INSTRUCTIONAL MATERIALS (TEXTBOOK) PROCEDURES

Transcription

1 Ordering and Inventory Procedures

2 INSTRUCTIONAL MATERIALS (TEXTBOOK) PROCEDURES INTRODUCTION The following information outlines procedures developed in the past by a group of principals, assistant principals, area directors and central staff, and now updated to reflect changes necessitated primarily by increased computerization. The procedures are intended to provide uniformity, efficiency, timeliness and accountability in the handling of instructional materials. I. ANNUAL TEXTBOOK INVENTORY, FINANCIAL AND ADJUSTMENT REPORT The online inventory reports accurately list all district curriculum adoptions. At present there are two inventory cycles, the first ordering cycle in spring primarily for requisition purposes, and a second end-ofyear ordering/inventory for order adjustments and reporting of losses. Materials ordered in the spring inventory/ordering cycle will be delivered before the beginning of the new school year. In the event the projected enrollment figures increase after the spring order, utilize the June inventory to order for additional needs. Although serious backorder problems affecting the start of school could result from later ordering, every effort will be made to deliver all materials ordered on both inventories prior to the opening of school. Arrangements should be made with the custodian to facilitate spring and summer deliveries. Paperless Report forms PBSD 0993 Elementary, PBSD 0994 Middle, and PBSD 0995 High, cover annual physical inventories, lost and damaged collections, requisition of additional materials, and the return of excess materials. Column 1 Book Code - These six digit numbers are the same as those used in the Florida School Book Depository catalogs for elementary and secondary schools for items carried by the Florida School Book Depository. Code numbers for either district printed items or district adopted materials purchased directly from publishers are assigned code numbers locally. Since these code numbers are the access to computer files, excess returns, and inter-school transfers, accuracy is essential. Column 2 Book Title - The book title is the full description for each curriculum item and is therefore as important as the code number for identification purposes. Column 3 Out of Adoption - The effective date for the year shown in this column is April 1, the point at which new copies can no longer be obtained from the State Textbook Depository. District produced materials do not have an expiration date. Even if the out of adoption date is past, materials listed on your school s inventory are still on adoption. NOTE: The district adoption period ends after the extended school year session. However, when these titles are scheduled for replacement in the coming school year, they will appear on the spring inventories under the NON-ADOPTED section at the end of the inventory report. It is not necessary for school centers to account and pay for the lost quantities of each title, which is going off adoption. When a title is scheduled to be continued by the district beyond the state adoption date, the title will remain on the body of the inventory. Column 4 Publisher - The publisher name is listed for each item no matter whether obtained from Florida School Book Depository or the publisher. District produced items are identified as PBC. Column 5 Unit Price - The unit cost is the purchase or production cost. The price update report is available from the online reporting viewer (FTX0121.PDF) or as a link on the Instructional Materials website. It is updated in August of each year. Ordering and Inventory Procedures D-1

3 School Orders for Non-District Adopted Materials - All non-district adopted orders (items not printed on the inventories) will be at the option and expense of the school center. District funding will be considered only in the rare event that a required course has no district-adopted book available. This requires special approval by the Assistant Superintendent of Curriculum and Learning Support. II. ACTIVITY AT TIMES OTHER THAN THE TWO INVENTORY PERIODS Orders - All schools will place orders through Destiny Textbook Manager. The Ordering Codes Reference sheet is the reference source for titles, code numbers, etc. A computerized packing invoice, which contains a specific order #, will accompany book deliveries. Usable Returns - Use form PBSD 0388 Textbook Order/Return. Small returns of current on-adoption books and PBSD 0388 forms can be sent via PONY, but large returns will be picked up by truck see textbook/instructional materials calendar. Unusable Returns - Use form PBSD 0388 Textbook Order/Return, earmarked for this special purpose by the word unusable." The rest of the form is to be completed. The Instructional Materials Department before ordering replacement copies must examine these replacement returns. When returning unusable books, please include a brief note of explanation. Rebinding Returns - Use form PBSD 0388 Textbook Order/Return and write Rebinding on the top of it. Return of Out of Adoption (Off Inventory) Instructional Materials - Off Inventory items not needed as supplemental materials or as a backup reserve until new adoptions arrive, can either be sold to students for token amounts after the next school year begins, given to teachers or charter schools or boxed up for pickup. If the latter course is chosen, advise the Instructional Materials Department using form PBSD 1134 of the number of boxes involved. Oversize boxes that cannot be handled or lifted by one person cannot be accepted. Do not mix these off inventory books or boxes with on inventory books or boxes. For books sold at school, all funds collected may be retained in Internal Account for the sole purpose of covering lost and/or damaged textbooks not paid for by students. Money collected by the sale of off-adoption materials must be remitted to the District with other collections for lost/damaged materials. III. GENERAL INFORMATION Instructional Materials Deliveries - Each delivery requires someone in the school center to sign the Delivery Sheet, acknowledging receipt of the number of cases, which the Instructional Materials Department has issued at that time. The received cases should be counted at the time of delivery in order to provide a check on the accuracy of the delivery. Any inaccuracy should be brought to the notice of the driver immediately and then called in to the Instructional Materials Department. One case in each delivery is marked with an orange and white sticker, which reads INVOICE ENCLOSED. As soon as possible after delivery, the shipment should be checked against the enclosed packing invoice and received in Destiny. Any discrepancy, after receiving material in Destiny, should be reported to the Instructional Materials Office via , including the packing list #. A correction will be made as soon as possible. Textbook/Instructional Materials Accountability - An actual physical count must be made at the end of each school year. Lost books are to be accounted in the following categories: 1. current adoptions 2. extended adoptions/pilot program 3. special request items Ordering and Inventory Procedures D-2

4 Principals are required to pay 75% of the total year s loss. Public Sales - If a parent wishes to by a student text, it is permissible for a school center to sell a student text but not a teacher s edition. The sale of district-produced materials is not prohibited. Parents or the general public may be referred to the Instructional Materials Department to purchase nondistrict produced student materials. We will sell from our shelf stock, but we will not order for the general public (parent) if we are out of stock. We will provide data and assistance to parents in sending their own orders for items on which our stock is depleted. We will sell a teacher s edition only when a valid Florida Teaching Certificate is presented. We are unable to sell from our stock during the months of April - August. Our first stock order for each year does not arrive until September. Please do not send parents to us to purchase textbooks during the above referenced months. Textbook Forms - The following forms are used for Instructional Materials. Forms not available in OmniForm can be ordered at no charge from the Instructional Materials Office. PBSD 0388 Textbook Order/Return OmniForm PBSD 0988 District Ownership Label 100/pkg. PBSD 1134 Instructional Materials Pick Up Request On/Off Adoption OmniForm PBSD 1277 Dual Enrollment Program Book Voucher 25/pkg. PBSD 1989 School Instructional Materials Accountability Plan OmniForm PBSD 1990 Community Service Record for Instructional Materials Obligations OmniForm PBSD 2020 Textbook Collection Referral OmniForm PBSD 2057 Instructional Materials Obligation Letter OmniForm Place orders in terms of packages needed. Phone orders can be accommodated. A written listing can be used to order more than one type of form. IV. ELECTRONIC ORDERING PROCEDURES Destiny Textbook Manager has been implemented in all school centers for ordering and tracking instructional materials. (A) Updating Computer Records Each inventory printout shows a beginning balance and the actual inventory count as of the date of these printouts. 1. Each actual inventory record needs to be checked and verified by the Instructional materials Contact. Changes in the actual inventory are to be made electronically at each school center. The beginning balance cannot be changed! 2. Do not report lost books during the spring ordering cycle. 3. Lost Books - Report all losses incurred during the year on the end-of-the-year cycle via Destiny Textbook Manager. The June lost report is posted to each school s online reporting site based on information, which only school centers have entered. We then print a lost report for each school, which indicates the final dollar amount due. 4. Returns - If a course has a large reduction in enrollment or is not being offered for the coming school year, the excess materials should be transferred to the District Instructional Materials Warehouse, in Destiny Textbook Manager. Ordering and Inventory Procedures D-3

5 (B) (C) Due Dates - The spring order for electronic schools may be entered into Destiny Textbook Manager according to the dates on the instructional materials calendar. Elementary schools will have a March deadline while secondary schools will have an April due date. Special Program Sites will also have an April deadline. School Center Computerized Ordering Training will be offered early in the school year for instructional materials contacts in the use of Destiny Textbook Manager. Due to a large number of new Instructional Materials Contacts, training will be held in ½ day sessions and scheduled in computer labs. Computer trainings will occur on Tuesdays, Wednesdays, or Thursdays between 8:00 a.m. and 4:00 p.m. Everyone should be trained by Mid-September. Elementary Schools - All subject area materials are grade level specific. When compiling the next year s order, consider the largest number of students or teachers who will use the materials during the coming school year. The need for consumables is greater than the need for non-consumables. Ordering and Inventory Procedures D-4

6 Access Destiny Textbook Manager Destiny Textbook Manager 1. Log on to Destiny website (Please add this site to your portal) 2. Select the hyperlink to your school. DO NOT TRY TO LOGIN FROM DESTINY HOMEPAGE 3. Select Login (upper right corner of the screen). A Login window appears. 4. Enter your user name and password. (Username/password should be your network sign-on) 5. Press Enter or select Login. 6. Change the drop-down menu to the left of your name to Textbook View (Upper right corner) Check Out To Patrons Check out Item to Patrons with Barcodes Circulating Your Textbooks 1. Select the Check Out Text option under the Circulation tab 2. Select the To Patron box 3. Enter student or teacher ID # in the Find field. Name will automatically populate 4. Select the Find Patron button. Search results will fill the bottom of the page 5. Select the hyperlink under the name of the desired patron. The patron s information fills the bottom of the page 6. Scan the Barcode, and the textbook appears in the Checked Out section of the page Check out Consumables to Patrons under View Classes 1. Select the Check Out Text option under the Circulation tab 2. Select the To Patron box 3. Enter the student ID # in the Find field. Student will automatically populate 4. Select the View Classes button to the right of student number 5. Select the Check Out button to the right of each consumable. The textbook appears in the Checked Out section of the page Or.. Check out Consumables to Patrons using ISBN# 1. Select the Check Out Text option under the Circulation tab 2. Select the To Patron tab 3. Enter the student ID # in the Find field. Student will automatically populate 4. Scan the ISBN# of book in the Find box 5. Select the Check Out button to the right of the title. Repeat until all consumables have been checked out. The textbook titles appear in the Checked Out section of the page Check In from Patron Check in Barcoded Items 1. Select the Check In Text option under the Circulation tab 2. Scan barcode in Find Copy box. Item is automatically entered back into inventory Ordering and Inventory Procedures D-5

7 Check In Consumables 1. Under Circulation tab, go to Patron Status 2. Enter student # in Find Patron box and unclick the Only My Patrons box 3. Click on Check In buttons to the right of the title. Books are automatically entered back into inventory Transfer to Sites Transferring Textbooks Transfer Textbooks by an Existing Barcode 1. Select the Transfer Textbooks option under the Catalog tab 2. Select the Upload tab. The Transfer Textbooks page appears 3. Select the receiving site from the To dropdown menu 4. Enter the barcode(s) in the Create a barcode list file and click Add 5. Select the Upload tab. The Job Manager appears. Select the View hyperlink 6. Review the Job Summary for errors in the import process Transfer Consumables All consumables must be checked in from student before transferring to new school (see directions above for checking in consumables) 1. Select the Transfer Textbooks option under the Catalog tab 2. Select the Upload tab (far right). The Transfer Textbooks page appears 3. Select the receiving site from the To dropdown menu 4. Transfer by Copy Count 5. Enter student # in the Order box 6. Find by either ISBN# or State/Textbook ID (6 digit book code) 7. When titles open, enter quantity to transfer in the # to Transfer box click Select 8. Repeat steps #6 & #7 until all books have been entered 9. Click TRANSFER 10. Outgoing transfer will automatically appear Receiving Transfer from Sites Receiving Transferred Consumable Textbooks 1. Select the Transfer Textbooks option under the Catalog tab 2. Select the Track tab 3. Select the View button next to the shipment you would like to track 4. Select the Receive button. Enter Copies to Receive 5. Select the Receive button again. Consumables have now been entered into your inventory Receiving Transfer from Sites (cont d) Receiving Transferred Barcoded Textbooks 1. Select the Transfer Textbooks option under the Catalog tab 2. Select the Track tab 3. Select the View button next to the shipment you would like to track 4. Enter each barcode in the Scan or Enter Copies One-at-a Time box. As each barcode is scanned, it is automatically entered into your school inventory Ordering and Inventory Procedures D-6

8 Ordering Textbooks School Sites Ordering/Receiving Textbooks 7. Select the Order Textbooks option under the Catalog tab. 8. Select the +New Order tab (far right). The New Order page appears. 9. Enter *Name and *10 digit Phone Number (required).. also enter 10. In the Find box, enter 6 digit book code or ISBN# and click Go Following information will appear a. Textbook title and price b. ISBN# and/or edition c. State/Textbook ID and Publisher d. Current enrollment (based on any/all courses approved to use the book title) e. Quantity requested 11. Enter quantity needed in the Quantity Requested box. Click the Select box. If you need to know how many you currently have on inventory, click on the hyperlink for the title, where it will tell you the Local copies available. Click on New Order breadcrumb under the Dashboard/Catalog tabs. This will bring you back to the ordering page. 12. The requested items will appear in the Order Details section. DO NOT CLICK SAVE or SAVE & SEND 13. Repeat step 5 until all items have been entered. 14. At this point, you may either click Save (to hold order until you are 100% sure order is correct) or Save & Send (everything needed is ordered and ready to submit) 15. Once the order is submitted and you find an error in the order, please notify the District Administrator immediately so the order is not approved for processing. Approval of Orders Instructional Materials Department 1. If order is NOT approved by IM Dept, the order will be denied and sent back for changes or, 2. Changes will automatically be made by the IM Dept 3. Once approved, the order goes to the warehouse to be fulfilled Receiving/Accepting Deliveries 1. Packing list will be enclosed with every order. 2. Select the Order Textbooks option under the Catalog tab Or click on red notification flag next to the right of the Back Office or My Favorites tab 3. Processing Needed page appears click on the View button to the far right 4. Order Textbooks page appears click on the Truck icon to the far right, where the shipment date(s) will appear 5. Click on Show More to the right of the Date Shipped the order will appear 6. Once the quantities delivered is confirmed, click on the Receive for each item in order If it is a consumable item, enter the quantity received in the Copies to Receive box If it is a non consumable, barcoded item, click on the Receive and scan each barcode in the Scan or enter copies one at a time box or Click on Receive Barcoded Copies button at far right and beginning scanning your barcodes Once everything is confirmed, these items will automatically go into your school inventory 7. I will be able to see if there is a discrepancy in the order, but please also notify me via immediately so I am aware of it. Ordering and Inventory Procedures D-7

9 Reports Titles & Copies List this report provides you with a list of textbook titles and copies, and lets you choose which copy details to include. 1. Select the Reports option from the Back Office tab 2. Select the Textbooks tab 3. Select the Title & Copy List hyperlink 4. Choose an option from the Select by fields drop down list Title Vendor Publisher 5. Use from and to fields to limit the list by alpha range 6. Enable/disable check boxes to include or exclude Teacher s Editions and Resource Kits 7. Select an option from the Show Titles drop down list 8. Select the Run Report button, and the Job Manager appears For each title in the report, the list will include the following information if it is available: Title Author (6 digit book code) ISBN Edition Replacement price (if no replacement price is available, a double dash will appear) The report also shows each copy s barcode number. If the book is checked out, it includes the student s name, patron status, barcode number, and the due date. If the book is lost, it includes the date marked lost. Textbook Summary Report (this report will tell you which students do not have textbooks checked out to them) 1. Select the Reports option form the Back Office tab 2. Select the Textbooks tab 3. Under the Circulation section, select the Textbook Checkout Summary hyperlink 4. Select which classes you wish to report in the Current Classes dropdown 5. Select the Run Report button to submit the job. The Job Manager will appear 6. Select the View hyperlink after the job completes. The Job Summary appears Checked Out/Overdue Materials & Unpaid Fines Report 1. Select the Reports option under the Back Office tab 2. Select the Patrons tab 3. Select the Checked Out/Overdue Materials & Unpaid Fines hyperlink. The Format set up page appears Any saved reports or notices will be shown with last run dates 4. Select the desired buttons in Show Checked Out/Overdue Materials 5. Select the Report button 6. Select the Continue button. The Limit set up page appears 7. Enable check boxes as needed 8. Select the Continue button. The Details set up page appears 9. Select an option in the Select and Sort by fields 10. Select Additional Options check boxes as desired 11. There are two paths to follow at the bottom of the page: Select the Run Report button to skip saving the setup. The Job Manager appears. (View the report at this point) OR Ordering and Inventory Procedures D-8

10 Select the Save Setup button. The Save This Setup page appears 12. Enter a name in the Save As field 13. Schedule the report as desired daily or weekly Select the drop down arrow in the Schedule Report area and select the frequency Select the drop down arrow in the On field and select the day. OR, select the time for a daily report 14. Select the Save & Run button. The Job Manager appears 15. Select the View hyperlink next to the job name. The Job Summary appears Class Barcodes (Textbook Reports Tab) 1. Select Class Barcodes under the Circulation section 2. Either run for all teachers at once, or click the ±Select 3. Enter teacher name in Find Patron box and hit Enter 4. When name appears, click the ±Select button to the far right 5. Choose the Section and find which class/classes you wish to run the report 6. Run Report job automatically moves to Job Manager click View 7. List of student barcodes will automatically appear Teacher Barcodes (Patron Reports Tab) 1. Select Barcode Labels under the Labels/Cards section 2. Leave everything the way it is EXCEPT Limited to Patrons 3. Click the ±Update button and clear everything except Teacher 4. Uncheck the Restricted and Inactive boxes 5. Run Report job automatically moves to Job Manager click View Class Lists (Textbook Reports Tab) 1. Select Class List under the Reports tab 2. Select Teacher in From box, or leave blank to print all teachers and classes 3. Check Start a new page for each box choose either Teacher or Sections/Classes in dropdown 4. Select the Teachers, Students, and any Checked Out textbooks 5. Either Save Setup or Run Report job automatically moves to Job Manager click View Fines/Lost Materials Create a New Fine Type Use these steps to create either a Copy Specific or Patron Only fine type. 1. Select the Fines option under the Circulation tab. The Fines page appears 2. Enter patron barcode in the Fine Patron field and select Go! The Fines section fills the bottom of the page 3. Select the Add Fine button. The Add Fine page appears 4. Select the type of fine in the Reason field. Make sure Textbooks is in the field, not Library 5. Enter Amount of Fine 6. Check the Print Receipt button next to Save 7. Select the Save button. The Fines page reappears Paying a Fine Ordering and Inventory Procedures D-9

11 Use these steps when student pays fine. The procedure assumes that the patron barcode is available. 1. Select the Fines option under the Circulation tab. The Fines page appears 2. Enter patron barcode in the Fine Patron field and select Go! The Fines section fills the bottom of the page 3. Select the Edit Fine button (left of trash can). The Payment page appears 4. Enter Amount Paid 5. Check the Print Receipt button next to Save 6. Select the Save button. The Fines page reappears Ordering and Inventory Procedures D-10