1. ©Texas Education Agency 2014. All rights reserved. Instructional Materials Allotment Charter School Presentation June 16, 2014 Kelly Griffin Director of Distribution and Accessibility Instructional Materials and Education Technology (IMET) 1

2. ©Texas Education Agency 2014. All rights reserved. SB6-2011 Created an instructional materials fund. Created a per-student instructional materials allotment (IMA) determined by the commissioner according to appropriation. Created an instructional materials account for each district and open enrollment Charter School in the EMAT system. 2.

3. ©Texas Education Agency 2014. All rights reserved. Accessible Materials Braille and Large Type remain the property of the state NOT counted against district allotment Braille and Large Type requisitioned through EMAT Accessible Materials returned to Redistribution Center in the same manner 3

4. 4 I Instructional Materials requirements and additional needs Provide recommendations on instructional materials Salaries, services Technological equipment Provide recommendations on technology District Budget/IMA District Needs Provide recommendations on expenditures Student, Teacher, Classroom, Campus, and District Needs and Goals Review fiscal, instructional materials and technology recommendations Short term, long term, biennium plans IMA Decision Team Superintendent Business Office Principals Fiscal Team Business Office Principals Instructional Materials Team Curriculum Coordinator Textbook Coordinator Teachers Technology Team Technology Coordinator Textbook Coordinator Teachers

5. 5 Instructional Materials Gaining Access to the system and Ordering Process Access to the TEA Secure Environment (TEASE) Pre-Requisites for Ordering EMAT-EVI Requisitions Disbursements Copyright © Texas Education Agency 2014. All rights reserved.

6. Request EMAT-EVI Application to TEASE & EMAT access Copyright © Texas Education Agency 2014. All rights reserved.

7. Request TEASE & EMAT Access Request EMAT/EVI access http://www.tea.state.tx.us/index2.aspx?id=2684, under the EMAT/EVI section http://www.tea.state.tx.us/index2.aspx?id=2684 –Request Access Online and follow instructions accordingly. (Under Select Application, apply for: EMAT and EVI-Order Materials, Role: Textbook Coordinator) –In the notes section, indicate who you will be replacing to avoid further delays in processing. After completing the information, the application goes online to the district Superintendent for approval, and then it will be forwarded to us. Copyright © Texas Education Agency 2014. All rights reserved.

8. Log in to TEASE http://seguin.tea.state.tx.us/apps/logon.asp Enter User Name & Password

9. Select the EMAT/EVI – Order Materials Application EMAT-EVI Application Copyright © Texas Education Agency 2014. All rights reserved.

10. Announcements Page Click “Show Next Announcement” to scroll through the announcements, or click “Click to Continue” to open the EMAT District Start Page. Copyright © Texas Education Agency 2014. All rights reserved.

11. Prerequisites for Ordering TEKS Certification Form signed by Superintendent and Local Board of Trustees Select Summer Shipment Dates Confirm Contacts and Addresses Copyright © Texas Education Agency 2014. All rights reserved.

12. 12 Prerequisites for Ordering

13. Confirm Contacts 1. Verify Information 2. Click “Click to Save (or Confirm) Contact Information” 3. Click “Go back to Start Page Allotment” Copyright © Texas Education Agency 2014. All rights reserved.

14. Confirm Addresses 1. Verify Shipping Address 2. Click “Click to Save (or Confirm) Address Information” 3. Click “Go back to Start Page Allotment” Copyright © Texas Education Agency 2014. All rights reserved.

15. Continuing Adoptions –Prior years adopted by the SBOE New Adoptions –Newly adopted by the SBOE EMAT Requisitions Copyright © Texas Education Agency 2014. All rights reserved.

16. EMAT materials – Regular printed or online materials EVI materials – Visually Impaired Students (Braille, Large Type, Audio/Learning Disability Requisition Lists Copyright © Texas Education Agency 2014. All rights reserved.

17. Order Processing Steps

18. Warning Message FYI…you have spent at least 80% of your allotted funds for the school year.

19. Requisition Status In Progress – User Saved Submitted – User Submitted to TEA for approval Complete – TEA approved, sent to Publisher or Depository for order fulfillment Requisition Status Copyright © Texas Education Agency 2014. All rights reserved.

20. EMAT Inventory Browser Click “EMAT Inventory Browser” Copyright © Texas Education Agency 2014. All rights reserved.

21. EMAT Inventory Browser Type in Multi-list Code Click “Search” Click “View History” Copyright © Texas Education Agency 2014. All rights reserved.

22. EMAT Reports Click “Reports” Copyright © Texas Education Agency 2014. All rights reserved.

23. EMAT Reports Some reports can be in PDF or Excel format Copyright © Texas Education Agency 2014. All rights reserved.

24. Word Document Faxed or mailed to Depository or Publisher and TEA Shipment Error Report TEX-013 Sample only

25. Allotment Disbursements The Allotment Disbursement in EMAT enables school districts and open enrollment charter schools to order non-state adopted instructional materials, technological equipment, and technology services from the Instructional Materials Allotment (IMA) available in EMAT beginning with the 2011- 2012 school year. Allotment Disbursements Copyright © Texas Education Agency 2014. All rights reserved.

26. TYPES OF DISBURSEMENTS 06/2014 Allotment Disbursements Instructional Materials Technological Equipment Technology Services Copyright © Texas Education Agency 2014. All rights reserved.

27. 27 Instructional Materials Instructional Materials not available on the adopted list. Technology Services Contracted Services for technology. Training for providing access to technological equipment for instruction. Salary for providing technical support for use of technological equipment. Technology Computers eBook readers Mobile devices Interactive white boards IMA DISBURSEMENT Copyright © Texas Education Agency 2014. All rights reserved.

28. Instructional Materials Copyright © Texas Education Agency 2014. All rights reserved.

29. Used by districts to order instructional materials that are NOT State Board or Commissioner adopted. Exception: Districts can use funds if wanting to purchase individual components or specific packages that are not on the State bid lists of an adopted program. 1. From the District Start Page, click the Allotment Disbursement link. Click 1 Instructional Materials Disbursement

30. 2. The Allotment Disbursement Summary page is displayed. 3. Click Next link under the Transaction ID field. 3 Instructional Materials Disbursement Copyright © Texas Education Agency 2014. All rights reserved.

31. . Allotment Disbursement type Page is displayed. Select Instructional Materials option from the dropdown list and click OK button. 4 Instructional Materials Disbursement Copyright © Texas Education Agency 2014. All rights reserved.

32. 5 Instructional Materials Disbursement 5. Click the magnifying glass to select a disbursement category. Copyright © Texas Education Agency 2014. All rights reserved.

33. Once you click on the Disbursement Category, you will need to have the following information to fill in the requested fields: PublisherTitle ISBN# LanguageSubject Course Name Material TypeGrade level # of Students Copyright yr. Media Format TEKS % Quantity Unit Price Total Amount Instructional Materials Disbursement Copyright © Texas Education Agency 2014. All rights reserved.

34. 6. User can add additional Instructional Materials by clicking on the plus “+” sign to add another line. 6 Instructional Materials Disbursement Copyright © Texas Education Agency 2014. All rights reserved.

35. 7. Once the User enters all the required fields, user selects Save Work button. New transaction ID is generated, when the work is saved. 8. Once the user entry is complete, certify the transaction by clicking Certify & Submit button. 7 8 Instructional Materials Disbursement Copyright © Texas Education Agency 2014. All rights reserved.

36. 9. Certify Requisition page is displayed. Enter the phone number to certify the transaction and click OK button. 10. After clicking OK button, the Allotment Disbursement page is displayed again. User will select Go Back to Allotment Summary Page link. 9 Instructional Materials Disbursement Copyright © Texas Education Agency 2014. All rights reserved.

37. Technological Equipment Disbursement Copyright © Texas Education Agency 2014. All rights reserved.

38. The Technological Equipment Allotment Disbursement type transaction can be used by districts to order Technological Equipment that provides access to content. 1.To access Allotment Disbursement-Technological Equipment transaction, go to the District Start Page, click the Allotment Disbursement link Click 1 Technological Equipment Disbursement

39. 2.The Allotment Disbursement Summary page is displayed 3.Click Next link under the Transaction ID field 3 Technological Equipment Disbursement Copyright © Texas Education Agency 2014. All rights reserved.

40. 4. Allotment Disbursement type Page is displayed. Select Technological Equipment option from the dropdown list and click OK button. 4 Technological Equipment Disbursement Copyright © Texas Education Agency 2014. All rights reserved.

41. 5. Allotment Disbursement page for Technological Equipment is displayed 6. Select the appropriate Disbursement category by clicking the magnifying glass icon. 6 Technological Equipment Disbursement

42. INFORMATION YOU WILL NEED After you click on the Disbursement Category you will need to fill in the following information: Product Description Model Grade level Primary Use Manufacturer Name Assistive Technology-Y/N Quantity Unit Price Technological Equipment Disbursement Copyright © Texas Education Agency 2014. All rights reserved.

43. 7. User can add additional Technological Equipment by clicking on the plus “+” sign to add another line. 8. Once the User enters all the required fields, user selects Save Work button. New transaction ID is generated, when the work is saved. 7 8 Technological Equipment Disbursement

44. 9. Once the user entry is complete, certify the transaction by clicking Certify & Submit button. 9 Technological Equipment Disbursement Copyright © Texas Education Agency 2014. All rights reserved.

45. 10.Certify Requisition page is displayed. Enter the phone number to certify the transaction and click OK button. 11.After clicking OK button, the Allotment Disbursement page is displayed again, and user selects Go Back to Allotment Summary Page link. 10 Technological Equipment Disbursement Copyright © Texas Education Agency 2014. All rights reserved.

46. Technology Services Disbursement Copyright © Texas Education Agency 2014. All rights reserved.

47. Technology Services Disbursement Districts use the Technology Services Allotment Disbursement to pay for technology services rendered by the district. To access Allotment Disbursement-Technology Services transaction: 1. From the District Start Page, click the Allotment Disbursement link. Click 1 Technology Services Disbursement

48. 2. The Allotment Disbursement Summary page is displayed 3. Click Next link under the Transaction ID field. 3 Technology Services Disbursement Copyright © Texas Education Agency 2014. All rights reserved.

49. 4.Allotment Disbursement Type Page is displayed. Select Technology Services option from the dropdown list and click OK button. 5. Allotment Disbursement page for Technology Services is displayed. 4 Technology Services Disbursement Copyright © Texas Education Agency 2014. All rights reserved.

50. 6. Select the appropriate Disbursement category by clicking the magnifying glass icon. 6 Technology Services Disbursement Copyright © Texas Education Agency 2014. All rights reserved.

51. After you click on the Disbursement Category you will need to fill in the following information: Service DescriptionService Audience Quantity Unit Price Technology Services Disbursement Copyright © Texas Education Agency 2014. All rights reserved.

52. 7. Disbursement Lines box is displayed which allows the user to enter the data for the Technology Services to be ordered. 7 Technology Services Disbursement

53. 8.User can add additional Technology Services by clicking on the plus “+” sign to add another line. 9.Once the User enters all the required fields, user selects Save Work button. New transaction ID is generated, when the work is saved. 8 Technology Services Disbursement Copyright © Texas Education Agency 2014. All rights reserved.

54. 10.Once the user entry is complete, certify the transaction by clicking Certify & Submit button. 10 Technology Services Disbursement Copyright © Texas Education Agency 2014. All rights reserved.

55. 10. Certify Requisition page is displayed. Enter the phone number to certify the transaction and click OK button. 11. After clicking OK button, the Allotment Disbursement page is displayed again, and user selects Go Back to Allotment Summary Page link. 11 Technology Services Disbursement Copyright © Texas Education Agency 2014. All rights reserved.

56. Instructional Materials/Technological Equipment/Technology Services 1. From the District Start Page, click the Allotment Disbursement link. Click 1 Disbursement Summary Copyright © Texas Education Agency 2014. All rights reserved.

57. Instructional Materials/Technological Equipment/Technology Services 2. The Allotment Disbursement Summary page is displayed 3. Click on the Transaction ID link you would like to view. 3 Disbursement Summary Copyright © Texas Education Agency 2014. All rights reserved.

58. Instructional Materials/Technological Equipment/Technology Services 4. Under the View/Print Options is the option to View/Print Disbursement Summary 4 View/Print Disbursement Summary Disbursement Summary Copyright © Texas Education Agency 2014. All rights reserved.

59. A PDF copy of your completed transaction will open. This document can be sent to your finance, curriculum, and technology departments to await the funds. Instructional Materials/Technological Equipment/Technology Services Disbursement Summary Copyright © Texas Education Agency 2014. All rights reserved.

60. Disbursement funds come into the district through 410 revenue account 5829. In case there are unused funds left in the 410 account, for accounting purposes, these will roll forward to the next fiscal year. 410 Accounting Copyright © Texas Education Agency 2014. All rights reserved.

61. Allotment Inquiry and Reports In order for district's to obtain information regarding their allotment balance and transactions, the EMAT/EVI system provides both Allotment online inquiries and reports. 1. From the District Start Page, double-click the Allotment graph bar in the left center of the page. Allotment Inquiry and Reports

62. 2. The Allotment Summary Page displays. This page shows a summary of all transactions both pending and complete that affect a district's allotment balance. Allotment Inquiry and Reports Copyright © Texas Education Agency 2014. All rights reserved.

63. Please contact the Instructional Materials and Educational Technology Division at the Texas Education Agency Instructional.Materials@tea.state.tx.us or 512-463-9601 Instructional Materials & Educational Technology Division Website: http://www.tea.state.tx.us/index2.aspx?id=3373 http://www.tea.state.tx.us/index2.aspx?id=3373 Information and Questions Copyright © Texas Education Agency 2014. All rights reserved.