Instructional Materials and Educational Technology

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Instructional Materials and Educational Technology

• Instructional Materials Ordering and Distribution

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Topics for EMAT Training

• Web Page Reminders
• Local Selection and Distribution
• What is EMAT?
• Getting Started in EMAT
• Instructions for Ordering
• Quotas for School Year 2007-08 and What to
  Expect for SY 2008-09
• Creating Requisitions
• Additional Ordering Reminders
• Textbook Waivers
• Questions and Answers

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IMET Web Page
Add to Your Favorites www.tea.state.tx.us/imet
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Announcements Web Page
www.tea.state.tx.us/textbooks/announcements
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Forms and Downloadswww.tea.state.tx.us/textbooks/
forms/
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Textbook Ordering and Distributionwww.tea.state.t
x.us/textbooks/distribution
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Current Adoptions

• www.tea.state.tx.us/textbooks/materials/index.html
  
• Instructional Materials Bulletin
• Multiple List Codes (MLCs) for State-Adopted
  Subject Areas

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Local Selection Distribution

• Publishers are required to provide complete
  descriptions of newly adopted materials to all
  school districts open enrollment charter
  schools.
• Districts retain the option of requesting one
  complete official sample.

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Local Selection Distribution

• Publishers bear cost for shipment and retrieval
  of sample materials.
• Local board of trustees is responsible for
  determining appropriate local policy for
  selecting new instructional materials.

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Local Board of Trustees Certification

• Mail or fax to TEA by April 1
• Texas Education Agency
• Instructional Materials and
• Educational Technology Division
• 1701 North Congress
• Austin, Texas 78701
• FAX [phone]

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What is EMAT?

• Stands for Educational Materials and Textbooks
  System
• Is the online management system for textbooks and
  materials used by school districts and charter
  schools
• Used to requisition instructional materials,
  update populations and display school district or
  charter school inventories

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EMAT Access

• Available for a textbook coordinator and an
  assistant textbook coordinator
• Directions
• Print a copy of the request form.
• Complete the form. Indicate textbook coordinator
  or assistant textbook coordinator under
  title/function.
• Have the form signed by your school district
  superintendent or chief executive officer of an
  open enrollment charter school.
• Mail or fax the form to TEA.

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Access to EMAT

• Fax or mail TEA Secure Environment (TEASE)
  Request for Access to EMAT (found at
  www.tea.state.tx.us/forms/tease/emat.htm) to
  Texas Education Agency Instructional
  Materials and Educational Technology
  1701 North Congress Avenue Austin TX 
  78701-1494                          
  Phone  [phone] Fax [phone]

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Requesting EMAT User ID From Forms and Downloads
Web Page
www.tea.state.tx.us/textbooks/forms/index.html
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Application for EMAT Access
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EMAT Log On Screen
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Forgot Your EMAT Password?

• Contact the TEA Security office bye-mail
  atcomputer.access_at_tea.state.tx.us

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Application List
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EMAT School Index and EMAT Splash Page
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School DistrictIndex
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EMAT Online Index

• View of the profile data for the district
  textbook coordinator
• Create textbook requisitions
• Manage the populations data
• Manage the textbook and surplus inventory
• Conduct a product search
• Allow the user to generate reports
• Online EMAT Help
•                                                  

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EMAT Splash Page
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Local Populations Screen
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PEIMS and Enrollments

• Student records from PEIMS are used to populate
  EMAT.
• (1) Kindergarten through grade 8
• (2) Foundation subjects for grades 9-12
• Any other subject areas and needed enrollment
  updates should be changed in EMAT on the
  Populations screen

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Requisitions

• Using EMAT Online, school districts are able to
• create a subscription renewal requisition,
• create a new annual requisition,
• create supplemental requisitions,
• open any in-progress requisitions,
• re-open a completed annual or supplemental
  requisition edit and re-submit,
• list all current requisitions,
• order list view all orders 

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Requisitions vs. Orders

• Requisitions are created by school districts.
• Once a requisition is processed, one or more
  orders are created. For each requisition, there
  could be multiple orderssome will be surplus
  orders, while others will be shipped from
  textbook depositories.

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List andOrder List
The List link takes you to a list of requisitions
that your school district created.
The Order List link takes you to a list of orders
that were generated by processing your school
district requisition.
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Types of Requisitions

• Subscription Renewal Renew Technology
  Applications materials that were ordered in a
  previous year.
• Annual The original order for all textbooks.
• Supplemental Allows user to order additional
  textbooks and materials only after the annual has
  been ordered.

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Subscription Renewal

• A Subscription Renewal Requisition will be the
  first requisition that is completed by your
  district for the new school year. All Technology
  Applications (adopted November 2004) materials
  will be renewed on this requisition.

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Subscription Renewal Requisition

• On the Subscription Renewal Requisition, you can
  either
• (1) enter the exact number of subscriptions
  ordered in the prior school year,
• (2) enter the number ordered last year plus any
  additional quantities that are required, or
• (3) if the number of students has decreased,
  enter a lower number of subscriptions. 

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Subscription Renewal Requisition

• To continue accessing and using the Technology
  Applications instructional materials, schools
  must enter enrollment data for grades K-12 each
  year of the six-year adoption.
• NOTE Even for print textbooks, enrollment
  numbers must be submitted annually throughout the
  adoption.

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Technology Application MLCs

• MLC     Course
• 0600   Technology Applications, Kindergarten
• 1600   Technology Applications, Grade 1
• 2600   Technology Applications, Grade 2
• 3600   Technology Applications, Grade 3
• 4600   Technology Applications, Grade 4
• 5600   Technology Applications, Grade 5
• 6600   Technology Applications, Grade 6
• 7600   Technology Applications, Grade 7
• 8600   Technology Applications, Grade 8
• 9612   Computer Science I
• 9613   Computer Science II
• 961A   AP Computer Science I
• 961B   AP Computer Science II
• 9616   Desktop Publishing
• 9617   Digital Graphics/Animation
• 9618   Multimedia
• 9619   Video Technology
• 9657    Web Mastering

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Annual Requisition

• One annual requisition per year.
• Usually contains the bulk of the products for the
  new school year. 
• Reviewed and approved by IMET staff and a
  shipment date is assigned prior to releasing it
  to an order.

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Additional Ordering RemindersConsumables

• Remember to order any consumable instructional
  materials from prior adoptions that are needed by
  your district

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Creating Requisitions
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Textbook Requisition Selection Screen
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Annual Requisition
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Annual Requisition
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Show All Products

• Click Show All Products to review all products
  available for order for the multiple list code. 

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Calculate Costs

• Click Calculate Costs to re-calculate total costs
  for all selected products.  The system
  re-displays the screen showing the product title,
  ISBN, unit price, state max price, order
  quantity, users, aids, total cost, cost the
  state will pay and cost the school district must
  pay.   Reminder!  Always verify populations
  data when calculating!

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Calculate Costs
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Cost Exceeds State Maximum

• If the cost of the textbook exceeds the maximum
  state allowance, the calculation breakdown is
  displayed with a yellow error highlight.  The
  amount owed by the school district is shown in
  the calculation breakdown. 

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Cost Exceeds State Maximum

• Reminder!  Print this screen and submit a copy to
  your accounting department to inform them that
  you have incurred a balance due on your textbook
  order.
• Districts are responsible for paying the
  publisher the difference.

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Red Warning Message

• A red warning message indicates that according to
  your population count, you do not qualify for the
  number of textbooks you are requesting.  Either
  change the number being requested or update the
  population to align with current enrollment. 

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Red Warning Message

• If the order contains a request for textbook
  materials that your district currently has in
  surplus inventory, EMAT displays a red warning
  message. 

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Next MLC

• Continue with the next MLC until all products are
  selected for the requisition. 

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Submit Requisition

• Click Submit Requisition to submit the completed
  requisition to TEA for order.  If you fail to
  click Submit Requisition, the requisition remains
  in the status, in progress. 
• To verify all products on the submitted
  requisition, click List to display the listing of
  requisitions ready for order, and make sure that
  the status of the requisitions to be ordered,
  displays completed.

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Submit Requisition

• ALWAYS! 
• (1) Submit the last title keyed, and (2) Submit
  Requisition for order.

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Shipment Date

• From the screen below, the district user monitors
  the shipment date set by TEA IMET. 

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Eligibility

• Textbook eligibility for districts are based on
  three factors
• The quota for the textbook
• The number of students enrolled in a grade and/or
  subject (membership)
• The number of textbooks from the same multiple
  list already assigned to a district as based upon
  the annual inventory

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Quotas for School Year 2007-08

• Newly Adopted Instructional Materials from
  Proclamation 2004 108
• Materials under Continuing Contracts 103
• Exceptions to 103 Music, Grade 1 Music,
  Grades 2-5 Art, Grades 1-5
• Technology Applications 102

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Exceptions to 103 Continuing Contract Quota
Music, Grade 1

• One General Music learning system for each
  campus.
• For each campus with more than one music
  specialist, another learning system is allowed.
• Total of two is multiplied by 103
• All decimals are rounded

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Exceptions to 103 Continuing Contract Quota
Music, Grades 2-5

• One General Music learning system for each grade
  level.
• For each campus with more than one music
  specialist, another learning system is allowed.
• Total of two is multiplied by 103. All decimals
  are rounded.
• Pupil editions at a level of 50 percent of the
  grand total student enrollment for that grade
  level.

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Exceptions to 103 Continuing Contract Quota
Art, Grades 1-5

• Up to 50 percent of the grand total student
  enrollment for each grade level or an equivalent
  number of classroom systems
• Students using the system will not be eligible
  for state-adopted printed materials in that
  subject.

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Delivery of Materials

• Shipments are made throughout the summer based on
  the districts preferred shipment date.
• After the 1st day of school, requisitions are
  processed within 1 day of receipt and
  depositories are instructed to ship materials as
  soon as orders are received from TEA.
• Materials are usually shipped within seven days
  of receipt of a requisition.

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Textbook WaiversApplication

• Accepted for subjects for which no instructional
  materials were adopted. Complete an Application
  for Expedited and General State Waivers.  
• www.tea.state.tx.us/textbooks/waivers

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Textbook WaiversReimbursement

• Upon approval of waiver, complete the Request for
  Reimbursement on Non State Adopted Textbooks and
  fax to Eugene Rios at [phone].
• www.tea.state.tx.us/textbooks/waivers

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Fast-Growth School Districts

• A districts enrollment as reflected in PEIMS
  must have increased by 10 or more over the prior
  3 years.
• District superintendent must request the
  designation and receive approval.
• District superintendent must send an e-mail to
  Anita Givens, Senior Director of IMET, with a
  copy to Deanna Marotz.

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Surplus Instructional MaterialsDefinition

• For courses that use textbooks in the first year
  of adoption, any textbooks in excess of 110 of
  enrollment shall be considered surplus.
• In the second or later years of adoption, any
  textbooks in excess of 120 of enrollment shall
  be considered surplus.
• Except materials needed for the following school
  year

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Surplus Instructional MaterialsEntering Surplus
Into EMAT

• Overages that exceed the definition should be
  entered into the EMAT Online Adjust Surplus
  screen

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Adjust Surplus
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Surplus Inventory
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Surplus Inventory
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Surplus Instructional MaterialsSending Materials
to Other Districts

• School districts sending surplus materials to
  other schools will receive an e-mail from the
  EMAT system notifying them that an order is ready
  for the school to ship. Send these materials as
  soon as possible.

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Surplus Instructional MaterialsReceiving
Materials from Districts

• The receiving school will also receive a notice
  that materials have been shipped to their school.
  
• Please acknowledge these materials immediately.
• Please keep e-mail addresses up-to-date!

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Reminder

• Never use the Back button on the web browser!!

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Contact Information

• If you have questions or problems using EMAT,
  please call the IMET Division and ask for a
  Distribution Consultant.
• [phone]

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Questions