Administrative Circular

Date:

March 22, 2001

To:

Division and Department Heads and Principals of Middle Level and Atypical Schools

Subject:

Textbook Orders, Grades 6-9, and Allocation of SIM Funds, Grades 6-8, for 2001-2002 School Year

Department and/or Persons Concerned:

Principal, Librarian, Head Counselor, and Department Chairpersons

Due Date:

May 18, 2001

Reference:

District Procedure Nos. 4505, 4510, and 4520

Action Requested:

Complete order forms and send to Rose Romani, Instructional Materials Services, Instructional Media Center (IMC), Room 102

Brief Explanation:

The textbook ordering workshop for Grades 6-9 will be held as follows:

Thursday, May 3, 2001 2:30 p.m. – 4:00 p.m.
Montgomery Academy Library

Sites will receive information about new textbook adoptions and site funding. To assist sites ordering new adoption materials, the Instructional Materials Services Unit has prepared pre-printed order forms.

I. New Adoptions

A. Middle-level courses, Grades 6-9, that will receive newly adopted instructional materials for 2001-2002 are listed below:

Subject Area	Grade(s)	Course	Course Number(s)

Biliteracy	7-9	French 1-2	2001-02
	7-9	German 1-2	2051-52
	8-9	German 3-4	2053-54
	7-9	Spanish 1-2	2321-22

Physical Education	6-9	Physical Education 6-9 (Middle Level)	5501-05, 5511

Science	9	Advanced Biology 1,2 (2^nd year of implementation)	6121-22
	8	Advanced Science 1,2	6041-42
	9	Biology 1,2 (2^nd year of implementation)	6111-12
	8	Science 8^th	6005
	7	Science 7^th	6003
	6	Science 6^th	6006

Special Education	6-8	Functional Science 6^th-8^th	7112N

For the above courses, instructional materials will be issued in accordance with the course enrollment projections provided by principals on site order forms. Typically, each site will receive, at no charge, an additional allocation of materials based upon the number of students enrolled in each course. Allocations to atypical sites may vary depending on class size. If the adoption consists of teaching materials only, no extra allocation will be issued. Schools that implement new courses and/or have an increase in enrollment in subsequent years must purchase textbooks from their site budget accounts.

Reconciliation forms will be distributed to sites during October 2001 and March 2002. The Instructional Materials Reconciliation Form includes (a) the course enrollment based on data forms submitted by sites in October and March, (b) the number of materials issued, and (c) the number of excess materials at the site. No credit will be given for rebound, stamped or otherwise altered materials. Please note that videos, software, calculators, and other technology-based instructional materials may not be returned to the vendor. Please use caution when ordering these materials.

In past years, sites have been able to apply a credit for textbooks not taken but which they are entitled to receive. However, due to yearly state audits of adoption funds, sites may no longer receive credit for these materials.

Principals will be asked to designate, on the Instructional Materials Reconciliation Form, the site budget(s) to be charged for the excess materials and/or to indicate the number of unused, unstamped textbooks to be returned.

C. Listed below is information on selected adoptions:

Advanced Biology 1,2 and Biology 1,2:

This is the second year of a two-year adoption for Advanced Biology 1,2 and Biology 1,2. Sites that have not fully implemented these courses may order additional student or teacher materials due to increased enrollments or if new or additional sections are anticipated.

Science 6^th, Science 7^th, and Science 8^th:

Instructional materials are being reviewed by the adoption taskforce. Details will be provided at the Textbook Ordering Workshop.

II. Funding Information

Funding information is provided in your packet. Please retain for future reference.

III. Instructions for Placing the Annual SIM Order and Subsequent Orders During the School Year

Pre-printed order forms for instructional materials, Grades 6-9, will be distributed at the Textbook Ordering Workshop. By May 18, 2001, forward to Rose Romani the white and yellow copies of all order forms. Retain the pink NCR copies for your site file. Orders may also be faxed to (858) 496-8361. Orders using special project funds must be sent for review and approval to the appropriate fiscal office, which then forwards orders to Instructional Materials Services, IMC.

IV. Emergency Orders for SIM Materials, Grade 6 (7 a.m. - 3:45 p.m.)

Emergency pickup orders for instructional materials stocked at the IMC (stock classes 50-59) are to be placed on a SIM order form and brought to Instructional Materials Services, IMC, Room 102. No telephone or fax orders will be accepted.

Prior to leaving the school site for the IMC, site personnel should call the budget analyst assigned to their site to verify existing balances in the accounts they wish to use. Should the order exceed the available balance in the site account, the order will not be processed.

Analysts in the Budget Management and Cost Controls Department must stamp approval on all orders using fund codes other than ZK.

Emergency orders for district-produced materials housed at the Supply Center (stock classes 70-79) may be placed by calling Material Services Order Desk, (858) 496-8025.

V. Contact Persons

Questions regarding information included in this circular may be directed as follows:

• SIM funding and SIM budget accounts: Donna Sawvelle, budget analyst, Educational and School Services, (619) 725-7119.

• Preparation of textbook orders: Rose Romani, instructional materials services clerk, 6-12, Instructional Materials Services, IMC, (858) 496-8465.

BAH:drp

Distribution: Lists A and E

No. 122 Institute for Learning