T I M E L I N E

General Reminders

 

*Please ask the school secretary to make a deposit for lost textbooks to the textbook account # 199-00-XXX-000-822-5759-333.  The request to transfer funds should be made via email to Kathy Edgar in the Business office.  Please be sure that your secretary sends a copy of the email to dmassey-jones@pasadenaisd.org so that we can adjust your campus bill accordingly.  Funds must be transferred by August 15th in order to apply to the previous years bill.

 

*Receive all requisitions that are marked “In Transit” in Hayes.

 

*If you have teachers who leave your campus at any time, please be sure their entire teacher material kits have been checked in  properly.  Teacher edition materials are not always replaceable and can be very costly.

 

*You will be sent emails throughout the year with important information.  In addition, training opportunities will be scheduled.   

 

*If you have any questions throughout the year, please contact our office so that we may provide assistance to you.

 

*Please encourage teachers to conduct textbook checks.  Textbooks are very costly and we only qualify for a specific number. 

 

*Please be sure that all students have their textbooks covered as required by the Texas Education Code.

 

Planning Ahead:

 

JANUARY

 

·        Requisitions for textbooks for new semester should be submitted as soon as possible to the textbook office. Please review your enrollment for second semester and order according to your new enrollment and course needs.

 

FEBRUARY/MARCH

 

·        You will be asked to assist with gathering supporting data for the district annual textbook order.  More information will be sent to you regarding this.

 

 

APRIL

 

·        This is the last month to order textbooks for current year.  If  you have special circumstances, please contact our office for assistance.

·       An inventory calendar schedule will be sent by e-mail to all textbook custodians and principals.  This schedule indicates date your school’s textbooks will be counted.   We schedule the inventory by geographic regions; therefore, it is not always possible to accommodate specific requests with regards to inventory dates.  We do request that you be present for the inventory.  If you are unable to be present, please ask your principal to determine a designee.  In addition, we will provide information regarding end of year procedures.   These procedures will include, but not be limited to:

ü     The list of new adoption books with new SLC codes and list of out of adoption books that can be boxed for pickup.

ü     Date that campus can begin placing annual school orders for next year.

ü     List of consumable workbooks and electronic books that need to be re-ordered every year.

·        Please begin to work on annual textbook order for next school year.  Inventory counts for all consumables and on-line technology seats must be re-ordered each year of the adoption.

 

 

MAY

 

·        Review inventory calendar.  Make arrangements to be at the campus when our office comes to count the books.  The campus is responsible for all textbook counts.  The lost textbook bill will be sent after the books are counted.

·        The annual school order should be placed in Hayes before going off duty.  Please remember that each bilingual student is entitled to a regular and bilingual  book.  When you are ordering consumables and textbooks please consider these totals when ordering.

Reorder all consumables and on-line student seats for technology and any other on-line student and/or teacher seats annually.

·       Please box all out-of-adoption books.  These books will be picked up at the time of your inventory count.   Out of adoption books may not be sold or destroyed.  There are regulations for donating the books.  If you have a non-profit agency that you would like to donate books to, please contact our office for details.  

 

 

JUNE

 

·        By June 1, If you have not acted on all of your requisitions marked “In Transit” by this time, Hayes will receive your requisitions for you.  This is the only way that the inventory numbers will be correct.

·        Textbook bills will be reviewed for each campus. Each campus is responsible for all books that have been requisitioned to them.  If you have any discrepancy with the inventory count, please contact our office so that we can balance your inventory.  Books that are found that were previously noted as “lost”, can be reported as late as August 31st of that year.  After that, the books are considered “lost” permanently and will need to be paid for. According to our Student Handbook, the last date that students can receive refunds for lost textbooks is June 15 of the same school year.

 

 

JULY

 

·        Textbook office will begin textbook delivery for the new school year. 

·        Review the enrollments for new school year to see if you need to make additional textbook requisitions for the opening of the school year. 

·        Review lost textbook statement.  If any textbooks have been found since the textbook inventory count, this needs to be reported to the textbook office.  All adjustments must be made by August 31st.

 

 

 

AUGUST

 

·        Advise the textbook office of any changes that need to be made regarding the textbook custodian at each campus.

·        This is the last month a campus can report lost textbooks from their inventory count in May.

·        A supplemental requisition may need to be prepared after the opening of school.

 

 

 

 

SEPTEMBER

 

·        Prepare supplemental requisition if required from increased enrollment.

·      Textbooks will continue to be processed and delivered from the textbook office.

·        Receive all “In Transit” requisitions for books received on campus in the Hayes textbook program.

 

 

 

NOVEMBER

 

·        Deadline for processing requisitions for first semester is this month. Please review campus needs and if a requisitions hasn’t already been made, it should be prepared and submitted in the Hayes program no later than November 30th, or published deadline.