Instructional Materials and Student Records 4309 Warrior Drive,
Bldg. C McAllen, TX 78501
Slide 2
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.
Slide 3
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: www.pearsonrealize.comwww.pearsonrealize.com
Grades 6 - 8: STEMscopes 2.0 Online:
aceleratelearning.comaceleratelearning.com Biology: Pearson Biology
Online: www.pearsonrealize.comwww.pearsonrealize.com 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
Slide 4
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
Slide 5
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. )
Slide 6
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 5s (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
Slide 7
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.
Slide 8
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
Slide 9
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 https://txapps.texas.gov Social Security Cards =
Social Security Administration www.socialsecurity.gov GED = TEA GED
Unit http://www.tea.state.tx.us 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.
Slide 10
Required Minimum Storage Conditions for Permanent Records Texas
Administrative Code Title 13, Section 7.164 (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.
Slide 11
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)
Slide 12
Storage and Disposal Boxes 10 x 12 x 15 Storage efficiency Easy
access Reduce risk of injury Protects records
Slide 13
Department records stored at West-side Stadium secured by MISD
PD. - Contact Chief Esquivels office Business & Payroll records
stored at Central Warehouse. Access to Stored Department
Records
Slide 14
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) 316-0500 Lone Star Shredding &
Document Storage 1970 West Expressway 83 Mercedes, TX (956)
564-1045 Records Consultants, Inc. 12829 Wetmore Road San Antonio,
TX 78247 (877) 363-4127 Toll-Free
