2011-12 DISTRICT END-OF-YEAR TEXTBOOK COLLECTION PROCEDURES

Each school will have a designated administrator in charge of textbooks, preferably an assistant principal (AP). The principal and the textbook AP are responsible for the implementation of the textbook collection steps listed below, with the exceptions of making the district-wide TeleParent call and creating the textbook charge list.

Textbook Collection Process:

  1. District makes all-district TeleParent call reminding parents that textbooks need to be turned-in at the end of the year. Schools make follow-up TeleParent calls giving specific collection dates.

  1. Schools will each have designated day(s) for collecting textbooks. Advertise the date(s) well in advance to all classes. Communicate to students what can happen if textbooks are not returned, or are damaged, and there are fines for missing and damaged textbooks. Consequences for not clearing textbook fees are detailed under “Textbook Consequences” on page 3.
  • Persons responsible – textbook AP, department chairpersons, teachers, designated clerical staff
  • Persons responsible – textbook AP, department chairpersons
  1. Textbook collection day(s) should be scheduled no later than the first day of regularly scheduled final exams. Assistant principals and department chairpersons do a visual check to see that textbooks have been collected.

  1. If a student transfers to another class during the year, the textbook from the previous class should be collected, and a textbook from the new class should be distributed; or, the book card/record (in database) is transferred to the new teacher. The student needs to bring the book back to the teacher who possesses the card/record associated with the textbook.
  • Persons responsible – department chairpersons, teachers

  1. When collecting textbooks, compare the number on the card/checkout list to the number on the textbook, on the inside of the cover or on the bottom of the book spine, of each student’s book. Make sure the numbers match. Students are to return textbooks that were specifically issued to them. (They should not be turning-in someone else’s textbooks!)
  • Persons responsible – department chairpersons, teachers

  1. *The District Campus administrative assistant, who orders textbooks (Judy Oceguera), will create a charge list by subject, title and ISBN number, and cost of each textbook.

  1. Check each book for damages, such as major pen markings, water damage, etc.
6.1 If there is damage to the textbook, then fill out a textbook charge slip. Follow the “TEXTBOOK CHARGES” guidelines on the next page to determine charges for damage. Refer to district charge list for textbook replacement costs.
  • Persons responsible – department chairpersons, teachers

*The district charge list will be available by June 1, 2012




TEXTBOOK CHARGES
Lost Textbooks
Students will pay full replacement price for lost textbooks.
Pricing Guidelines for Damages
Pages: Marks, writing, torn or missing
Barcode: Missing or damage
Edge: Marks, writing
Cover: Marks, writing, scratches
Cover: Bent, torn, missing
Lost book charges:
Unusable: Stained, mildewed, burned or destroyed
$1.00/ page
$5.00
$5.00
$5.00
$10.00
Replacement value of book
Replacement value of book
Classroom Library Book charges

Books less than $10.00 are fined at $10.00
Books more than $10.00 are fined at $20.00
Books more than $20.00 are fined at cost plus $5.00



  1. For students who have not returned their textbooks on the assigned day(s):Fill out a charge slip for the full price of the textbook. Have the student sign the charge slip, and then give him/her a copy. Attach the CHECK-OUT CARD to the CHARGE SLIP. If using an electronic database, such as Zangle, print the charge list and attach charge slips to the electronic list. Please make sure to use the student’s full legal name, and not a nickname. Add the student ID number on the top left hand corner of the charge slip. Submit charge slips/cards/lists to designated clerical staff. Teachers – Be sure to also maintain your own records.
  • Persons responsible – teachers, designated clerical staff










  1. When a student pays for a book, give student a copy of the cleared charge slip, and give any money collected for lost or damaged books to designated clerical staff in charge of collecting fines. If using an electronic database, be sure to clear the charge record, and/or mark the student charge record as paid in full.
  • Persons responsible – media tech and/or designated clerical staff

  1. The charge list for each department needs to be signed by department chairpersons, as part of teacher check-out. Department chairpersons sign-off on their teachers’ check-out form to verify that textbooks have been collected. Teachers certify that they have enough textbooks for the following school year, or they state how many are missing.
  • Persons responsible – teachers, department chairpersons, textbook AP, principal

  1. The process of notifying parents of outstanding textbook charges begins immediately following the designated textbook collection day(s). It is the school’s responsibility to track down and collect outstanding textbook charges.
  • Persons responsible – textbook AP, designated clerical staff

  1. Registration during the summer for fall 2012: Students with outstanding textbook charges are flagged, and pay outstanding charges or establish a payment plan, before completing registration/orientation process.
  • Persons responsible – principal, textbook AP, designated clerical staff

  1. Suggestion: Conduct quarterly book checks.




Textbook Consequences

Ed Code §48904 – Students are responsible for all textbooks issued to them by the school district. Textbooks must be returned in good condition, when the course is completed, or the student moves. Lost, stolen, or misplaced textbooks must be paid for by the student. The replacement cost will be refunded, if the textbook is found and returned later. The Education Code states that schools may withhold grades, diplomas, and transcripts from students with overdue library books or charges for lost textbooks, until these payments are made. Families who cannot pay may make arrangements with the school for a work contract.

7th Graders

1) Charges carry over to 8th grade.
2) *Students with outstanding charges will be placed on a payment plan or will clear the charges, before being allowed to complete registration for 8th grade.
3) Students will not be able to participate in extra-curricular activities (including team sports) until the charges are cleared.

8th Graders

1) Withhold promotion certificate, and can’t attend promotion party.
2) Charges are sent to high school, and carry over to 9th grade.
3) *Students with outstanding charges will be placed on a payment plan or clear the charges, before being allowed to complete registration for 9th grade.
4) Students will not be able to participate in extra-curricular activities (including team sports) until the charges are cleared.

9th – 11th Graders

1) Charges carry over to next grade.
2) *Students with outstanding charges will be placed on a payment plan or clear the charges, before being allowed complete registration for the next grade.
3) Students will not be able to participate in extra-curricular activities (including team sports) until the charges are cleared.

12th Graders

1) Diploma and transcripts are held, unless requested by an educational institution.
2) Students will not be able to participate in extra-curricular activities (including team sports) until the charges are cleared.
3) Students will not receive a cap and gown, as part of graduation clearance, until charges have been cleared.

*Students with significant economic hardship may be placed on a work study plan, on case by case basis.