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9/22/14
AUSTIN INDEPENDENT SCHOOL DISTRICT
INSTRUCTIONAL MATERIALS
ADOPTION GUIDELINES
Proclamation Issued April 2013 State Adoption November 2014
Implementation in AISD 2015‐2016
Dr. Pauline Dow Dr. Suzanne Burke Chief Academic Officer Associate Superintendent of Academics
Proclamation 2015 calls for instructional materials for the following subject areas:
Math‐ Algebra I & II, Geometry, Precalculus, Math Models and Applications, Advanced Quantitative Reasoning, Engineering
Mathematics, Mathematical Applications in Agriculture, Food, and Natural Resources, Statistics and Risk Management, Robotics and
Programming Design
Social Studies – English Grades K–8 and Spanish Grades K‐5, United States History Studies Since 1877, World History Studies, World
Geography Studies, United States Government, Economics with Emphasis on the Free Enterprise System and Its Benefits, Psychology,
and Sociology
Fine Arts ‐ Art, grades K‐12, Music, grades K‐12, Theatre, grades K‐12, Dance, grades 6‐12, Music Studies, grades 9‐12, Musical
Theatre, grades 9‐12, and Technical Theatre, grades 9‐12
Career and Technical Education ‐ Principles and Elements of Floral Design
Suzanne Burke, Sarah Ramirez, Jessica Jolliffe, Greg Goodman, Kristen Marstaller,
Patricia Moreno, Erin Bown, Traci Hendrix, Annette Gregory, Anna Pedroza, Donna Linn
Instructional Materials Adoption Steering Committee
1111 West 6th Street Austin, Texas 78703‐5300 (512) 414‐1700
ATTACHMENT 3 - AISD Instructional Materials Adoption Guidelines
AUSTIN INDEPENDENT SCHOOL DISTRICT
Instructional Materials Adoption Guidelines
10/7/14 Page 1
BACKGROUND INFORMATION
The State Board of Education will review all instructional materials from a variety of publishers. Every publisher will receive an alignment to the content area Texas Essential Knowledge and Skills (TEKS) with a percentage. Austin ISD will determine an additional local acceptable percentage for district approval.
The Texas Constitution, Article VII, Section 3, requires the SBOE set aside sufficient money to provide free textbooks for all children attending public schools in the state. In accordance with this requirement, the SBOE allocates a portion of the Available School Fund, which comprises money set aside by the state from various revenue sources for the support of the public school system. The Texas Legislature appropriates the funds for instructional materials.
Selection of new instructional materials for use in the state is a process that begins when the SBOE issues a proclamation calling for bids in selected subject areas and/or grade levels. The adoption process is complete with the selection and implementation of new materials by school districts.
Overview The SBOE organizes an adoption cycle for subjects in the Foundation Curriculum to ensure that materials for each subject are reviewed at least once every eight years. The cycle for the review of materials for subjects in the Enrichment Curriculum may extend beyond the eight‐year period and is at the discretion of the SBOE. Subject areas in Proclamation 2015 for which instructional materials are adopted for both of the two categories are listed below:
Math‐ Algebra I & II, Geometry, Precalculus, Math Models and Applications, Advanced Quantitative Reasoning, Engineering
Mathematics, Mathematical Applications in Agriculture, Food, and Natural Resources, Statistics and Risk Management, Robotics
and Programming Design
Social Studies – English Grades K–8 and Spanish Grades K‐5, United States History Studies Since 1877, World History
Studies, World Geography Studies, United States Government, Economics with Emphasis on the Free Enterprise System and Its
Benefits, Psychology, and Sociology
Fine Arts ‐ Art, grades K‐12, Music, grades K‐12, Theatre, grades K‐12, Dance, grades 6‐12, Music Studies, grades 9‐12,
Musical Theatre, grades 9‐12, and Technical Theatre, grades 9‐12
Career and Technical Education ‐ Principles and Elements of Floral Design
Proclamations The SBOE solicits bids for new instructional materials by issuing a proclamation. The proclamation identifies the subject areas scheduled for review and contains the content requirements (Texas Essential Knowledge and Skills, or TEKS). It also contains a detailed schedule of adoption procedures and instructions for providing electronic files for the production of braille and large type materials. Proclamations are named for the year in which the materials are intended to be made available in the classroom.
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Instructional Materials Adoption Guidelines
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Instructional Materials Adoption After considering the evaluations of the state review panel members and TEA staff recommendations, the Commissioner of Education recommends that the instructional materials be placed on the adopted or rejected list, based on the number of TEKS covered. To be eligible for adoption, instructional materials must meet at least 50% of the elements of the Texas Essential Knowledge and Skills (TEKS)‐ for the subject and grade level for which the materials are intended in both the student version and the teacher version of the instructional materials.
Special Instructional Materials The TEA contracts for the development of braille, large type and recorded versions of adopted instructional materials. To facilitate the timely delivery of print instructional materials in accessible formats, publishers submit digital files that conform to the National Instructional Materials Accessibility Standard (NIMAS) to a designated braille producer following the adoption. After all required corrections and editorial changes have been made to both the print version and the digital files; publishers must also submit updated digital files to the National Instructional Materials Access Center (NIMAC). Publishers of state adopted electronic instructional materials are also encouraged to comply with the technical standards of the Federal Rehabilitation Act, Section 508.
Local Adoption, Ordering, and Fulfillment Local authorities for each school district or open‐enrollment charter school set their own policy for selecting the most appropriate instructional materials for their students. Upon making their decisions, school districts and open‐enrollment charter schools place their orders with the TEA through the Educational Materials and Textbooks (EMAT) online system, a statewide electronic instructional materials management tool that processes all Texas public education instructional material requests, orders, payments, and deliveries. Adopted instructional materials are purchased with funds from the Instructional Materials Allotment.
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AUSTIN INDEPENDENT SCHOOL DISTRICT
Instructional Materials Adoption Guidelines
10/7/14
AISD Instructional Materials Steering Committee:
Composed of AISD central office staff overseeing the areas under adoption
Reviews nominations and makes selection of the Instructional Materials Adoption Committee
Organizes information sessions such as: Publisher Orientation, Committee Orientation, Analysis
Sessions, Publisher Hearings, and Public Display of materials
Supports Teachers and Parents with questions concerning the adoption process
Hosts and attends all meetings for the Committees
Instructional Materials Adoption Committee Roles and Responsibilities: (Teacher and Parent Committee Members)
Nominations for teacher membership on the Instructional Materials Adoption Committee are teachers who are nominated by their campus administrator or who self‐nominate. Nominations are requested for experienced, master teachers from the discipline/subject area for which the instructional materials are being adopted. All nominated teachers are required to have regularly participated in professional learning aligned to the District’s curriculum in the discipline/subject area under consideration.
Nominations for parent membership on the Instructional Material Adoption Committee are submitted by AISD Parent Support Specialists, Campus Parent Contacts, and/or Campus Principals. Notification regarding the opportunity to serve is distributed by the AISD Parent Support Office district‐wide to all AISD campuses. Parent Support Specialists (Title 1 campuses) and the designated Parent Contact (non‐Title campuses) recruit participants. Parent Support Specialists/ Parent Contacts and Principals submit names for instructional materials adoption subject area committees.
Teacher and parent nominees confirm in writing that they have not received any remuneration during the past three years from any publisher submitting instructional materials for adoption in that particular subject.
The Instructional Materials Adoption Committee will be balanced according to ethnicity and geographic location.
Staff funding for substitute teachers as well as stipends for after school and Saturday meeting will be provided, if needed. Refer to attached calendar for dates, times, and sites.
As members of the Instructional Materials Adoption Committee, each member will be responsible for submitting in writing a final adoption recommendation for corresponding subject area. Split adoptions within grade bands (ie: K‐5 or 6‐8) will not be supported by the
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district. A quorum, consisting of a majority of the committee, must be present for any meeting at which selections are made.
Curriculum Support Team staff member within the corresponding subject area will assist members of the Instructional Materials Adoption Committee with all related Instructional Materials adoption tasks and responsibilities.
Members of the Instructional Materials Adoption Committee are expected to attend all arranged meetings of the committee. Refer to attached calendar for dates, times, and sites.
The members of the Instructional Materials Adoption Committee will adopt an AISD Instructional Material Review Rubric that will be utilized by the Committee in the evaluation of instructional materials being considered for adoption by the district.
The Instructional Materials Adoption Committee will meet in smaller content area groups and select a Chair who will oversee the recommendations from their committee.
Committee Chair Roles and Responsibilities: (In addition to the roles above)
The Instructional Materials Adoption Chairs are expected to attend all arranged meetings of the committee. A quorum, consisting of a majority of the committee, must be present for any meeting at which selections are made.
The Instructional Materials Adoption Chairs must attend the formal Instructional Materials Hearings presented by the publishers. Refer to attached calendar for dates, times, and sites.
The Instructional Materials Adoption Chairs will be responsible for examining and evaluating all instructional materials and systems within their subject area and reviewing feedback submitted from others.
The Instructional Material Adoption Committee Chairs will oversee content area meetings and represent their content area group in collecting completed rubrics from each committee member at the final analysis session and preparing a recommendation letter to the AISD Board of Trustees outlining the rationale for the consensus reached in the selection of material.
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AUSTIN INDEPENDENT SCHOOL DISTRICT
Instructional Materials Adoption Guidelines
10/7/14 Page 5
Austin Independent School District Instructional Materials Committees
Superintendent and Board of Trustees
IMOC‐ Instructional Materials Oversight
Committee
Instructional Materials Steering Committee
Instructional Materials Adoption Committee
Chairs
(selected by committe members by content area)
IMAC ‐ Instructional Materials Adoption
Committee
(Teachers AND Parents)
Looks at pricing and purchasing of committee recommendations.
Oversees committee selection and all IMAC meetings.
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AUSTIN INDEPENDENT SCHOOL DISTRICT
Instructional Materials Adoption Guidelines
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HS Math, Social Studies K‐12, Math CTE, Fine Arts and CTE
Solicitation for Nominations for Teachers and Citizens to serve on the Instructional Materials Adoption Committee.
August 19 , 2014
Letters to Publishers with invitations to Orientation meeting September 23, 2014
Nominations Due for Formation of Committees September 26, 2014
Publisher Orientation Meeting: Timeline, Process, Norms October 6, 2014
Submit Consent Agenda Item to AISD Board of Trustees for Approval of Committees for October 27th meeting
October 10, 2014
Notification of Selection sent to Committee Members with Invitation to Orientation Meeting
November 3 , 2014
Send list of Official Instructional Materials Adoption Committee Members and Citizens Instructional Materials Adoption Committee to Publishers and Administrators
November 7, 2014
Instructional Materials Committee Orientation Meeting: Timeline, Core Values, Process, Norms, Develop Rubric
November 13, 2014
Instructional Materials Awareness Sessions (arranged by publishers) December 2014
Instructional Materials Analysis Session I for Instructional Materials Adoption Committee
December 2, for Math and CTE ;
December 3, for Fine Arts; December 4, for Social
Studies.
Publishers’ Instructional Materials Hearings
January 12, for Fine Arts; January 13, 2015 for Math
and CTE ; January 14, for Social Studies
Date held for continuation of Additional Publishers’ Instructional Materials Hearings (ONLY if needed)
January 20, 2015 for Math and CTE; January 21, for
Social Studies; and January 22, for Fine Arts
Instructional Materials Analysis Session II for Instructional Materials Adoption Committee and Citizens Adoption Committee followed by Cumulative Team Feedback Session
Saturday, January 31, 2015
IMOC Review and Recommendations February 5, 2015
Instructional Materials Adoption Recommendations to Board March 30, 2015
AISD Instructional Materials Adoption Report Due to the Texas Education Agency
April 1, 2015
ATTACHMENT 3
AUSTIN INDEPENDENT SCHOOL DISTRICT
Instructional Materials Adoption Guidelines
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Instructional Materials Adoption Publishers Guidelines Outlined below are guidelines for publishers and their representatives whose Instructional Materials are being considered for adoption by the Austin Independent School District. It is important that these guidelines are followed closely to ensure an orderly and impartial Instructional Materials adoption process. CONTACT BETWEEN AISD STAFF AND PUBLISHERS’ REPRESENTATIVES
1. Campus principals may request that publishers drop off sample sets of materials to campuses
prior to the Board announcement of the committee members. If a publisher chooses to drop of sample materials to a campus they may only drop them off at the front office, and are not allowed to directly contact teachers.
2. Publishers’ representatives will receive a listing of members of the Instructional Materials
Adoption Committees. Members of the Instructional Materials Adoption Committee and the assisting Curriculum Support Team staff may not have received any remuneration during the past three years from any publisher submitting instructional materials for adoption in that particular subject area. Publishers’ representatives may not initiate any other direct contact with AISD staff or Committee members. Inappropriate direct contact may include:
Written, telephone, or electronic communication with a committee member at school or at home.
Providing gifts or any other forms of gratuity to a committee member.
Invitations to a committee member for any type of private meal or social function.
3. Publishers’ representatives may not contact schools or staff concerning Instructional Materials being considered for adoption nor conduct presentations on campuses after Board approval of committee representation. This rule applies to publishers included on the TEA‐approved Instructional Materials adoption list in addition to publishers not on the list. The only exception to this rule is statewide mailings. These mailings are permitted except to Instructional Materials Adoption Committee members whose names must be deleted from the mailing list. The AISD Steering Committee assisting Adoption Committees will serve as a liaison with publishers’ representatives.
4. All publishers are advised that any infractions of the above stated guidelines will result in a
report being filed with the AISD Board of Trustees and TEA State Board of Education.
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AUSTIN INDEPENDENT SCHOOL DISTRICT
Instructional Materials Adoption Guidelines
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DISTRIBUTION OF SAMPLE INSTRUCTIONAL MATERIALS ADOPTION MATERIALS
1. Student and teacher editions of all Instructional Materials being considered for adoption are to be delivered to the school administrative office of each Instructional Materials Adoption Committee member and properly set‐up for display on at an Austin ISD designated site. These editions are also to be delivered to the homes of the Citizens’ Instructional Materials Committee members.
2. Publishers may deliver sample Instructional Materials to campuses of non‐Adoption Committee
members with prior approval from the campus principal. DISTRIBUTION OF DIGITAL MATERIALS
A. Technical Requirements a. Hardware and Software Requirements (Preferred)
1. All or some of the modules may be purchased. 2. The system is fully integrated, using a single, common database and
application for all features and a common user interface across all functions. 3. All functionality of the system can be accessed at any workstation on the
district’s wide area network with a standard browser (Internet Explorer, Mozilla Firefox, Apple Safari).
4. The district can make any portion of the platform available via the Internet for home and/or community access.
5. The system does not require any client applications to be installed on the workstation.
6. The system does not require use of Terminal Services on either the workstations or servers to support the delivery of any application functionality to the browser.
7. The system does not require ActiveX controls or installation of Java Virtual Machine on the workstations.
8. The system can function within a Microsoft IIS or Apache Web Server environment.
9. The system can support integration with Microsoft Active Directory or LDAP. 10. The system can work in a proxy server environment. 11. The system includes support for an automated interface with existing district
enterprise systems where needed. The district ERP system is IFAS (SunGard) the student information system is TEAMS (Prologics).
12. The system requires no additional hardware or software purchases beyond the hardware/software system requirements outlined by the vendor.
13. The system requires no local application programming in order to become operational.
14. The system allows printing of information displayed in the interface from any function within the system (without requiring copy/paste operations).
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Instructional Materials Adoption Guidelines
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15. The system provides for reports in a PDF format, CSV, and other Excel formats.
16. The system provides for HTTPS support in all functions where usernames and/or passwords or other confidential data is transmitted.
17. The system provides for SAML support in all functions where usernames and/or passwords are transmitted.
18. The system provides for Cloud environment integration support in all functions where usernames and/or passwords are transmitted for Single Sign On (SSO).
b. Data Storage. 1. Data must be stored on a secure server with backup and recovery systems in
place with access available for extract and download as needed. 2. Preferred Database systems include ‐ Oracle 9.1+ and Microsoft SQL Server
2008+ c. Data Accessibility.
1. The system will provide a web‐based interface for accessing data, metrics, and reports.
2. Web Based System Utilizing SSL ‐ The system must use Thin Client with screen refresh rates comparable to high speed internet performance (2.5 seconds or less)
3. The web‐based interface will utilize the existing user identification system for secured access to the Software System, data, and reports. AISD uses a Novell eDirectory LDAP server for managing user names and passwords.
4. All Web pages must be accessed solely through a secure HTTP connection (HTTPS).
5. The Web‐based interface will provide standardized and custom query reporting capabilities on any identified basis and by multiple time frames (daily, weekly, monthly, yearly).
6. Software must have the ability to create, store, and rerun custom queries/reports.
7. The web‐based interface will allow the export of reports and raw data to a Microsoft Excel compatible format and directly to Adobe Acrobat.
INSTRUCTIONAL MATERIALS ADOPTION AWARENESS SESSIONS Publishers are encouraged to provide after‐school Awareness Sessions for all AISD teachers of the corresponding subject area. These sessions are optional for publishers and teachers. Awareness Sessions should occur early in the Instructional Materials adoption process preferably during the first three weeks of December. Teachers and parents will have the opportunity to provide input during the adoption process.
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Instructional Materials Adoption Guidelines
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Awareness Sessions may not exceed one and a half hours in length. Elementary school sessions should not begin prior to 3:30 p.m. Middle school sessions should not begin prior to 4:15 p.m., and high school session prior to 5:00 p.m. All plans for the Awareness Sessions, including time, date, site, and invitations should be approved by the Proclamation Project Managers, arranged by the publisher and communicated to the Instructional Materials Steering Committee. Nametags, registration forms, or any other means of teacher identification may not be used at Awareness Sessions. Committee members will not identify themselves to publishers’ representatives. NEW INSTRUCTIONAL MATERIALS/ANCILLARIES DELIVERY AND INVENTORY The Instructional Materials/ancillary inventory procedures listed below are intended to ensure that instructional materials are consistently inventoried and maintained in an efficient, well‐organized manner district wide. AISD Instructional Materials/ancillary inventory procedures are as follows:
New Instructional Materials and ancillary materials will be delivered from publishers to AISD central warehouse for inventory and school distribution purposes.
Each campus will maintain an accurate inventory of Instructional Materials and ancillary materials.
Each publisher will be requested by the respective Curriculum Support Team administrator to package Instructional Materials ancillaries according to school with correlating packing slips enclosed.
The Curriculum Support Team Administrator will provide to campus administrators and Department Chairs prior to the beginning of school a list of Instructional Materials ancillaries that are to be distributed to teachers.
Teachers will notify the campus administrator and Curriculum Support Team administrator if Instructional Materials ancillaries have not been received by the second week of the school year.
The Curriculum Support Team administrator will communicate directly with publishers concerning incorrect shipments of Instructional Materials ancillaries.
Ancillary items such equipment type objects that are packaged separately from smaller materials will be inventoried by central warehouse prior to delivery to schools. This includes items that are valued less than $300.00 but are considered as long‐term, non‐perishable objects. If these types of ancillary items are packaged with the smaller materials, campus administrators will notify central warehouse for inventorying on campus.
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Instructional Materials Adoption Guidelines
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In the event of multiple choices of Instructional Materials ancillaries, it will be the responsibility of the Curriculum Support Team administrator (in collaboration with campus Department Chairs) to advise the publisher of each school’s preference so that ancillary materials are packaged appropriately.
AISD will not accept the entire eight‐year allocation of Instructional Materials ancillaries at one time. Ancillaries are to be delivered on an annual basis.
Instructional Materials Adoption Public Comment Procedures
REVIEW OF INSTRUCTIONAL MATERIALS All Instructional Materials adopted by the State Board of Education and under consideration for adoption by local school districts will be available for on‐site review by interested persons at the locations listed below:
Texas Education Agency Region 13 Education Service Center/Satellite Office 6010 Manor Road
Austin, Texas 78723 (512) 919‐5313
Austin ISD
The Science and Health Resource Center (SHRC) 305 N. Bluff
Austin, Texas 78745 (hours: 7 a.m. to 4 p.m.)
Notices regarding the availability of the Instructional Materials for review purposes will be communicated through local print and electronic media. FILING OF CHALLENGES Persons desiring to file a comment regarding one or more of the instructional materials being considered for adoption by the Austin Independent School District must submit the comment in written form to the Superintendent by January 30 of the year in which the Instructional Materials are being adopted. These comments should indicate the following:
Name(s) and publisher(s) of the Instructional Materials(s).
Name(s) and person(s) submitting the comment(s).
Nature of and rationale for the comment(s) for each Instructional Materials involved, including citing of specific pages where concern exists.
Signature of the person(s) submitting comment(s).
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Instructional Materials Adoption Guidelines
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Upon receipt of the comments in written form by the Superintendent, the Instructional Materials Adoption Committee will assemble to hear oral explanations of the comments by the person(s) involved, if such oral explanations are desired. This hearing will occur prior to the meeting of the Instructional Materials Adoption Committee’s final instructional materials adoption recommendations. The Instructional Materials Adoption Committee will consider the comments in their final recommendations.
INSTRUCTIONAL MATERIALS ADOPTION for 2015‐16 The 2014‐2015 Instructional Materials Adoption Steering Committee members are as follows:
AISD CURRICULUM STAFF/STEERING COMMITTEE
Mathematics Sarah E. Ramirez [email protected]
CTE Annette Gregory Traci Hendrix
[email protected] [email protected]
Social Studies Jessica Jolliffe [email protected]
Fine Arts Greg Goodman Kristen Marstaller Patty Moreno
[email protected] [email protected]@austinisd.org
Curriculum/Professional Development
Erin Bown [email protected]
Proclamation 2015 Project Managers
Donna Linn Anna Pedroza
[email protected] [email protected]
ATTACHMENT 3