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9.22.P.1 Textbook / Supplementary Materials Selection and Adoption

Section 9.22 - Policy


A five (5) year revolving cycle will be utilized to examine instructional materials, technological devices, software and other instructional materials and replace materials in all subject areas.  The advice of staff, parents, and students will be sought and utilized in the process of selecting instructional materials and supplemental instructional materials.  An Instructional Materials Adoption Committee will be formed to establish and monitor such procedures as may be necessary for the selection, adoption, and discard of instructional materials owned and used by the District.  All meetings of the committee will be open to the public.

Committee Selection and Membership

The members of the Instructional Materials Adoption Committee may consist of assistant superintendent, curriculum director, teachers, parents and students. The method of selection is as follows:
  • The Assistant Superintendent for Education and the Director of Curriculum, Instruction and Assessment shall automatically serve on a committee and select a person to serve as the chairperson.
  • Principals and assistant principals will be selected by the Assistant Superintendent.
  • Staff and Site Council members will be recommended to serve. Program representatives will be selected cooperatively by the principal, the program director/coordinator and representative teachers.
  • Parents and students will be selected through either their request to serve or through the recommendations of the principals or staff.
  • The committee will ultimately include District representatives, representatives from schools (grade level or subject area will be specified), grade appropriate principals and parents and/or students.

Role of Committee Members

The responsibilities of the committee members are as follows:
  • Attend meetings as scheduled.
  • Communicate all information regarding the adoption proceedings with other staff members.
  • Assist with screening instructional materials and ancillary materials to determine the final programs for recommendation to the Governing Board.
  • Provide evaluation forms to interested stakeholders and return the forms to the committee chairperson.

The Instructional Material Adoption Committees will be guided by the following Criteria for Selection:
  • Resources will be recommended that are aligned to the Arizona Standards and New Century Learner Skills.
  • Resources shall be recommended to support and enrich the school curriculum and to meet the personal needs of the students.
  • Resources that are recommended shall be appropriate for the subject area and for the age, emotional development, ability level, learning styles and social development of students for whom the materials are selected.
  • Resources that are recommended shall provide a background of information that will motivate students to examine their own attitudes and behavior, to comprehend their duties, responsibilities, rights, and privileges as participating citizens in our society, and to make intelligent judgments in their daily lives.
  • Resources that are recommended shall provide information on differing sides of issues so that users may develop the practice of critical analysis.
  • Resources shall be recommended for the atypical student as well as for the average student.
  • Resources shall be recommended for its strengths rather than rejected for its weaknesses, and shall be judged as a whole.
  • Recommendations shall support and be consistent with general education goals of the District and goals and objectives of specific courses

Evaluation of Materials

Completed evaluation rubrics by the committee members on the materials being considered for adoption will be submitted to the Assistant Superintendent for Education. Along with the Director of Curriculum, Instruction and Assessment, and the committee chairperson, the evaluation rubrics will be reviewed and the results will be compiled and presented to the Instructional Material Adoption Committee.

Communication with Publishers

All publishers whose names appear on the current Arizona Representative’s Association Directory will be notified by letter and asked to submit sample copies of programs and materials for evaluation.  Publishers will receive written notice of the Governing Board’s decision regarding its final selection.  All communication from the publisher will be directed through the Director of Curriculum, Instruction and Assessment.

Before the final selection is determined, a written agreement regarding the instructional material company’s specific services will be obtained. Additionally, an agreement will be written stipulating the free materials and the use of copyrighted materials that are included in the adoption.

Procedure for Instructional Material Adoption Meetings

At the initial meeting, the committee will review the District’s academic goals, the adoption process, and the evaluation rubric that will drive the selection process of the instructional material.

All materials that have been received from the publishers will be reviewed by the committee and evaluated. The instructional materials must be displayed for the public for 60 days.  The committee members will select the final three programs for further examination. When these programs have been identified, the publishers will be notified by letter and given the opportunity to make a presentation at a regularly scheduled meeting if needed.

The instructional materials adoption process will be contingent on available funds.

The Instructional Material Adoption Process Timeline

Step 1
  • Identification of committee members.
  • Letter sent to publishers.

Step 2
  • Review of program goals, adoption procedures and evaluation instrument.
  • Examination of materials by the Selection Committee. The committee recommends the programs to be thoroughly evaluated for selection.
  • Notify publishers concerning presentations of the remaining programs under consideration for adoption.
  • Meeting will consist of a 45-minute presentation by each publisher which includes time for questions and answers. The remainder of the meeting will be spent reviewing and evaluating the programs presented.
  • Programs under consideration will be displayed for 60 days at the schools. The public will be informed the materials may be reviewed.

Step 3
  • Discussion and initial decision for recommendation.
  • Complete the development of recommendations.
  • Presentation of recommendation to the Governing Board.
  • Publishers notified and instructional materials purchased from publisher through the District’s purchase order process.

Procedures for Disposal of Surplus or Outdated Learning Materials 

Instructional materials may be removed from collections when it has been determined by the Instructional Materials Adoption Committees the materials no longer meet District standards for curriculum, Board-approved goals, or are no longer serviceable. Removal of materials shall be based on curriculum changes, goals for selection, and the availability of suitable replacement materials. 

The District is required by law to maximize use of all assets and, when it has no further use for them, maximize returns on their sale. The District is not allowed to give surplus property away. The Fixed Assets Department is the only department which is authorized to dispose of surplus property upon completion of the following steps.
  • Required information is entered on the Surplus Form
  • School/Unit, Department, Name, Building, Room, Date, Tag or Serial Number, Total, Description and Reason for Disposal.
  • Signatures are required from authorized personnel (Principal or Department Head) to release surplus from a campus. 
  • A completed Surplus Form is submitted to the Fixed Assets Department. 
  • Items are gathered into one area. Large amounts of items need to be palletized and shrink wrapped.

Once a Surplus Form is approved, the school will be authorized to arrange pickup of the items.

Use of Supplementary Instructional Materials

It is expected that all supplementary instructional materials will be thoroughly reviewed and vetted by the teacher or other staff and deemed appropriate for the grade level and state standard being taught prior to being introduced to students.