify the
need with your site Textbook Coordinator (TC). TC is the sole contact
to Textbook Clerk.
- TC must submit
base program textbook orders through email to Textbook Clerk,
Lupe Araiza.
Email must include:
- Reason for order (growth or replacement)
- Subject
- Grade level
- Book Title & ISBN #
- Quantity
needed
- Order must be received by noon Thursday
for Stock orders to be delivered by Friday.
- Textbook Clerk will email reply to TC within 24
hours. Reply will include delivery details of order.
- Textbook Clerk (Lupe) & Shipping/Receiving Clerk
(Russell) will fill order through Stock as much as possible and
deliver by Friday. Order must be emailed to Lupe by noon Thursday to
receive delivery by Friday same week.
If order can not be completed through Stock, Lupe will place an
order to appropriate publisher for the remainder of the items and
notify site delivery details when they are known.
- Site Secretaries & TC will be notified by Friday
morning of any Stock textbook delivery; secretary or TC must sign
for delivery and keep copy for site records. Shipping/Receiving will
return signed copy for file at VLC.
- ORDERS DIRECTLY FROM PUBLISHER:
If textbook orders arrive directly from publisher, check each shipment
against against packing slip and against original Requisition to
verify that the order is complete.
- COMPLETE ORDER:
If the order is complete, the send the "site copy" of Requisition
AND packing slip to
Lupe Araiza for payment processing.
- INCOMPLETE OR DISCREPANCY ORDERS:
Send
"site copy" of Requisition and packing slip to Lupe Araiza,
with clear notations of discrepancy. Lupe will track down
the missing items and email TC with update.
How do I order NON-ADOPTED
supplemental instructional materials?
Supporting materials not under the base program
list may be purchased with site funds. Sites must process their own
orders and follow consistent inventory proceedures.
How do I know the supplemental
materials is legal to use?
Determine if the item is compliant using the
following CDE Website:
http://www.cde.ca.gov/cfir/lc/search.asp
Lupe Araiza will be glad to assist you with this request if needed.
How do I get a replacement textbook?
If a book is
lost or damaged, please notify the Textbook Coordinator (TC)
at the site. The TC will e-mail
Lupe Araiza
the request. A replacement will be sent out.
Who pays for the replacement?
The Student
is to be charged for lost/damaged materials. Please make your best
attempt to recover this cost (refer to the base program list for price). Complete
the “lost or damaged textbook bill” (click to download),
give a copy to the parent, keep a copy for the school
records, and send a copy with payment to:
Lupe Araiza,
Visalia Learning
Center.
Checks should be made payable to Visalia Unified School District.
The State Department requires the district to maintain this form as
proof that recovery cost was attempted.
Who gets the replacement money?
Send the
replacement money (check or currency) to the district office; Attention:
Sharon Larson
(slarson@visalia.k12.ca.us). If the book is returned after the payment is made,
the parent will need to be reimbursed. Send Lupe Araiza a copy of the original
form indicating that the book was returned and that a reimbursement
to the parent needs to be made. Lupe will issue a GS1 to have a check sent to the
parent for reimbursement.
WITHDRAWN OR
OBSOLETE TEXTBOOKS
In accordance with Board
Policy 3270, district-owned books that become obsolete are to be
declared such by one of four criteria.
-
Information is outdated, inaccurate, or incomplete
-
More
recent versions or editions are preferred and existing material shows
no foreseeable value in other instructional areas.
-
Materials contains demeaning, stereotyping or patronizing references.
-
Damaged beyond repair.
Board will
designate a list of materials as obsolete or withdrawn. Director of
Instructional Technology will initiate the BIA and represent the board
action.
Following the board action,
the Textbook Coordinator will oversee that all withdrawn or obsolete
materials are stamped "withdrawn" or "obsolete" on the inside cover and
binding. Each site has one or more of these stamps. Additional stamps
can be ordered through Office Depot.
Materials are then
discarded in the following manner:
-
Offer materials to
students for home study.
-
Offer materials to
private schools and home school families.
-
Offer the materials to
non-profit organizations (e.g.; Love Inc. 684.8545)
-
Contact Tulare
County Recycling
Phone: 741.1766
Address: 26951 Road 140 (off of Lovers Lane one mile south of
Caldwell)
Please note:
-
place them in small
boxes (e.g. case of paper)
-
deliver discarded
materials ... or ...
-
if amount of
materials is beyond your custodial capacity to discard, contact
Lupe Araiza to
schedule a district truck. Have your small boxes located in a
convenient place for Russell Stephens to receive.
Per Education Code 60511,
materials may be sold to any agency as long as the agency assures in
writing that the materials will not be further sold to any other agency
or institution. Fund received from this sale are to be directed back
into the district's Instructional Materials Fund budget: Attention:
Sharon Larson.
OVERAGE
If a K-6 site has excess materials,
e-mail Lupe Araiza the title and quantity of each item. Lupe will arrange
for these materials to be picked up. Please place materials in small boxes
located in a convenient place for Russell Stephens to receive.
STOCK
SUPPLY (K-6)
The district maintains a textbook stock room at
East Union school. This room holds a stock of all student materials
deemed base program for grades K-6. Teachers who need student materials
must notify their site TC who then email's
Lupe Araiza their
need. Russell Stephens fills stock requests each Friday. Stock is
received under the supervision of the site TC.
Eight student items of each series/subject/grade
may
be kept on hand to fill orders based on immediate growth/replacement.
STOCK
SUPPLY (7-12)
Each secondary school stores their own stock on
site and maintains a clear inventory of stock in the InfoCenter
system.
Textbook inventory is important to maintain the
integrity of the materials and to insure that every student has sufficient materials to
access the base program and all teachers have the recommended
instructional support materials to ensure their success. The Textbook Coordinator
at each site will oversee the textbook inventory procedures
developed specific to their site. All books must be stamped specific to
each site.
K-6
For K-6, this inventory must include a list
of materials assigned to each classroom under the direct supervision of
the classroom teacher. Each classroom teacher is responsible for
assigning each student the appropriate student textbook in each subject
area. Each book must include student name and book condition.
Non-consumable student books must be assigned to each student with their
name in the book binding and a clear record denoting which book was
issued to which student. A copy of such record must be maintained by the
site TC. If books change sites, then replace stamp marking with new site
mark.
Each TC must
maintain un updated Inventory Excel File for each grade level.
The files will be emailed to Lupe Araiza at the end of September and
June.
K-6 Inventory Excel Files
(FAQ)
7-12
For 7-12, this inventory must include all materials
assigned to student or staff through InfoCenter.
The following items may be purchased through the VUSD print shop.
Requested items should be made through the site Textbook Coordinator and
purchased with site funds.
-
Math
Flash Cards - addition, subtraction, multiplication ($0.46 each)
-
Math Flash Cards - division ($0.41 each)
-
Hot Dog Practice - 1/2 sheet ($0.99 each)
-
Copy Cat ($1.57 each)
-
Printing
with Pooh ($1.16 each)
-
Writing with Tigger
($0.84 each)
-
Rosalie
S Bishop Handwriting - Grade 3 only ($1.12 each)
-
Visalia:
Things you should know textbook - Grade 3 only ($0.82 per book)
-
Visalia: Things you should know workbook - Grade 3 only ($0.82
per book)
-
My
working Dictionary - Grade 1-3 only ($0.45 each)
The textbook division supports the production and
distribution of report cards for grades K-6. Russell Stephens
(7691), Shipping/Receiving Clerk, coordinates with Susan Prieto
(7555), Curriculum secretary to submit printing order in August. The
order is sorted by grade level and school. They are distributed to sites prior to each trimester.
BUDGET PROCESS
Signatures
All GS1's will be reviewed and signed by the Director of
Instructional Technology first, then reviewed and signed by Assistant
Superintendent of Curriculum.
Paper Trail
A copy of each GS1 and attached e-mail request is filed by
school. Once the GS1 has been processed into a PO, a copy will be attached
to the corresponding GS1. When the order has been received, the PO and
attachments will be re-filed by school in "completed orders" file.
K-8 Budget Numbers
- K-6 SACS -
010.71560.0.11100.10000.41000.000.0000.400
- High School SACS -
010.71560.0.11100.10000.41000.600.0000.400
Base program materials are tracked by site. An
Excel file is set up for each school. This file includes total quantity
of materials ordered/delivered, CBEDS, PO #’s,
order dates, filled dates, cost. The textbook clerk updates these files
with supervision access by the Director of Instructional Technology,
Curriculum Division Heads and Area Administrators.
A copy of each order is filed by site in the
textbook clerk office. Pending orders are
filed separately from completed orders. At the end of the school
year, all orders are boxed and stored at the VLC. For tracking and
auditing purposes, orders are maintained for six years at the VLC,
storage room 27.
A yearend report will be prepared that outlines the
total amount of materials ordered. This report will be distributed to
the Assistant Superintendent of Curriculum and Area Administrators and
made available on the district Web site.
2006 Deciles 1-3 schools:
Annie R. Mitchell, Crowley, Fairview, Four Creeks, Highland, Houston, Ivanhoe, Veva Blunt, Washington
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