ADMINISTRATIVE PROCEDURE
Type of
Procedure: Instructional/Student Services Procedure No: D‑5
Title: Selection and Implementation of Policy No.: 4.11
Instructional Materials
Authority: 1001.41, F.S. Date Issued:
Revised:
State Board Rule: _________________________
____________________________________________________________________________
Purpose:
To establish procedures to be followed by all employees for the selection, implementation and use of instructional materials. Specifically, this includes all forms of instructional materials (commercial and/or locally produced), activities and events conducted for the purpose of being instructional, and any other activity using instructional media in the name of Leon County Schools.
Procedures:
1. Definition, Categories and Selection Criteria
a. Definition
of Instructional Materials.
b. The School Board through these procedures further defines instructional materials to include:
i) All “state adopted” resources regardless of their physical label or description.
ii) Any other instructional material that meets the unique criteria stated in each of the following.
(1) Print Resources ‑ Books (including library books), paperbacks, pamphlets, sets, collections, workbooks, etc. Furniture / display boxes/ racks etc. to house these items are equipment and do not qualify.
(2) Non‑Print Resources ‑ Audio recordings, such as CDs, digital downloads, etc. video recordings such as DVDs, digital downloads, transparencies, programmed instruction resources, etc.
(3) Tests ‑ If the test itself is to be used for the evaluation and placement of students, it can be considered instructional material. Accessories to the test, e.g. files, charts, easels, software which all might be used in the management and implementation of the test are not considered instructional materials.
(4) Equipment ‑ No equipment can be purchased with instructional materials dollars. Equipment is defined as a mechanical or electronic device that costs more than $50 and which should be placed on the fixed asset inventory of the school. Examples of equipment include: computers and all peripherals, projectors, cameras, video and audio recording and playback devices, laminators, etc.
(5) Manipulatives ‑ Depending on the instructional intent and application, these type items may be considered equipment or instructional materials. A manipulative can be considered an instructional material if it has an instructional purpose which must appear on the purchase order as part of the item description has a unit cost of less than $50. Examples include jump ropes (physical coordination), balls (large motor skill development), hand puppets (literature and verbal communication development or role playing), dolls (socialization skills and role playing), bingo (number recognition skills), etc.
(6) Software ‑ Software used in the actual instruction of students or used to instruct students in the use of software is instructional material. If it is for the teacher to be able to create instructional handouts or publish newsletters to parents, it is not considered an instructional material. Examples of software not included in the category of instructional material include Library/Media Management Systems, electronic grade books, scheduling programs, etc.
(7) Other ‑ Instructional materials may also include but not be limited to field trips, speakers supplementary resources, events and activities used to instruct students.
c. Instructional materials fall into the following categories:
i) Core Instructional Materials - Instructional materials, regardless of format, designed to be used as the dominant instructional tool in a given course or program of study. This includes state, district, and/or school adopted textbooks and other resources.
ii) Supplementary Materials - All forms of instructional materials which enhance the instructional program but are not core texts/core material(s).
iii) Library/Media
Center Materials - All instructional, informational, and recreational resources
acquired and circulated by school media
centers, the
iv) Other
Instructional Resources ‑ All
forms of instructional media that have been mentioned and implied that are
available from sources not directly within the purview of the school
district. These may include but not be
limited to the public library, state library,
v) Internet and Telecommunications Resources ‑ The use of these resources is stipulated in School Board Policy 8.05. Not withstanding the guidelines in policy 8.05, the selection for instructional use of these type instructional resources should conform to the procedures set forth for policy 4.11.
d. Selection Criteria ‑ All instructional materials for use in Leon County Schools shall be selected based on the following:
i) The District's mission, goals and priorities.
ii) The district curriculum including state standards, curriculum frameworks, benchmarks and other instructional criteria as may be prescribed by the State Florida Legislature, Florida Department of Education and School Board.
iii) The
accuracy, validity, authenticity and authority of the material’s content as compared
to other currently available materials
iv) Appropriateness of the content and format of the material for the intended audience. Schools shall use as a guide the current motion picture and television rating systems in this selection. G and TV‑Y in Elementary Schools; G, PG, TV‑Y. TV‑Y7and TV‑G in Middle Schools; G, PG, PG13, TV‑Y, TV‑Y7, TV‑G and TV‑PG in High Schools. Resources with other ratings or without an assigned rating are not prohibited from classroom use but the teacher must prepare a written evaluation including presentation procedures and relevance and it must be approved by the principal. Parents must also be notified.
v) Published library/media center professional evaluations and reviews.
vi) Sequencing of concepts within the material.
vii) The overall physical quality and durability of the material.
viii) The availability of support or supplementary materials and/or resources.
ix) Direct application to the teaching activity and course of instruction.
x) Materials of a sensitive nature are not
automatically disqualified from selection and use. This includes:
(1) Materials
that present basic information regarding religions, philosophies, or ideologies
(2) The reference to sexual matters does not automatically disqualify any material from selection and use. Selection should be based upon factual content and applicability to the curriculum. No resources containing hard‑core pornography or materials otherwise prohibited by Section 847.012, Florida Statutes, shall be used.
(3) The use of profanity, ethnic and racial comments does not automatically disqualify any material from selection and use. Selection should be based upon realistic portrayal, have literary value, and instructional purpose, and applicability to the lesson and course of instruction.
(4) The occurrence of violence does not automatically disqualify any material from selection and use. Selection should be based upon realistic portrayal, have literary value, and instructional purpose, and applicability to the lesson and course of instruction.
e. Copyright
Law. All materials used for
instructional activities or by way of public school sponsorship with students
shall comply with all aspects of the Federal Copyright Law and current
"fair use guidelines." No
exception will be allowed without appropriate written permission from the
copyright holder.
2. Awareness,
Enforcement, Consequences
a. All teachers, administrators, and instructional staff responsible for selecting instructional resources are required to follow all selection criteria and procedures prescribed by the Leon County School Board. This shall include, but not be limited to, these and other procedures which may be adopted to guide professionals and staff in the selection of instructional resources.
b. The district is responsible for providing awareness training to all staff on the current selection policy and procedures, applicable issues pertaining to the Federal Copyright Law and other considerations as prescribed by the Leon County School Board.
c. The principal or their designee shall be responsible for:
i) Making sure that the current district selection policy and procedures are part of their school's printed handbook for teachers;
ii) Notifying applicable staff of changes and modifications of the policy and procedures; and
iii) Informing, monitoring and enforcing the district's policies for selection and use of instructional materials (Policies 4.11-Instructional Materials and 8.05-Telecommunications Use).
d. It is the responsibility of all employees to adhere to these established policies and procedures in the performance of their assigned duties.
e. Consequences for violation of these policies (4.11 and 8.05) will be handled and applied according to prescribed School Board policies and procedures.
3. Instructional
Materials Review Committees
a. District Instructional Materials Selection and Implementation. The process of district level evaluation, selection and management of instructional materials resources is the responsibility of the Assistant Superintendent for the Division of Teaching and Learning and/or their designee.
b. The Assistant Superintend for the Division of Teaching and Learning or their designee shall establish and facilitate district level review committees; receive, distribute, and monitor all fiscal resources from state and school district level funds for the acquisition of instructional materials (textbooks); and provide procedures and guidelines for schools pertaining to the ordering, processing, inventory and disposal of instructional materials (textbook) resources.
c. Each
school year, the Assistant Superintendent for the Division of Teaching and
Learning, The director in charge of Educational Media , Lead Principals and
appropriate curriculum developers will consider and recommend which subject
areas will have district wide review committees to evaluate and recommend core
textbooks and other instructional materials to facilitate classroom
instruction. The subjects shall
correspond to the State of
d. The District Level Subject Areas Review Committees will have the responsibility to study, evaluate, and recommend core instructional textbooks and materials for their appointed subject area. All schools are encouraged to participate in this process and follow the final recommendations of the committee. Principals will nominate their school's representative for each subject area committee. The makeup of each committee will include representation by teachers from the subject area for which the committee is formed, representation by one or more school administrators, and two lay persons. Preference will be given to lay persons with children in the Leon County Schools.
i) Each subject area review committee shall:
(1) Follow established procedures for all aspects of the preview, evaluation, and selection of instructional materials.
(2) Evaluate materials on the basis of selection criteria as specified in this administrative procedure and any other criteria as might be specified by committee action.
(3) Conduct evaluations in an impartial and open forum allowing interaction and sharing of ideas between schools, the community and publisher representatives.
(4) Make a final recommendation to the Assistant Superintendent for the Division of Teaching and Learning based on their findings and consensus opinion.
4. School
wide and/or Departments Review Committees
a. These committees will evaluate instructional materials to be used on a school wide basis which have not been previously reviewed and recommended by a district level committee. These materials will be evaluated on the basis of selection criteria as specified in the administrative procedure and other criteria deemed appropriate for their specific school and community.
b. Make‑up of the committee will be a majority of classroom teachers currently assigned to teach the subjects in which these materials will be used, administrative representation, and lay representation. Preference will be given to lay persons with children in the Leon County Schools.
c. A
written record to document the school's review process should be kept of all
committee activities, their actions, and written evaluations of instructional
materials. This documentation shall be
kept for a period of six (6) years or for as long as the material(s) are used
at that school site.
5. Individual
Teacher Selection of Instructional Materials.
Teachers will evaluate all other supplementary instructional materials
which they use with their students. These materials must be evaluated on the
basis of selection criteria as specified in this administrative procedure as
well as other school criteria which may have been deemed appropriate for their
specific school and community.
6. Duties
of the Principal in Managing Instructional Materials (Textbook) Resources. ‑ Each building level principal or their
designee will be responsible for establishing procedures to insure that the
following functions and services are available in their school community:
a. Maintain a written record of all school wide and/or departmental committees, their actions, and evaluations of instructional material(s), for a period of six (6) years or for as long as the material(s) are used at that school site.
b. Accurately monitor their budget allocation for the purchase of instructional materials (textbook) resources according to guidelines as prescribed by state law and district procedures.
c. Proper use of instructional materials. Assure that instructional materials are used to provide instruction to students enrolled at the grade level or levels for which the materials are designed, pursuant to policies of the school board and related administrative procedures.
d. Solicitation and Submission of Comments. Provide the instructional staff with the opportunity to offer annual written comments concerning instructional materials in use in the school and submit all such comments to the Assistant Superintendent for the Division of Teaching and Learning or their designee.
e.
f. Disposition of Funds. All money collected from the sale, exchange, loss, or damage of state adopted instructional materials shall be transmitted to the Assistant Superintend for the Division of Teaching and Learning or their designee or their designees to be deposited in the district/school fund and added to the district appropriation for instructional materials. An amount equal to monies collected and submitted by schools will be added to that school's individual allocation for future purchases.
g. Care and Accounting. Ensure that all books issued to the school, either to students or in storage, are cared for properly; and are accounted for in accordance with procedures provided by the Assistant Superintend for the Division of Teaching and Learning or their designee.
h. Records
and Reports. Prepare and transmit such
textbook records and reports as may be required by state law and district
procedures.
7. Lost
or Damaged Instructional Materials Resources
a. Textbooks used by students and not returned at the end of the semester or the end of the school year will be billed to the student or the student’s parent(s) or legal guardian(s).
b. Students shall be required to pay for textbooks lost during the course of the year, at the current replacement cost plus a 10% handling and processing fee.
c. Textbooks assigned to students which have been damaged will be assessed for the extent of the damage and a cost determined that is proportionate to the current age of the material, period of remaining usefulness to the school, and other factors deemed appropriate by the school principal and/or district practice. Cost is subject to a 10% handling and processing fee.
d. No
student will be denied access to the use of instructional materials because of
lost and/or damaged materials which have not been paid. However, access can be restricted to school
use only or other arrangement(s) deemed appropriate by the school administrator
and/or district practice.
8. Soliciting
Contributions for Instructional Materials
a. Each school requesting reimbursement contribution for instructional materials, supplies or activities must do so in school letterhead sent over the principal’s signature. The specific materials, supplies or activities that contributions will purchase must be identified in this letter.
b. Contributions shall only be requested for materials, supplies and activities that are supplementary and not part of the established curriculum.
c. For materials, supplies or activities that are purchased with contributions and are used during class instruction time, the school will be responsible for ensuring that every student in the class has equal access to comparable materials, supplies or activities.
d. Schools
will send copies of all requests for contributions to their respective
Director.
9. School
Library/Media and District Media Center Resources ‑ The District Media
Center shall follow all procedures outlined for school library/media specialist
with appropriate staff designated by the Assistant Superintend for the Division
of Teaching and Learning or their designee.
a. The
responsibility for the selection of school library/media center resources is
delegated to the school media specialist, with final approval of acquisitions,
including donations, by the school principal.
b. The
media specialist at each school or site shall adhere to the district selection criteria
as specified in this procedure.
c. The
media specialist shall solicit recommendations from teachers and students. Such
recommendations shall be presented for school level acquisition.
d. As
a part of the selection process, Form A and Form B of this procedure may be
used for the evaluation of library/media center resources being considered for
acquisition.
e. All
materials will be evaluated on the basis of selection criteria as specified in
this administrative procedure.
f.
Appropriate professional library/media center selection
aids will be used in the selection process.
The school media specialist shall maintain all written documentation
used in the selection of resources for a period of six (6) years or for as long
as the material is in use at that school site.
10. Lost or
Damaged Library/Media Center Resources.
Materials that are loaned to a student or other approved individual from
the library/media center, and not returned on request, shall result in that
student or individual being unable to borrow other materials from any
library/media center in the school district.
This shall be the case until such time the borrowed materials have been
returned or payment for them has been made.
Students shall be allowed to use resources while in the media
center. The principal at their
discretion can waive the requirement to pay for lost or damaged library/media
center resources, if there are extenuating circumstances. Withholding report cards until resources are
returned or paid for is not permitted.
a. Schools may use strategies such as requiring the parent(s) and/or legal guardian(s) of the student to meet with the school principal to receive their report card. During that meeting, both parties can arrive at a solution for the missing resources.
b. Each school shall develop a written plan for the recovery of lost or damaged materials. This plan shall include notification procedures, appropriate methods for the reimbursement of costs for lost or damaged resources, notification of transfer and feeder schools, appropriate recordkeeping, and other actions as deemed appropriate for the school community.
c. Lost library/media center resources must be reimbursed at the current replacement cost plus 20% for handling, preparation and processing.
d. If
the value of lost or overdue materials loaned to a student or individual is in
excess of $250.00, the principal shall determine whether the situation should
be referred to the Assistant Superintend for the Division of Teaching and
Learning or their designee for civil action.
11. Review Procedures
for the Non-Selection of Materials
a. When
donated materials are not added to the media center collection and the donor
objects, the non-selected material will be referred to the principal of the
school. The material in question shall not be added to the collection or
discarded until the matter is resolved.
b. The
principal or his/her designee shall record the objection and provide an explanation
to the person donating the material.
c. If
the explanation fails to resolve the objection, the principal shall notify the
person of their right to appeal the decision by submitting the completed Form D,
Request for Review of Non-selected Materials
form.
d. The
Superintendent’s designee will be notified that an objection exists and has
moved to the stage of filing a formal written objection.
e. The
completed form shall be presented to the principal. A formal discussion will be held with the
person objecting, the principal and the school personnel involved. A written summary of this discussion shall be
attached to the form and retained by the school for future reference. If the person objecting is satisfied, no
further action is required.
f.
If the person making the objection is still not
satisfied, the principal shall transmit the written objection and discussion
summary to the Superintendent’s designee for district committee review.
g. The
Superintendent’s designee shall inform the Superintendent and the staff who
will be responsible for facilitating the review committee.
h. The
Superintendent’s designee shall appoint members of a review committee and call
a meeting.
i.
The Review Committee:
i)
The review committee shall include two teachers, one
administrator, and two citizens who are members of the Parent/Teacher
Organization, or District Advisory Council or Site Councils, or active
volunteers from schools other than that to which the objection was addressed.
ii) All
meetings may be attended by all interested parties.
iii) The
committee shall receive verbal presentations representing all views on the
issues forming the objection. This shall
include the complainant’s and other representatives’ views.
iv) The
committee shall decide on procedures to collect or receive input.
v) The
review committee shall evaluate the material(s), in light of the district's
established selection criteria as presented in this administrative procedure,
the verbal presentations, and the concerns expressed by the person making the
objection.
vi) All
issues that reach the district review level should be disposed of within thirty
calendar days from receipt of the written complaint by the Superintendent or
designee.
vii) The
Review Committee shall report its findings and recommendation to the Superintendent’s
designee.
viii) The Superintendent
‘s designee shall:
(1) Submit
the report and recommendation of the review committee to the Superintendent.
(2) Notify
the appropriate school district staff and school principal where the objection
originated of the committee's recommendation.
(3) Notify,
in writing, the person making the objection of the final recommendation of the
committee.
(4) If
the person making the objection is not satisfied with the recommendation, an
appeal may be made to the School Board through the Superintendent.
(5) Materials
which have been questioned can only be included in the media center collection
and/or used in the school district by the recommendation of the review
committee or School Board action.
12. Review Procedures for Questioned Instructional Materials.
a. When the suitability of any instructional material is questioned, the objection shall be referred to the principal of the school at which the material is located. The material in question shall be kept in circulation or use until a final determination is made.
b. The principal or their designee shall record the objection and provide an explanation to the person objecting to the purpose for which the material(s) is purchased and how it is used.
c. If the explanation fails to resolve the objection, a formal objection shall be presented in writing, using the Request for Review of Questioned Instructional Materials form (Form C).
d. The Assistant Superintendent for School Management, the Assistant Superintendent for Teaching and Learning and the director in charge of Educational Media will all be notified by phone that an objection exists and has moved to the stage of filing a formal written objection.
e. The completed form shall be presented to the principal. A formal discussion will be held with the person objecting, the principal and the school personnel involved with the selection and use of the questioned material. A written summary of this discussion shall be attached to the form and retained by the school for future reference. If the person objecting is satisfied, no further action is required.
f. If the person making the objection is still not satisfied, the principal shall transmit the written objection and discussion summary to the Assistant Superintendent for the Division of Teaching and Learning for district committee review.
g. The Assistant Superintendent for the Division of Teaching and Learning shall inform the Superintendent and support team and staff who will be responsible for facilitating the review committee.
h. The Assistant Superintendent for the Division of Teaching and Learning or their designee shall appoint members of a review committee and call a meeting.
i. The Review Committee.
i) The make up of the review committee shall include two teachers, one administrator, and two citizens who are members of the Parent/Teacher Organization, or District Advisory Council or Site Councils, or active volunteers from schools other than that to which the objection was addressed.
ii) All meetings may be attended by all interested parties.
iii) The committee shall receive verbal presentations representing all views on the issues forming the objection. This shall include the complainant’s and other representative views.
iv) The committee shall decide on procedures to collect or receive input.
v) The review committee shall evaluate the material(s), in light of the district's established selection criteria as presented in this administrative procedure, the verbal presentations, and the concerns expressed by the person making the objection.
vi) All issues that reach the district review level should be disposed of within thirty calendar days from receipt of the written complaint by the Assistant Superintendent for the Division of Teaching and Learning.
vii) The Review Committee shall report its findings and recommendation to the Assistant Superintendent for the Division of Teaching and Learning.
j. The Assistant Superintendent for the Division of Teaching and Learning shall:
i) Submit the report and recommendation of the review committee to the Superintendent.
ii) Notify the appropriate schools director and school principal where the objection originated of the committee's recommendation.
iii) Notify, in writing, the person making the objection of the final recommendation of the committee.
iv) If the person making the objection is not satisfied with the recommendation, an appeal may be made to the School Board through the Superintendent.
v) Materials which have been questioned can only be removed from circulation and/or use in the school district by the recommendation of a review committee or School Board action.
13. Purchasing instructional materials for dual enrollment students.
a. Dual enrollment is the enrollment of an eligible secondary student or home education student (according to 1007.271, F.S.) in a postsecondary course creditable toward high school completion and a career certificate or an associate or baccalaureate degree. The district is not responsible for providing textbooks for students in the dual enrollment program who are not eligible according to State Statute. Individual schools are responsible for the purchase of instructional materials for any ineligible student whom the schools enroll in a dual enrollment course. Home education students shall be responsible for the purchase of his or her own instructional materials.
b. Exceptions to the required grade point averages may be granted if the educational entities agree and the terms of the agreement are contained within the dual enrollment interinstitutional articulation agreement. The Associate Superintendent shall approve any exception on an individual basis.
c. Career
dual enrollment shall be provided as a curricular option for secondary students
to pursue in order to earn a series of elective credits toward the high school
diploma. Career dual enrollment shall be available for secondary students
seeking a degree or certificate from a complete career-preparatory program, and
shall not be used to enroll students in isolated career courses. It is the
intent of the Legislature that career dual enrollment will provide a
comprehensive academic and career dual enrollment program within the career
center or community college. (1007.271 (4), 2007
d. Schools
are responsible for completing the dual enrollment instructional materials
vouchers, including student eligibility information. Vouchers for dual
enrollment instructional materials shall be sent to the responsible person in
the
e. Schools must use textbooks in their existing inventory before submitting voucher requests.
f.
The
g. The
school is responsible for inventorying the books as prescribed by the
h. All dual enrollment instructional materials purchased by the district are the property of the district and not the individual student or school.
i. Resources acquired and used by a school or individual for one class may be used by other schools for another class.
j.
Materials may be loaned to another school for temporary
use. The
k. Schools may not sell or trade dual enrollment instructional resources.
l.
Schools are responsible for maintaining all dual
enrollment instructional material.
Schools may only dispose of these resources by sending them to the
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