Inventory
Request Materials from Other Schools
Shared Textbook Request Spreadsheet- please note directions. There are tabs for ES, MS, and HS materials.
Transferring Materials to Other Schools
Transferring Materials to Other Schools- screencast that shows how to transfer materials to another school based on a request. This should be done before materials are put in the courier to the other school.
Transferring Materials without Barcodes- screencast that shows how to transfer materials to another school when the materials are consumables, kits, or other items without barcodes.
Statewide End of Year Inventory
2022-2023 State Inventory will be open May 6-June 30. Any items not accounted for by June 30 will automatically be marked lost and billed to the school.
State Initiated End of Year Inventory- directions for 2024
A few key reminders:
do not start your own inventory- use the inventory the state has automatically created
receive all shipments before starting inventory
there are TWO parts to the inventory- accounting for barcoded items that you will scan and accounting for unbarcoded items that you will count. See this screencast about how to account for materials without barcodes. When accounting for consumables, only count the number of books you physically have left in your building. Schools aren't penalized for having fewer consumables than they started with since consumables are meant to be used each year.
begin scanning items in your textbook room- this can be done even before students turn in their books for the year
do not get rid of any current textbooks until your new materials arrive-- this includes the new K-12 ELA materials. The textbooks used during 23-24 will be included in this year's state inventory.
if you have other older textbooks that are out of adoption, they can then be disposed of with this form Out of Adoption Request Form. Old consumables can be sent directly to the warehouse, but hardback and other SDE barcoded items need to be approved through the form
How to View a List of State Owned Materials
How to Count Copies Without Barcodes
How to View a List of Unaccounted for Items in the Inventory
Overdue Notices/ Fee Notices
How to run overdue notices- screencast walking you through the options available when you want to print notices.
Textbook Ledger and State Textbook Bills
How to View the Textbook Ledger
How to Check Your Invoice, Identify Missing Books, and Account for Lost Materials- screencast
How to Account for Items Marked Lost During State Inventory- barcoded and unbarcoded materials- screencast
Disposing of Out of Adoption Textbooks
Remember that until replacement books are funded and received, the older books are still part of your inventory and should not be disposed of in any manner-- warehouse, donation, etc.
Be very cautious of allowing anyone from outside the school district into your school's textbook room. Check with the state to see if folks offering to buy back out of adoption materials are legitimate.
Policy and Procedures for OAD Material
Out of Adoption Request- Google Form - must be completed for each title that will be sent to the warehouse. CCSD Textbooks will look over these within 48 hours.
School Dude for Warehouse Pick Up Choose My School Building in MyPortal
Elementary ELA & Open Court Storage
Elementary- storage plan for LBD & Journeys ELA materials- from Summer 2022. See information here. Please note that only schools that have completed the Google form to request materials storage will have their LBD and Journeys materials transferred out of their state inventory. If the materials are still in your building, they are still on your state inventory.
Elementary- Open Court Materials storage-- see information here. Note that there are different places to send the teacher instructional kits and the student workbooks.