Instructional Material Bureau Questions and Answers

Question #1

It has just come to my attention that we do not have a textbook policy addressing sufficiency of textbook numbers for home use. First, what do you mean by sufficiency? Second, do you have a sample policy that you could email to me and which I could adapt for presentation to the school board?

Answer #1

SB1019 requires the Instructional Material Bureau to ensure that every “….local school board or governing body has adopted a policy that requires that every student have a textbook for each class that conforms to curriculum requirements and that allows students to take those textbooks home.”

We have received a variety of policies, ranging from simple statements like “It is the policy of this district that every student have a textbook conforming to curriculum requirements, and that students are permitted to take those textbooks home,” to a multipage policy that includes criteria for selecting textbooks, requisition and distribution procedures, inventory procedures, record keeping, damage to books, loss of books, etc.

Please note that while a simple statement (as in the example quoted above) is acceptable at this time, we will require that those districts create a more comprehensive policy before the funds in their 2008-09 allocations are released.

I am attaching a copy of our guidelines for a district textbook policy. I don’t have electronic copies of the policies that have been submitted, but Santa Fe Public Schools submitted an excellent example of a comprehensive policy. It is part of their Board of Education Policy Manual, 432-1 through 432-4. Perhaps they can provide you with a copy.

Question #2

What may we purchase with Instructional Material funds?

Answer #2

You are required to use no less than 50% of your Instructional Material allocation to purchase core/basal materials.

The remaining 50% may be used for supplemental materials, with this caveat:

Half of that money (in other words, 25% of your total allocation) is to be used for traditional instructional materials (books, workbooks, etc),


the remaining 25% may be used for “other,” the types of purchases you were referring to. See page 36 of our March 2007 Supplement 9 or a fuller description of the types of things that do and do not qualify.

You will need to submit a BAR to move the money for the “other” purchases into line 56108.

You’ll need to look at your allocation for the year (the initial 90% last spring plus the final 10% later this month) to determine how much is to be used for the three types of materials (50% for core/basal, 25% for supplemental and 25% for supplemental “other”).

It’s fine to include EA’s in the process of selecting materials as long the materials support effective instruction.

When the legislature passed this bill, they had in mind the types of materials that teachers usually end up paying for “out of pocket,” so there are probably many acceptable purchases that aren’t included in the Supplement 9 list.

If you have questions about specific items, please feel free to email the Instructional Material Bureau. We will be able to get an answer for you within a few hours.

Here is the direct link to the Instructional Material webpage:

Finally, remember to send us the District textbook policy that ensures all students have access to textbooks, and that books may be taken home by students. If you don’t have an electronic copy you can fax it to us at (505)827-6411.


Question #3

How do I submit the annual inventory report?

Answer #3

iSTAR automatically creates inventory for materials you have ordered through Resolve going back to the math adoption.

Materials you have purchased from other sources should be added into the system manually, using the iSTAR Inventory entry page.

This process should be completed before August 1, the due date for inventories.

You do not need to take any further action once you have updated. We will pull the actual reports from iSTAR.


Question #4

What is the deadline for disposal of instructional materials?

Answer #4

There is no deadline for disposal of instructional materials. Review the pages in Supplement 9 for complete information about disposal.


Question #5

How do we remove disposed items from the iSTAR inventory?

Answer #5

The iSTAR inventory includes materials back to the 2006 Math adoption. Because disposal of such new materials would be unusual, please contact the Instructional Material Bureau before taking any action.


Question #6

Does the change in the Language Arts adoption cycle mean that schools won't be able to order their workbooks during the "extra" year?

Answer #6

No. All K-8 publishers who signed the six-year contract in 2003 have agreed to extend the terms of the contract to 2010. K-8 schools can continue to order their materials until the 2009 K-8 adoption (through June 30, 2010).


Question #7

At the Spring Budget meeting it was stated that districts and charter schools needed to submit the I.M. inventory for 2007-2008 by Aug 18th. Can you tell me how to access this inventory form?

Answer #7

All inventory is being submitted through Resolve and the I-star system.  If you ordered all of your materials this past year through Resolve and I-star, then you do not need to do anything.  If you ordered directly from a publisher or another depository besides Resolve, then you will need to go to I-star and enter anything not ordered through Resolve.  Resolve will then submit your report for you.

Please click here to report any missing or incorrect information.