Instructional Materials and Student Records 4309 Warrior Drive, Bldg. C McAllen, TX 78501

Instructional Materials Allotment (IMA) Funding Annual allotment from the state provided for each student enrolled in the district. Districts can use IMA funds to purchase: – State adopted or Non-adopted instructional materials – Technological equipment; student/teacher software licenses – Training on the use of technological equipment Factors considered when purchasing new IM: – Print/digital format – Technology requirements – TEKS Alignment Percentage – Assessments, monitoring tools, resources, etc.

Mathematics:  Grades K - 5: Texas Go Math! Online: www-k6.thinkcentral.comwww-k6.thinkcentral.com  Grades 6 - 8: Texas Go Math! Online: my.hrw.commy.hrw.com Science:  Grades K - 5: Texas Interactive Online:  Grades 6 - 8: STEMscopes 2.0 Online: aceleratelearning.comaceleratelearning.com  Biology: Pearson Biology Online:  Chemistry: Dynamic Chemistry Online: hs.saplinglearning.comhs.saplinglearning.com  Physics, IPC: TX IPC &Physics Online: connected.mcgraw-hill.comconnected.mcgraw-hill.com New School Year, New Textbooks

The objective is to ensure that all teachers have the adequate materials in their classrooms before students return to school. Process Before Distribution: 1.Inventory 2.Add to TIPWeb (Quantities, publisher info, campus eligibility, etc.) 3.Bar-code 4.Organize and sort by title & grade level 5.Re-distribute to accommodate the increase and/or decrease of new teachers and students. Delivering New Books to Campuses

Purchasing New Books Determine what funds will be used for purchase: - Department, District, IMA funds, etc. - IMA funds require District and TEA approval prior to PO process Observe Purchasing guidelines for all purchases: (If expenditure is $50,000 or greater, in the district annual aggregate, competitive Bids and Board approval is required) - Obtain Vendor Quotes for Purchases from $5,000 - $49,000 - Obtain Vendor Sole Source letter (if sole source purchase) - Include Signed Contract, Board approval, Bid Number, etc. - If not a current MISD vendor, set up through Accounting Dept. Have books bar-coded and added to TIPWeb before distributing: - Provide Copy of PO to Instructional Materials Department - Provide Distribution list (i.e. Qty per Campus, Grade level, etc. )

Removal and Disposal of Old Textbooks Make available to students before removing from campus Remove old textbooks from classrooms and bookroom Inventory textbooks to be returned INOUTStack neatly on pallets in 5’s (5-Spine IN, 5-Spine OUT) Complete IM Disposal Request Submit work order for Central Warehouse - KACE User Attach IM Disposal Request to work order **Not to exceed 3FT

Place pallets or boxes in a secure location. Allow enough room area for easy removal. Do not dispose of books without proper authorization. Do not leave books in classrooms; staff not allowed in classrooms. Do not place pallets or boxes outside of classrooms or in obstructing areas as this could result in a risk of injury for staff/students. Do not over-stack pallets; not to exceed 3 ft. Do not stack soft cover workbooks or loose material on pallets; secure them in boxes.

Inactive Student Records 5 years  All Student Perm Folders are stored at home campus for 5 years 5 years  Elementary and Middle School Records sent for disposal after 5 years 5 years  High School Transcripts sent for permanent storage after 5 years

Where to Refer Former MISD Students =  Attended MISD less than 5 years = Last Campus Attended  Attended MISD more than 5 years = Student Records Department  Birth Certificates = Texas.gov Vital Records Department  Social Security Cards = Social Security Administration  GED = TEA GED Unit  Diplomas = Not available; one time event It is not within District Policy or the McAllen ISD Records Retention Schedule to keep copies of birth certificates and/or social security cards and make them available to replace lost or misplaced cards.

Required Minimum Storage Conditions for Permanent Records Texas Administrative Code Title 13, Section (b) Records shall be stored in a manner that complies with the following: (1) offers protection from fire, water, steam, structural collapse, unauthorized access, theft, and other similar hazards; and (2) does not expose records to direct sunlight. (c) Records or storage boxes shall not be stored in contact with the floor. non-permanen While this does not directly apply to non-permanent records, such as Elementary and Middle School student records, similar precautions should be taken until they reach their minimum required retention period.

Storage and Disposal Of Student Records : Before sending folders for storage or disposal: 1.Remove binders, heavy-duty folders, fasteners, etc. 2.Secure in approved storage boxes. 3. Complete Records Storage or Destruction of Records request. 4.Submit work order for Central Warehouse - KACE User 5.Attach request before submitting work order *Storage and Disposal requests are processed once all books for the new school year have been delivered (October – December)

Storage and Disposal Boxes 10 x 12 x 15 Storage efficiency Easy access Reduce risk of injury Protects records

Department records stored at West-side Stadium secured by MISD PD. - Contact Chief Esquivel’s office Business & Payroll records stored at Central Warehouse. Access to Stored Department Records

Departments interested in having records digitized for permanent storage should obtain quotes from at least 3 sources, such as: Imaging and Destruction of Records Expired records may be taken to the McAllen City Recycling Center for proper disposal. * Submit a work order on Central Warehouse - KACE User if you need help moving the boxes to recycling center. Creative Imaging 1212 S. 28 th St. Edinburg, TX (956) Lone Star Shredding & Document Storage 1970 West Expressway 83 Mercedes, TX (956) Records Consultants, Inc Wetmore Road San Antonio, TX (877) Toll-Free