Acknowledgements. GPISD Textbook Department Page 2 of 77

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1 Grand Prairie Independent School District February 2011

2 Acknowledgements Grand Prairie Independent School District would like to thank Hayes Software Systems and Lewisville Independent School District for permission to reference their materials in the development of this campus training manual. GPISD Textbook Department Page 2 of 77

3 INDEX Getting Connected to TIPWeb Adding a User Ordering Textbooks Receiving Delivered Textbooks Quick Data Entry Scanning Distribution Elementary Distribution Secondary Bar Code Reports Students Teachers Textbook Collection Textbook Status Change Textbook Adjustments Navigation Bar Textbooks Students / Teachers Find a Book Reports Tools Closing Collection of Textbooks Change Distribution Status Reports Lost Textbook Letters Archiving Abbreviations, Acronyms and TIPWeb Icons TIPWeb Icons GPISD Textbook Department Page 3 of 77

4 Page left blank GPISD Textbook Department Page 4 of 77

5 Getting Connected to TIPWeb Logging on to TIPWeb GPISD Textbook Department Page 5 of 77

6 Type the above URL address in your internet browser window. The following Login page will display on the TIPWeb site. GPISD Textbook Department Page 6 of 77

7 Once the TIPWeb page displays on your screen, it is a good idea to save the link as a favorite on all computers that will be used for distribution or collection of textbooks. After you have saved the Login page in your Favorites, you will need to Login using your User Name and the password provided by the district textbook supervisor. After your first login, you can change your password under the User Management Tool (discussed later in this manual). GPISD Textbook Department Page 7 of 77

8 After you login, your campus Home page will display (see example below). The Home page will list any In Transit Requisitions that need to be received. It will list any Adjustment Call Tags pending at the District Office. NOTE: TIPWeb has included a Help icon which you may use to search any question not included in this manual. GPISD Textbook Department Page 8 of 77

9 Adding A User TIPWeb > Tools > User Management GPISD Textbook Department Page 9 of 77

10 If you need assistance during the distribution or collection process, you may add another user to the User Management section of TIPWeb. (It is recommended that you limit the number of campus users to reduce the chance of errors.) Select Tools on the Navigation Bar and then select the User Management icon under the Global Tools header. On the User Management page, select the Add icon. Add the User Name, Login Name, and Password, select Users from the Group drop down window then select the Save icon. If you need to change your password, click on the Edit icon and type in your new password. Be sure to click the Save icon. GPISD Textbook Department Page 10 of 77

11 Ordering Textbooks Requisition Statuses New Requisition saved to Campus side but NOT submitted to District office Submitted Requisition submitted to District office In Progress District office is processing requisition In Transit Requisition has been shipped Complete Requisition has been received by Campus or denied by District office TIPWeb > Inventory > Campus Requisitions GPISD Textbook Department Page 11 of 77

12 The Inventory icon on the Navigation Bar is used whenever you need to order textbooks, receive textbooks, or return textbooks. To order textbooks, select Campus Requisitions. Select the Add icon on the Campus Requisitions page. GPISD Textbook Department Page 12 of 77

13 Creating Requisitions is a Six Step Process 1. Name the requisition use a name that will help you remember what you are ordering and the current date. Move cursor to the Search window 2. There are three different ways to search for a textbook, scan or type in the ISBN number, type in the name of the textbook, or type in the SLC number. 3. Select the Binoculars icon to execute the search 4. Once the textbook displays under Displaying the Top Results, move the cursor and enter the number of copies you need to order. 5. Select the Add icon and the textbook will display on the bottom of the screen (You can add multiple textbooks to your requisition. Continue with steps 2-4 until all textbooks have displayed on the bottom of the screen.) 6. Select the Lightning Bolt icon to submit the requisition to the district office. Failure to select the Lightning Bolt icon will result in your requisition remaining on your campus and not being sent to the district office. GPISD Textbook Department Page 13 of 77

14 NOTE: BEFORE selecting the Lightning Bolt icon (selecting this icon submits your requisition to the district office), your display screen should look as follows: Once you have selected the Lightning Bolt icon, the screen returns to Campus Requisitions and displays your requisition with a Status of Submitted. GPISD Textbook Department Page 14 of 77

15 On the Create Requisitions page, there are two other options 1. Save your requisition when you feel you may need to go back and make changes or add to it by selecting the Save icon. 2. Print a copy of your requisition by selecting the Scroll icon. Choosing to save your requisition (Save icon) takes you back to the Campus Requisitions page and gives your requisition a Status of New and an Edit icon to make changes. Choosing to print a copy of your requisition (Scroll icon) generates a Campus Requisition Report (see example on next page) GPISD Textbook Department Page 15 of 77

16 GPISD Textbook Department Page 16 of 77

17 Receiving Delivered Textbooks (Textbooks Delivered with a Pick Ticket) TIPWeb > Inventory > Campus Requisitions GPISD Textbook Department Page 17 of 77

18 All textbooks and materials delivered during the summer and throughout the school year, with a Pick Ticket, will need to be received on TIPWeb. This information will display on your Home page (see example below). To begin this process, select the Inventory icon on the Navigation Bar. GPISD Textbook Department Page 18 of 77

19 On the Inventory page, under the Orders header, select Campus Requisitions. The Campus Requisitions displays all requisitions for your campus that are: New, Submitted, In Progress, and In Transit. You will need to receive all requisitions that have a status of In Transit. Receive each requisition separately. Begin by selecting the Receive icon beside the In Transit requisition (see below). The following page displays. Select the Receive icon as shown below. GPISD Textbook Department Page 19 of 77

20 The following page displays and informs you that your requisition is complete. Select the Back Arrow icon to return to your Campus Requisitions page. In order to view your completed Requisitions, select the Show Completed window. The following page will display GPISD Textbook Department Page 20 of 77

21 Quick Data Entry Distributing Textbooks TIPWeb > Automation > Quick Data Entry GPISD Textbook Department Page 21 of 77

22 Scanning Directions TIPWeb > Automation > Quick Data Entry 1. Before scanning, make sure your scanner is plugged in to a computer with a network connection. 2. Hold the scanner at an angle 3. Place the scanner 6-9 inches away from the bar code. 4. Scan down on the ISBN number. 5. Scan up on the Accession number. 6. Make sure that the beam crosses the bar code correctly. GPISD Textbook Department Page 22 of 77

23 To begin distributing textbooks, select the Automation icon on the Navigation Bar and then select Quick Data Entry. When the Quick Data Entry page displays, select drop down menu. GPISD Textbook Department Page 23 of 77

24 For Elementary Campuses Select ONLY Student Distribution AND Remember ID (Use only if multiple textbooks are distributed to each student, i.e. math, social studies, science, etc.) OR Teacher Distribution AND Remember ID Select the Go icon. NOTE: Use Student Distribution AND Do Not Remember Values if you want to scan the student ID, ISBN, and Accession every time a textbook is distributed. The following page displays. The Distribution Process Requires Four Steps 1. The cursor will move to the student ID window. 2. Scan student ID the student Name and ID will display. 3. Scan ISBN number on Bar Code Label the ISBN and Title will display. 4. Scan Accession number on Bar Code Label the Accession will display. After the Accession number is scanned the cursor will move to the ISBN window again and you will continue to scan the rest of the textbooks that you wish to assign to that particular student. NOTE: You will hear a sound from your computer when the Accession number is read. Please check the screen for possible errors. The page will display an Error message. GPISD Textbook Department Page 24 of 77

25 Each distributed textbook will display on the bottom of your screen as shown below, along with the student s book history. WARNING: When you are ready to begin distribution to the NEXT student, select the Refresh icon at the top of the Quick Entry screen (see example below). Failure to Refresh the screen will result in multiple distributed textbooks to the same student. This will refresh the Quick Entry page where you begin the four-step distribution process again for the NEXT student (see WARNING reminder above). Once you have completed your student distributions, select the Back Arrow icon to return to your Automation page and Navigation Bar. NOTE: If you are distributing textbooks to teachers, you will select Teacher Distribution AND Remember ID from the Choose Type of Data Entry drop down menu and follow the same procedures to distribute textbooks to teachers as you did to distribute textbooks to students. GPISD Textbook Department Page 25 of 77

26 For Secondary Campuses Select Student Distribution AND Remember ISBN (Use only if scanning the same textbook to multiple students. See example below). Select the GO icon. The following page displays. The Distribution Process Requires Four Steps 1. The cursor will move to the ISBN window. 2. Scan ISBN on Bar Code Label the ISBN and textbook Title will display 3. Scan student ID number the student ID and Name will display 4. Scan Accession number on Bar Code Label the Accession will populate After the Accession number has been scanned, the cursor will move up to the student ID window where you can scan the next student ID (see below). NOTE: If a student has lost textbooks, this information will display beside their name. NOTE: TIPWeb offers the option of printing a receipt for the student distribution. Select either Today s Receipt OR Full Receipt icon. Warning: When you are finished with the ISBN distribution, select the Refresh icon to begin a NEW ISBN distribution (see example below) or he Back Arrow icon to return to your Automation page and Navigation Bar. GPISD Textbook Department Page 26 of 77

27 Bar Code Reports Student/Teacher (To use during distribution) You can print a full report listing of all students or teachers on your campus OR you can use the filters to print a specific report. TIPWeb > Reports > Bar Code Reports GPISD Textbook Department Page 27 of 77

28 Before you begin a textbook distribution, you will need either a student or teacher ID to scan. If your students do not have an ID card, you can print a student ID report. Go to Reports on the Navigation Bar. After selecting the Reports icon, the Reports page will display with the drop down menu displayed below. You will select Bar Code Reports. The following page will display. The three Bar Code Reports are shown below. To the right of the above reports you may choose to print a full report for your campus by selecting the Scroll icon. GPISD Textbook Department Page 28 of 77

29 Student Listing with Bar Codes for Elementary Campus Use Reports > Bar Code Reports > Student Listing with Bar Codes > Filter> (filter by) Home Room (Home Room is the same as the teacher s ID number) Select the Scroll icon. This report can be used to distribute textbooks to students (see example below). Class Roster with Bar Codes for Secondary Campus Use Reports> Bar Code Reports> Class Roster with Bar Codes> Filter> (filter by) Course ID OR Grade. Select the Scroll icon. This report can be used to distribute textbooks to students by Course ID OR Grade. GPISD Textbook Department Page 29 of 77

30 Teacher Listing with Bar Codes Reports> Bar Code Reports> Teacher Listing with Bar Codes> (Select) Report Icon The following page displays NOTE: This report can be used to distribute textbooks to teachers by teacher ID. If you want to print a single teacher bar code: Reports> Teacher Listing with Bar Codes> Filter (filter by) Teacher ID Select the Report icon. GPISD Textbook Department Page 30 of 77

31 Textbook Collection (Collect when a student changes classes, transfers, and at the end of school term or school year) TIPWeb> Automation> Quick Data Entry> Collect by Accession GPISD Textbook Department Page 31 of 77

32 When students change classes, transfer, end a term or school year, go to Automation on the Navigation Bar and select Quick Data Entry. Select Collect by Accession on the drop down menu. Whether you are collecting from a student or a teacher, ONLY use Collect by Accession. Collecting Requires Two Steps 1. Select GO and the cursor will move to the 1 st Accession window. 2. Scan the Accession number from the Bar Code Label. NOTE: After scanning the Accession number, the cursor will automatically go back to the first window, where you will continue the collection process. NOTE: Select the Receipt icons shown below if you want to give a printed receipt to the student. Once you have collected a textbook from a student who is switching classes, you can distribute the textbook to a new student. GPISD Textbook Department Page 32 of 77

33 Textbook Status Change (Changing a distributed textbook to a status of Lost, Destroyed, Partial, Paid, Return to User, Return to Storage) TIPWeb> Find A Book GPISD Textbook Department Page 33 of 77

34 NOTE: If you need to change the status of a textbook and you do not have the Accession number, you must look up the Accession number in either the student s or the teacher s Book History. Go to Students or Teachers on the Navigation Bar and type the student s or teacher s ID or last name in the Search window. Select the Binoculars icon to search. The following page will display. Select the Details icon (see example below). The student s Book History will populate so you can view the Accession numbers. Select Find A Book on the Navigation Bar. Scan or type the Accession number in the Search window and select the Binoculars icon to execute the search. Select the Change Status icon (as shown below). GPISD Textbook Department Page 34 of 77

35 The following page displays with the textbook highlighted. Select the drop down menu. In the example below, the New Status of Lost was selected and the screen tells you to select the Change Status icon to complete the status change. NOTE: Enter notes into Notes field (as shown below) before selecting the Status Change icon. GPISD Textbook Department Page 35 of 77

36 The following page displays the change to the status of the textbook in the Book History. If the student finds their textbook, you can use Find A Book to return the textbook to the student (see example below). GPISD Textbook Department Page 36 of 77

37 Textbook Adjustments (Adjusting inventory for Surplus, Worn, or Paid) Each adjustment will have a status of Submitted Adjustment request has been submitted to District office Call Tag Adjustment request has been received / approved by District office Complete All titles on the adjustment have been approved or denied NOTE: Destroyed/Paid textbooks should never be returned to the warehouse. TIPWeb > Inventory > Adjustments GPISD Textbook Department Page 37 of 77

38 Textbook adjustments are made when you need to subtract textbooks from your inventory. Select the Inventory icon on the Navigation Bar and then select Adjustments. The following page displays. Select the Add icon. A new page displays with a drop down menu offering you a choice of four different kinds of adjustments. Select an Adjustment Type from the drop down window. GPISD Textbook Department Page 38 of 77

39 Name the Adjustment including the date in your title. Select the Blue Arrow (Next) icon as shown below. Make a Campus Adjustment Requires Four Steps 1. Move your cursor to the Search window. 2. Scan or type the ISBN (you can also enter the textbook title if the ISBN is not available. Wait until the textbook displays. If more than one textbook displays, you will need to select the textbook you want to include. Move the cursor to the Copies to Adjust window. 3. Enter the number of copies and select the green Add icon. Wait until the textbook displays on the bottom of the screen. 4. Select the Lightning Bolt icon to submit your adjustment to the district office. NOTE: In the Description window, enter notes to explain your Adjustment request to the district office. GPISD Textbook Department Page 39 of 77

40 Your Adjustments page now shows your adjustment with a Status of Submitted. GPISD Textbook Department Page 40 of 77

41 Navigation Bar Textbooks TIPWeb > Textbooks GPISD Textbook Department Page 41 of 77

42 To obtain information about a particular textbook, select Textbooks on the Navigation Bar. The following page will display. The Search By window automatically defaults to All or you may choose other search criteria from the drop down menu. (see illustration below for Search By using the ISBN.) Select the Details icon. GPISD Textbook Department Page 42 of 77

43 The Textbook Details page will display giving you the price of the textbook, how many copies are on your campus, student enrollment and textbook eligibility. Selecting the Material Type tab on the Textbook Details page will provide additional information about the textbook or workbook you have selected. GPISD Textbook Department Page 43 of 77

44 Page left blank GPISD Textbook Department Page 44 of 77

45 Navigation Bar Students/Teachers TIPWeb > Students TIPWeb > Teachers GPISD Textbook Department Page 45 of 77

46 PURPOSE: To view the book history or class schedule of a particular student OR teacher (see example below). Select the Student icon on the Navigation Bar. The Students page displays. Search criteria choices include: All, Student ID, First Name, Last Name and Grade. After you have typed in the Search window, select the Binoculars icon to execute the search. The following page displays. Select the Details icon. GPISD Textbook Department Page 46 of 77

47 The Book History displays. Select the Schedule tab to see the student s schedule. Select Teachers on the Navigation Bar menu and follow the same procedure to look up the Book History or Schedule for a particular teacher. GPISD Textbook Department Page 47 of 77

48 Page left blank GPISD Textbook Department Page 48 of 77

49 Navigation Bar Find A Book (Search By Accession (District Wide) if a found textbook is brought to you.) TIPWeb > Find A Book GPISD Textbook Department Page 49 of 77

50 Select the Find A Book icon on the Navigation Bar menu. The Search By window defaults to Accession or you may choose from other search criteria from the drop down menu. Scan or type the Accession number in the Search window and select the Binoculars icon to execute the search. NOTE: In the Search By window select Accession (District Wide) if a found textbook is brought to you. The following page will display. NOTE: The originating Campus, Student ID, Name and textbook Status will display (see example below). You will need to contact the campus and return the textbook. GPISD Textbook Department Page 50 of 77

51 Navigation Bar Reports Report Categories Bar Code Reports Campus Reports Form Letters Inventory Reports My Reports Student Reports Teacher Reports Textbook Reports TIPWeb> Reports GPISD Textbook Department Page 51 of 77

52 Selecting the Reports icon on the Navigation Bar takes you to the following search criteria on the drop down menu. Reports are broken down into nine categories as shown above. By selecting All Reports the following page displays showing all reports available and listed in alphabetical order. Each Report can be printed as a full report using the Scroll icon or the report can be filtered up to eight times (select the Filter icon as shown below). 1. Bar Code Reports GPISD Textbook Department Page 52 of 77

53 2. Campus Reports 3. Form Letters 4. Inventory Reports Campus Distribution by Title Report PURPOSE: To provide a list of all textbook titles located on the campus AND the Transaction Type (status) of each textbook. To run a report, select the Filter icon (or select the Report icon for a complete report) as shown below. GPISD Textbook Department Page 53 of 77

54 The following page will display. Filter choices include Date, ISBN, Publisher, SLC, Title, and Transaction Type (status). Example: Filter by Transaction Type (status) AND in the Starts With window, select Distributed. Select the GO icon. The following page will display. You can print the report by selecting the Scroll icon. Select the Save icon to save the report to My Reports. Description: This report lists the SLC, ISBN, Title, Publisher, Price and Storage for all items included on your Campus Textbook Database. Below each title is a list of students and/or teachers that have transactions for that title. Student records include the accession number. Teacher records include the total number of copies. NOTE: This report will assist you before Closing to make sure that all textbooks are Collected. You can run a complete report of all textbooks on your campus by selecting the Report icon OR you can narrow your search by using the Filter icon. Campus Inventory Worksheet The Campus Inventory Worksheet is used at the end of the school year to aid in taking a physical inventory count of all textbooks. GPISD Textbook Department Page 54 of 77

55 5. My Reports My Reports are generated when you save a report using the Save icon (see below). Run a report. Select the Save icon. The following page displays. Select the Save icon and your report will now appear under My Reports. GPISD Textbook Department Page 55 of 77

56 6. Student Reports Student Textbook Status Report Purpose: To provide teachers with a list of their student s textbook distribution information. To run a report, select the Filter icon (or select the Report icon for a complete report) as shown below. The following page will display. Filter choices include Date, First Name, Grade, Homeroom (teacher ID), ISBN, Last Name, Status, Student ID and Title. Example: Filter by Status AND select Distributed. Select the Sorting tab and the following page will display. Select Homeroom from the Sort Report By window and select the GO icon. GPISD Textbook Department Page 56 of 77

57 The following page will display. NOTE: Sorting by Homeroom will group each grade level by teacher and provide them with a complete list of each of their students AND their book history. NOTE: This report will assist you during Closing. GPISD Textbook Department Page 57 of 77

58 7. Teacher Reports Teacher Classroom Set Worksheet PURPOSE: To provide teachers with a list of the textbooks distributed to them by Accession numbers. NOTE: This worksheet can be used as a textbook check worksheet (ONLY if textbooks are distributed to teachers). Space is provided for the teacher to assign a specific Accession number to a student (see worksheet example on next page) and allow the student to indicate by signature that they have received the textbook. To run a report, select the Filter icon. The following page displays. Filter choices include First Name, ISBN, Last Name, Publisher, and Title. GPISD Textbook Department Page 58 of 77

59 EXAMPLE: Filter by Last Name and in the Starts With window, type in the teacher s last name. Select the GO icon. The following page displays. To print the report, select the Scroll (print) icon. The report lists the teacher s full name followed by a list of the textbooks distributed to that teacher. NOTE: To print a full Teacher Classroom Set Worksheet, select Reports > Teacher Reports > Teacher Classroom Set Worksheet > select the Report icon. GPISD Textbook Department Page 59 of 77

60 8. Textbook Reports Textbook Basic Report Example of a Textbook Basic Report: GPISD Textbook Department Page 60 of 77

61 Navigation Bar Tools (How to create and edit Form Letters) TIPWeb > Tools > Form Letter Editor GPISD Textbook Department Page 61 of 77

62 Select Tools on the Navigation Bar and select Form Letter Editor. Select the Add icon if you would like to create your own original letter. Type a Letter Name for your Form Letter. Type the Letter Body. Select the Save icon. GPISD Textbook Department Page 62 of 77

63 The following page will display letting you know your letter has been saved. Select the Back Arrow to return to the main Form Letter Editor page. NOTE: You can now Edit, Preview or Delete the letters you have created. NOTE: If you would like to edit an existing Form Letter (i.e. Default Lost Letter), use the following steps. REMINDER: No changes can be made to the body of the default lost letter. You can add your campus name, address, phone number, and your name. 1. Select the Edit icon beside the Default Letter you would like to edit. 2. Rename the Default Lost Letter (i.e. Daniels Elementary School Lost Book Letter). 3. Edit the campus information 4. Select the Save icon. 5. The new letter will display on the Form Letter Editor menu. GPISD Textbook Department Page 63 of 77

64 NOTE: Your letter will now default to Form Letters under the Reports drop down menu. To prepare your letters, select the Filter icon beside the letter you want to send out. The following page will display (you may Filter up to 8 times). See example of Filters using Last Name and Status of Lost as shown below. GPISD Textbook Department Page 64 of 77

65 Closing Instructions Collect Textbooks Change Student/Teacher Distributions to Lost Run Reports Send a copy to the District office Conduct a Physical Textbook Count Submit Adjustments on TIPWeb Destroyed/Worn/Paid Remove / Archive Book History Students/Teachers Remove / Archive Cleared Students/Teachers TIPWeb > Tools > Closing GPISD Textbook Department Page 65 of 77

66 Closing Instructions Collection of Textbooks 1. Collect textbooks from all students and teachers. TIPWeb > Automation > Quick Data Entry > Collect by Accession 2. Verify that textbooks have been collected from students. NOTE: Elementary schools may want to run a Student Textbook Status Report. TIPWeb > Reports > Student Reports > Student Textbook Status Report > Filter (by Status of Distributed) > Sort tab (select Homeroom). Select the Scroll icon. The report will generate by teacher s ID (Homeroom) with student s names/textbooks listed beneath. If you want to generate individual reports for each teacher: TIPWeb > Reports > Student Reports > Student Textbook Status Report > Filter (by Homeroom using the Teacher ID) AND Status of Distributed. Select the Scroll icon. NOTE: Secondary Schools may want to run a Campus Distribution by Title Report. TIPWeb > Reports > Inventory Reports > Campus Distribution by Title Report > Filter (selection Transaction Type and Distributed). Select the Scroll icon. GPISD Textbook Department Page 66 of 77

67 3. Verify that textbooks have been collected from teachers (only if textbooks have been issued to teachers, i.e. elementary campuses). TIPWeb > Reports > Teacher Reports > Teacher Textbook Receipt > Filter (by Transaction Type of Distributed. Select the Scroll icon. NOTE: AFTER collecting all textbooks from students and teachers and verifying by running the Student Textbook Status Report/Campus Distribution by Title Report/Teacher Textbook Receipt report, you are ready for Closing. GPISD Textbook Department Page 67 of 77

68 Closing Instructions Change STUDENT Distributions to Lost 4. Select the Tools icon from the Navigation Bar and then select the Closing icon. The following page will display. 5. Under the Closing header, select: Change Student Distributions to Lost icon. *WARNING: THIS IS THE LAST STEP. This is ONLY done at the end of the school year! GPISD Textbook Department Page 68 of 77

69 The following page displays. Select the GO icon. NOTE: Once you have selected the GO icon, all Distributed STUDENTS status changes to LOST. GPISD Textbook Department Page 69 of 77

70 Closing Instructions change TEACHER distributions to Lost 6. Under the Closing header, select: Change Teacher Distributions to Lost icon. *WARNING: THIS IS THE LAST STEP. This is ONLY done at the end of the school year! The following page displays. Select the GO icon NOTE: Once you have selected the GO icon, all Distributed TEACHERS status changes to LOST. GPISD Textbook Department Page 70 of 77

71 Closing Instructions Reports NOTE: Open the reports and print copies for your records. 7. Run the Campus Distribution by Title Report (one for Lost AND one for Paid. TIPWeb > Reports> All Reports > Campus Distribution by Title Report Filter the Lost by Transaction Type AND Lost. Select the Scroll icon Filter the Paid by Transaction Type AND Paid. Select the Scroll icon 8. Run a Campus Inventory Worksheet TIPWeb > Reports > All Reports > Campus Inventory Worksheet Filter by SLC (leave Starts With window blank). Select Sort tab (select SLC from the drop down window). Select the Scroll icon. GPISD Textbook Department Page 71 of 77

72 Closing Instructions Physical Textbook Count 9. Perform a physical count of all textbooks on campus and record the information on the Campus Inventory Worksheet. NOTE: You are required to send the original of the report to the district office WITH Textbook Coordinator s AND Principal s signatures. Closing Instructions Adjustments 10. Submit Destroyed/Paid/Worn Adjustments on TIPWeb TIPWeb > Inventory > Adjustments Closing Instructions PRINT Lost Book Letters 11. Print Lost Book Letters (see instructions on the following page). GPISD Textbook Department Page 72 of 77

73 Printing a Lost Book Letter 1. Select the Reports icon from the Navigation Bar. 2. From the drop-down window select Form Letters. 3. The Form Letters page will display. Select the Default English Letter, Default Spanish Letter, or a letter that you have created. 4. Select the Filter icon beside the letter you have chosen to send. 5. On the Filters page, you may want to filter by the student s Name or ID, Status of Lost, and Grade (i.e., 12 th ). 6. Once the Filters and their desired values are set, select the GO icon. 7. To save the report for future printing, select the Save icon on the right side of the screen. 8. To print the letters, select the Report icon on the right side of the screen. GPISD Textbook Department Page 73 of 77

74 Archiving DO NOT Archive until notified by the District office. (Archiving is normally done JUST PRIOR TO SCHOOL STARTING) Remove / Archive Book History Students Archiving book history removes all student records for collected textbooks. (You probably do not want your reports showing all the textbooks that a student has returned from last year along with the ones they have been distributed this year). Archiving book history does not remove Distributed, Lost, Destroyed, or Paid textbooks from the student record. Remove / Archive Cleared Students Archiving cleared students removes all students with clear records (no Distributed, Lost, Destroyed, or Paid textbooks). This includes all students that will not be returning to your campus due to graduation, transfers, moving, and grade increases. This way when TIPWeb synchronizes with the student accounting system each evening, it will only bring back into TIPWeb actively enrolled students. Remove / Archive Book History Teachers This area is designed to remove and archive collected textbooks and their transactions for teachers. All collected textbooks will be removed and archived by selecting the GO icon. GPISD Textbook Department Page 74 of 77

75 Abbreviations, Acronyms, and TIPWeb Icons GPISD Textbook Department Page 75 of 77

76 Interpreting Abbreviations and Acronyms CLTD = Collected: a textbook that has been returned by a student or teacher DIST = Distributed: a textbook in use by a student or teacher DMGD: Damaged: indicates that a textbook is awaiting full payment DSTY = Destroyed: indicates that a textbook has been identified as hazardous, water damaged, etc. ISBN = International Standard Book Number: a 10 OR 13 digit number that is assigned by the publisher to each book title. LOST = a temporary status (one in which you are waiting for payment or for the textbook to be found). Marking a textbook as lost also allows you to print collection letters. PAID = indicates that payment has been received for the FULL amount of a textbook. PATIAL = Partial Payment: indicates that the student or campus has made a partial payment for a lost textbook (it is a temporary status that should result in full payment). SLC = State List Code (MLC) = numbers assigned by the state to a group of textbooks. GPISD Textbook Department Page 76 of 77

77 TIPWeb Icons GPISD Textbook Department Page 77 of 77