Springfield Public Schools Textbook Policy Springfield School Committee Members: Honorable Mayor Domenic Sarno - Chairman Norman Roldan - Vice Chairperson Christopher Collins Barbara Gresham Denise Hurst Peter Murphy, Esq. Antonette Pepe Superintendent of Schools Dr. Alan J. Ingram 2 Table of Contents Title Introduction and Goals Page 4 Section 1- Review Process Textbook Adoption Process and Timelines 5 Adoption Cycle 6 Inventory Procedure • Input of the approved textbooks in the SPS District Textbook Inventory • Lost or damaged textbooks • Transferred/ Borrowed textbooks • Obsolete textbooks 7 Section 2-Textbook Responsibilities Textbook Transfer and Borrow Information 8 Teacher/Student In-School Responsibilities 8 Section 3-Textbook Management Identification of Obsolete and Discard Textbooks 10 Procedure for Disposing of Obsolete and Discarded Books 10 Appendices Section 1 Textbook Adoption Flow-Chart M.G.L. Chapter 44: Section 53 Section 2 Textbook Transfer/Borrow Form Teacher Edition /Guide Contract Student Textbook Contract Textbook Assignment Form Section 3 Massachusetts General Laws Acknowledgements 12 i -ii iii iv-v vi vii viii ix-xii xiii 3 Introduction The Springfield Public Schools (SPS) is committed to providing each student with an equitable education. This textbook policy is designed to ensure that all students will have access to the appropriate textbooks that will enrich their learning experience as we continue to work together to Raise the Bar and Close the Gap. Goals • To make informed decisions in selecting current textbooks that aligns with the Massachusetts Frameworks • An adoption cycle that ensures an equitable and fair process for the adoption of textbooks • A policy that provides a standard procedure for the identification and disposal of obsolete or discarded books and instructional materials • A standard procedure for textbook contracts • Develop and maintain a database of school textbooks • A standard procedure for the distribution and collection of textbooks and hold all stakeholders accountable • Clear accountability structure for all stakeholders, students, parents, school and district staff 4 Section 1-Review Process Textbook Adoption Process and Timeline MASSACHUSETTS GENERAL LAW: Chapter 71: Section 48. Textbooks and school supplies Section 48. The principal at each school, subject to the direction of the superintendent, shall, at the expense of the school district, purchase textbooks and other school supplies, and consistent with the district policy, shall loan them to the pupils attending such school free of charge. If instruction is given in the manual and domestic arts, the principal may so purchase and loan the necessary tools, implements and materials. The principal shall also, at like expense, procure such apparatus, reference books and other means of illustration, as may be needed. Said purchases shall be made in accordance with Chapter Thirty B and within the purchasing guidelines adopted by the municipality where such purchases are made if such guidelines exist. Textbook Adoption Process Purpose The purpose of the Textbook adoption process is to make informed decisions, selecting current textbooks that align with the Massachusetts Frameworks. The curriculum director, curriculum committee, and department chairs will identify and determine textbook needs: • The curriculum director will set up a textbook adoption committee to preview and select pilot book or series. (Principals will be invited to participate on the committee.) • After the pilot book or series is selected by the adoption committee, the curriculum director will invite school(s) to participate in a pilot of selected materials, and the textbook adoption committee will acquire selected materials from publishers. • The pilot period will be a minimum of one semester and a maximum of 1 academic year for the selected text. • The curriculum director will gather feedback from teacher(s) and the principal(s) of the school(s) piloting the book or series. • The curriculum director makes the final recommendation to the Assistant Superintendent for Academics. • The Assistant Superintendent for Academics submits the recommendation to the Superintendent. • The Superintendent submits the recommendation to the SPS School Committee for approval. * See Textbook Adoption Flowchart in the appendix page i-ii 5 Adoption Cycle Purpose The purpose of the Adoption Cycle is to establish an equitable and fair process for the adoption of textbooks. A needs assessment, driven by data, and dependent upon changes made to the Massachusetts Curriculum Framework(s) will determine which content area is reviewed within a 5 year cycle. Cycle • • • Year of Review Content Area Grade Level Art/Music/Theatre /Dance ELA ELA ESL Foreign Language Health Instructional Technology Math Science/ Technology Engineering Social Studies K-12 Elementary Secondary K-12 K-12 K-12 K-12 K-12 K-12 Purchase year FY K-12 Subjects in the table above are in alphabetical order. The cycle, year of review, and purchase year will be filled out yearly and based upon the needs assessment. Each year, allocated funds will be divided in two categories. Up to seventy-five percent of the allocated budget will go to the content area(s) named in the adoption cycle. The remaining twenty-five percent will support the on-going needs of the other content areas. The needs assessment will be done by the Academic Department to determine the textbook needs of the Springfield Public Schools and will take into account the Massachusetts Curriculum Framework revisions. Special Education and English Language Learner material reviews will be incorporated in the content area reviews. The Purchase of Textbooks Procedures 1. Check the District Textbook Inventory on the SPS intranet for approved textbook(s). 2. Information needed for ordering through MNUIS will be found on the District Textbook Inventory. 3. Order regular procedures through MUNIS. 4. If the desired textbook does not appear on the inventory list, contact the appropriate academic director/supervisor for further instruction. 6 Electronic Books It is the intention of SPS to eventually investigate the feasibility of purchasing Electronic books (E-Books) rather than standard text books. In the future, should E-Books be purchased they will need to adhere to all of the guidelines and standards that exist for regular textbooks. Before such E-book purchases will be approved, the school or department will be required to ensure that adequate technology exists to support such purchases. The same standard also applies to any curriculum programs that require computer or server support. Inventory Procedure Purpose The purpose of the SPS District Textbook Inventory is to have a current database of school textbooks. Procedures 1. The Academic Directors will ensure that the District Textbook Inventory list and pricing are current by March 1st of each year. 2. The Department Chairperson will annually update the SPS District Textbook Inventory. Preliminary inventory will be completed by April 15th with the final update at the end of the school year. 3. Principals or designees will collect the appropriate monies from students for lost, damaged, or destroyed books. The collection and retention of said monies will be done in accordance with district and state guidelines (see M.G.L Chapter 44 Section 53 in the appendix page iii). Said monies will be used to replace lost, damaged or destroyed books. Each school will be held responsible for replacing books that were not recovered at the end of the school year. 4. Each Principal or designee is ultimately responsible for the completion of the process of collecting all books at the end of the school year. (See textbook collection section 2 on page 9). 5. The principal or designee will update textbook data in the District Textbook Inventory on any textbooks that were transferred to or borrowed from the school during the academic year. The principal or designee will follow the same procedure when borrowed textbooks are returned. (See section 2 page 8) 6. The principal or designee will input any textbooks that have been identified as obsolete into the inventory. Obsolete textbooks will be discarded in accordance with section 3 page10 of this textbook policy. 7 Section 2-Textbook Responsibilities Textbook Transfer and Borrow Information Purpose To provide procedures to transfer textbooks, teacher resource materials and supplemental instructional materials between schools to ensure equitable access for all SPS students. Requests for Additional Textbooks 1. Teachers will request additional textbooks from the Academic Department Chairperson. 2. The Department Chairperson will determine if there are surplus textbooks in the building. If no textbooks are available, the Academic Department Chairperson will forward the additional textbook needs to the Principal. 3. The Principal will send the request to the appropriate Director/Supervisor to determine the location of available textbooks. If books are available, the receiving school will initiate the Textbook Transfer/Borrow Form (see Textbook Transfer/Borrow Form in the appendix page iv-v) and send it to the sending school. The sending school will complete the form and document which textbooks are being transferred. The Principal is the only member of the school staff who can authorize a transfer of books. 4. The sending and receiving schools must organize and agree upon the transfer method. (Pick up or send through inter-office mail.) 5. The sending and receiving principals should update their schools textbook inventory list. Teacher/Student in School Responsibility The Springfield Public Schools supplies each of its students with textbooks in order to support and enhance learning. Students are expected to use textbooks, care for them and return them in good condition. Students who destroy or do not return textbooks will not be allowed to participate in extra curricular activities until such time as the textbooks are returned or the Springfield Public Schools are reimbursed for any lost or damaged textbooks. Extra curricular activities are defined as, but not limited to: athletic activities, non-academic field trips, class day ceremonies, graduation ceremony, assemblies, dances, competitions, and clubs. Students who do not return books will not have report cards and transcripts mailed (Approved by the SPS school committee August 31, 2006). If a student loses or fails to return a book, the parent/guardian is responsible to reimburse the Springfield Public Schools for the replacement cost of the textbook. Replacement value shall be processed through the principal or designee of the school in which the book was originally assigned. Textbook Distribution 1. Department Chairperson issues teachers edition/guides to teachers before the first day of school. The Chairperson and the teacher will complete the Teacher Edition/Guide Contract Form (see appendix page vi). 8 2. Department Chairperson issues student books to teachers during the first week of school based on enrollment. 3. The teacher distributes books and completes the Textbook Assignment Form (see appendix page viii). The students will complete a Student Textbook Contract Form (see appendix page vii). Textbook Collection 1. The academic teacher will collect books as follows; • Elementary schools will collect books 4 days prior to the last day of school. • Middle Schools will collect books 4 days prior to the last day of school. • High Schools will collect books the day after the final exam. 2. The teacher will verify the return of each student textbook through the Textbook Assignment Form (see appendix page viii). Upon request, the teacher will issue a return textbook receipt to the student. 3. After completion of the textbook collection, the teacher will provide a copy of the Textbook Assignment Form to the Department Chairperson identifying the names of students who have not returned textbooks. 4. The Department Chairperson will compile information and send it the Principal. 5. The Department Chairperson will provide the Principal or designee a copy of the finalized missing book inventory spreadsheet. 6. The Principal will keep a record of the information and take appropriate action. Transfer Students 1. The teacher will follow the above steps for students who transfer to and from a school during the year. 2. Transfer students shall be held responsible for returning all textbook(s) to the departing school. If the textbooks are not returned or paid for, the receiving school will follow the SPS Textbook Policy as outlined above. 9 Section 3-Textbook Management Identification and Procedure for Obsolete and Discarded Textbooks Purpose To provide a standard procedure for the identification and disposal of obsolete or discarded textbooks and instructional materials. All property purchased through District approved budgets, school funds, or donations remain the exclusive property of the District. As such, these items shall not be resold by any employee without the permission of the Superintendent or designee. The objective is to obtain maximum utilization or recovery of cash when assets are no longer required for their original purpose. The disposal method chosen should be the one which results in the best overall benefit to the District. • • • • • Identification of Obsolete Textbooks Outdated books are identified by the copyright year and are determined by current curriculum framework standards. The current textbooks are listed on the SPS Textbook Inventory. a. Not on approved and/or department inventory lists Poor physical shape a. Film or paper brittle b. Covers faded c. Pages yellowed or torn d. Book covers scratched or warped e. Bindings ragged Poor format a. Small print b. Poor quality pictures Poor content a. Out of date material but never classics such as Macbeth, Tom Sawyer, Fences, except when a more attractive format is available b. Items such as poetry anthologies included in currently used lessons c. Inaccurate information Inappropriate for the specific grade level a. Neither circulated nor used for reference b. Interest or reading level inappropriate for students e. Change in district curricula and/or age group served Procedure for Disposal of Obsolete Textbooks All textbooks and other assets are the sole property of the Springfield Public Schools. 1. School or Administrative staff is not permitted to dispose of school property, except as authorized in accordance with this procedure. 10 2. The Principal should provide the Assistant Superintendent for Academics with a complete written description of any textbooks considered obsolete. Textbooks are to be held at the location until further notice. 3. The method of disposal used on particular textbooks or other assets should result in the best overall benefit to the Springfield Public Schools. Methods of disposal must be approved by the Assistant Superintendent for Academics and will be done consistent with state and city ordnance. The approved methods of disposal include (but are not limited to) the following: • Donate to a non-profit organization or relief fund at no cost to the District • Return to the supplier for trade-in or credit • Sell by public quotation to the highest bidder • Sell by co-operative public auction with other public agencies • Sell to a used book dealer through RFP • Recycle * See city ordinance: Title 4, Revenue and Finance, Chapter 4.04, Department of Purchase and Mass General Law Chapter 30B, Sec 15 on appendix page 11 and 12 11 Appendices 12 ii PART I. ADMINISTRATION OF THE GOVERNMENT TITLE VII. CITIES, TOWNS AND DISTRICTS CHAPTER 44. MUNICIPAL FINANCE MISCELLANEOUS PROVISIONS Chapter 44: Section 53. City, town or district funds; use and disposition Section 53. All moneys received by any city, town or district officer or department, except as otherwise provided by special acts and except fees provided for by statute, shall be paid by such officers or department upon their receipt into the city, town or district treasury. Any sums so paid into the city, town or district treasury shall not later be used by such officer or department without specific appropriation thereof; provided, however, that (1) sums allotted by the commonwealth or a county to cities or towns for highway purposes and sums allotted by the commonwealth to cities, towns or districts for water pollution control purposes shall be available there for without specific appropriation, but shall be used only for the purposes for which the allotment is made or to meet temporary loans issued in anticipation of such allotment as provided in section six or six A, (2) sums not in excess of twenty thousand dollars recovered under the terms of fire or physical damage insurance policy and sums not in excess of twenty thousand dollars received in restitution for damage done to such city, town or district property may be used by the officer or department having control of the city, town or district property for the restoration or replacement of such property without specific appropriation and (3) sums recovered from pupils in the public schools for loss of school books or paid by pupils for materials used in the industrial arts projects may be used by the school committee for the replacement of such books or materials without specific appropriation. iii Springfield Public Schools Textbook Transfer/Borrow Form Transferred From: Transferred To: School Name and Address: School Name and Address: Textbook Information: Subject: Book Title: Publisher: ISBN Number: Copyright Date: Lead Author: Teacher Quantity Student Quantity: Book Type: Teacher Textbooks: Hardback or Softback (circle one) Teacher Supplemental Kits: Transfer Type: Permanent or Temporary Transfer (circle one) If temporary, list return date. Principal’s Signature: _________________________________Date_____________________ (School Sending Textbooks) Principal’s Signature: _________________________________Date_____________________ (School Receiving Textbooks) iv Textbook Transfer/Borrow Form Definition of Terms 1. Subject: Use the name of the academic department that is using the textbook. 2. Publisher: Enter the publisher’s name as it appears on the title page. Do not include the address. 3. ISBN Number: The International Standard Number (ISBN) is listed as a means to specifically identify a book by publisher, copyright, and /or title. 4. Copyright Date: The year the textbook was published. 5. Lead Author: Enter the author’s last name first, and then enter the first name or initials. If co-authored, enter lead author’s last name first, followed by the last name(s) of any other authors. 6. Book Title: Enter the title of the textbook in actual sequence as it appears on the cover or title page. Include all words in the title. If the edition is not the first edition, enter the correct up-dated edition number. 7. Teacher Quantity: Enter the number of teacher textbooks and enter the number of teacher supplemental kits. 8. Student Quantity: Enter the number of student textbooks and enter the number of student supplemental kits. 9. Book Type: Circle the appropriate title. 10. Transfer Type: Circle the appropriate title. If the textbooks are to be returned to the sending school the principal must put the return date in the box. v Springfield Public Schools Teacher Edition/ Guide Contract Teacher Name (Print) _______________________Date _________________ Homeroom_________________ Course(s)__________________________ I hereby agree to use the following Teacher Guide(s) with proper care and to return them in satisfactory condition or pay for them (replacement cost). See page 10 of the Textbook Policy. Title of Teacher Edition Textbook Barcode number number Condition Date Date Condition issued returned returned I have read and fully understand the above information: Teacher’s Signature ______________________________Date ____________ Teacher’s Signature (returning) __________________________ Date___ vi Springfield Public Schools Student Textbook Contract Student Textbook Contract Name (Print) _________________________Date ______________________ Address ________________________Homeroom_________________ Teacher ________________________ Course____________________ I hereby agree to use the following textbook(s) with proper care and to return them in satisfactory condition or pay for them (replacement costs). See page 10 of the Textbook Policy. Title of Textbook Textbook number Barcode Condition Date number Issued Date Condition Returned Returned I have read and fully understand the above information: Student’s Signature ______________________________ Date____________ Student’s Signature (returned) _______________________Date__________ vii Springfield Public Schools Textbook Assignment Form Name of Student Name of Textbook Condition of Textbook Date Received Date Returned 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 viii Massachusetts General Laws CHAPTER 71, PUBLIC SCHOOLS Section 49: Purchase of textbooks by pupils Pupils in the public schools may, if the committee so votes, purchase from the town, under such regulations as the committee may prescribe, any textbooks which are to be, or have been, used by them in such schools. Section 50: Change of school books A change may be made in the school books used in the public schools by a vote of two thirds of the whole school committee at a meeting thereof, notice of such intended change having been given at a previous meeting. CHAPTER 30B: UNIFORM PROCUREMENTS Section 7: Sole source procurements (a) A procurement officer may award a contract in an amount of less then $25,000 or any contract for the procurement of library books, school textbooks, educational programs, educational courses, educational curricula in any media including educational software, newspaper, serials, periodicals, audiovisual materials or software maintenance without competition when, after reasonable investigation, the procurement officer determines in writing that only one practicable source for the required supply or service exists. The procurement officer shall procure a proprietary item by competition if more than one potential bidder or offeror for that item exists. (b) The procurement officer shall record all sole source procurements, specifying each contractor’s name, the amount and type of each contract, a listing of supplies or services procured under each contract, and the basis of the determination that the contractor was the only practicable source for the required supply or service. (c) A procurement officer may procure without competition water, gas, electricity, sewer or telephone services from a regulated industry company as defined in section three of chapter twenty-five if the procurement officer certifies in writing that only one practicable source exists. ix CITY ORDINANCE: Title 4 Revenue And Finance Chapter 4.04 Department Of Purchase 4.04.160 Obsolete, surplus and scrap materials--Inventories and reports--Transfers--Sales. A. It shall be the duty of the department of purchase or its authorized agent whenever any property belonging to the city, except real estate, has become obsolete, disused, worn out or scrapped to take charge and control of such property and to keep an inventory of all such items. B. All responsible administrative heads of each department and board in connection with the city shall furnish to the department of purchase, at such times and in such form as the purchasing agent prescribes, reports of all materials, supplies or equipment which are no longer used or which have become obsolete, worn out or scrapped. C. In the event any of such material, equipment or supplies can be used by any other municipal department, the department of purchase is authorized to make such material or equipment available for use in that department by transfer with proper notification to the city auditor. D. In the event that the material or equipment, because of its condition, can no longer be used for municipal purposes, the department of purchase is authorized to trade the same in for new equipment or to sell or dispose of the same at private or public sale as provided in this chapter. E. The chief procurement officer shall dispose of tangible supply having a value of more than five hundred dollars ($500), and no longer useful to the city but having resale or salvage value, through competitive sealed bids, public auction, or established markets. Notices of sale by bid or auction shall conform with the procedures set forth in section 4.04.100 (B). F. For supply with an estimated net value of less than five hundred dollars ($500), the chief procurement officer shall dispose of such supply by selling such supply to the highest responsible offers obtainable; provided, however, that a list of the material or equipment to be sold in this manner is posted in the office of the department of purchase. Unless otherwise prohibited by law, the supply may also be donated to a charitable organization which has received tax exempt status from the United States by reason of its charitable nature, upon a majority vote of the City Council. G. The proceeds of all sales under this section shall be paid into the hands of the city collector. H. The chief procurement officer shall before disposing of any surplus, obsolete or scraped supplies, materials or equipment (as defined in paragraphs E and F above) determine the value of the surplus, obsolete or scraped supplies, materials or equipment and make a x written assessment of the current or future needs for the said supplies, materials or equipment. The chief procurement officer may, in his sole discretion, determine the value of the surplus, obsolete or scraped supplies, materials or equipment by hiring one or two certified appraisers or by using procedures customarily accepted by the appraising profession. I. No mayor, city councilor, department head or other city official shall sell or otherwise dispose of any surplus, obsolete or scraped supplies, materials or equipment within ninety (90) days of the expiration of his or his term or retirement without following the procedures outlined in this section. The city council shall have the right to review the sale or disposal of any surplus, obsolete or scraped supplies, materials or equipment with a value of five hundred dollars ($500.00) or more. Any surplus, obsolete or scraped supplies , materials and equipment sold or disposed of with out following the procedures outlined in this section shall be declared null and void and a violation of G.L. chapter 30B, section 17. J. Before disposing of any surplus, property the chief procurement officer shall request the Springfield historical commission to conduct an inventory or survey of the surplus obsolete or scraped supplies, materials or equipment to determine if the said properties have historical value. The Springfield historical commission shall add preservation restrictions where applicable and issue a report to the mayor and city council prior to the sale of any historically significant properties. (Prior code §2-167) (as amended 03/26/1990; 11/26/1990) Chapter 30B, sec. 15: PART I ADMINISTRATION OF THE GOVERNMENT TITLE III LAWS RELATING TO STATE OFFICERS Chapter 30B Uniform Procurement Act § 15. Disposal of Excess Supplies; Procedures. (a) A governmental body shall dispose of a tangible supply, no longer useful to the governmental body but having resale or salvage value, in accordance with this section. This section does not apply to the disposal of real property. (b) The governmental body shall offer such supply through competitive sealed bids, public auction, or established markets. (c) Notice of sale by bid or auction shall conform with the procedures set forth in paragraph (c) of section five. The notice shall indicate the supply offered for sale, designate the location and method for inspection of such supply, state the terms and conditions of sale including the place, date and time for the bid opening or auction, and state that the governmental body retains the right to reject any and all bids. (d) If the governmental body rejects the bid of the highest responsive bidder, the governmental body may: (1) negotiate a sale of such supply so long as the negotiated sale price is higher than the bid price; or xi (2) resolicit bids. (e) A procurement officer may trade-in a supply listed for trade-in in the invitation for bids or request for proposals. (f) For a supply with an estimated net value of less than $5,000, the procurement officer shall dispose of such supply using written procedures approved by the governmental body. (g) Notwithstanding any other requirement of this section, a governmental body may by majority vote, unless otherwise prohibited by law, dispose of a tangible supply no longer useful to the governmental body but having resale or salvage value, at less than the fair market value to a charitable organization which has received a tax exemption from the United States by reason of its charitable nature. Adopted: March 18, 2010 REFERENCE: IJJ; IJICB; DN; JQ xii Acknowledgements: Committee Members-Lydia Martinez and Deanna Suomala-co chairs, Victoria Gruneiro, Kathleen O’ Sullivan, Dr. Carmen Felix-Fournier, Craig Wisniewski, Barbara Jazab, Janine Lapan, Dr. Deborah Gendreau, and Nancy Retchin. Academic Department- Dr. Ann Southworth, Dr. Linda Abbott, Ronald St. Amand, Rosemary Kalloch, Julie Jaron, Colleen Walsh, Ann Ferriter, Judy Alexander, Stefania Raschilla, Sylvia Galvan, Joshua Bogin, Kate Fenton, Yolanda Johnson, Sonia Dinnall, Kathe Harbour, Carmen Felix-Fournier, Gladys Franco, and Valerie Annear. Instructional Leadership Team- Daniel Warwick, Ellen Hurley, Veta Daley, Willette Johnson, Maryanne Morris, Dr. Denise Pagan-Vega, Donna Boivin, Timothy Collins, and Nancy Deprosse. Teachers- Renee Lodi, Martha Manzi, Ruth Chappel, Louise Breton, Gerald Saunders, Elizabeth Walsh, Joette St. George, Marilyn Gitlen, Susan Dawn Fontaine, Mary Lou Crowley, Frank Spina, Uma Palreaddy, Don Mason, Paul Terelsen, Burt Freedman, Jim Murawski, Patricia Kasulinous, Jenni Manfredi, Dave Powell, Michele Partyka, Paul Benetti, Keith Wright, Rick Bontempo, Michael MacFadden, Maureen Moynihan, Jonas Lapointe Thank you to the teachers who contributed through the website during the review period. PrincipalsThank you to the principals who contributed via email and a special thank you to the principal advisory committee. xiii
© Copyright 2025 Paperzz