EDUCATIONAL MATERIALS SYSTEM EMAT TRAINING OVERVIEW REQUISITIONS AGENDA

EDUCATIONAL MATERIALS SYSTEM (EMAT) TRAINING OVERVIEW &REQUISITIONS

AGENDA ● WHO NEEDS ACCESS? ● EMAT/EVI ORDERING ACCESS ● ROLE OF INSTRUCTIONAL MATERIALS COORDINATOR ● DISTRICT VIEW ONLY ACCESS ● TYPES OF ROLES -What is the purpose? -Who are those responsible? -Relate to job function. -Importance 2

LEARNING OBJECTIVES ● EFFECTIVELY NAVIGATE THE EMAT/EVI ORDERING SYSTEM FOR INSTRUCTIONAL MATERIALS ● UNDERSTAND THE THREE TYPES OF REQUISITIONS FOR ORDERING ADOPTED INSTRUCTIONAL MATERIALS ● ABILITY TO VIEW DIFFERENT TYPES OF INSTRUCTIONAL MATERIALS REPORTS 3

COMMONLY USED ACRONYMS EMAT-EDUCATIONAL MATERIALS ORDERING SYSTEM TEX-009 – INVENTORY ADJUSTMENTS FOR LOST/DAMAGED EVI MATERIALS STUDENTS PAY FOR EVI –EDUCATIONAL MATERIALS FOR THE VISUALLY IMPAIRED TEX-012 – INVENTORY ADJUSTMENTS FOR LOST/DAMAGED/DESTROYED DISTRICT OWNED SBOE ADOPTED TEASE – TEA SECURE ENVIRONMENT MATERIALS ORDERED IN EMAT TEAL – TEA LOG IN (NEW SECURE ENVIRONMENT) TEX-013 – SHIPMENT ERROR REPORT SENT BY DEPOSITORIES & PUBLISHERS IMA – INSTRUCTIONAL MATERIALS ALLOTMENT ISBN – INTERNATIONAL STANDARD BOOK NUMBER TEKS – TEXAS ESSENTIAL KNOWLEDGE & SKILLS MLC – MULTI-LIST CODE ASSIGNED TO GRADE LEVELS AND SUBJECT AREAS IN EMAT SBOE – STATE BOARD OF EDUCATION IMET – INSTRUCTIONAL MATERIALS & EDUCATIONAL TECHNOLOGY DIVISION OF TEA 4

TEA HOME WEBPAGE HTTP: //WWW. TEA. STATE. TX. US/ 5

TEASE & TEAL ON THE RIGHT SIDE OF THE SCREEN: CLICK ‘TEASE & TEAL SECURE APPLICATIONS’ BOX 6

TEA SECURE APPLICATIONS INFORMATION HTTP: //WWW. TEA. STATE. TX. US/INDEX 2. ASPX? ID=2684 7

REQUEST TEASE & EMAT ACCESS SCROLL DOWN TO THE EMAT/EVI SECTION CLICK ‘REQUEST ACCESS ONLINE’ FOLLOW INSTRUCTIONS ACCORDINGLY 8

TEASE & EMAT ACCESS SELECT APPLICATION: EMAT AND EVI-ORDER MATERIALS ROLE: EMAT/EVI ORDERING ACCESS OR DISTRICT STAFF VIEW ONLY AFTER COMPLETING THE INFORMATION, THE REQUEST IS ASSIGNED TO THE DISTRICT SUPERINTENDENT FOR APPROVAL AND SUBMISSION, THEN SENT TOIMET DIVISION FOR FINAL PROCESSING. 9

LOG IN TO TEASE http: //seguin. tea. state. tx. us/apps/logon. asp ENTER USER NAME & PASSWORD 10

EMAT-EVI APPLICATION SELECT: EMAT/EVI – ORDER MATERIALS APPLICATION 11

ANNOUNCEMENTS PAGE CLICK “SHOW NEXT ANNOUNCEMENT” TO VIEW IMPORTANT MESSAGES REGARDING INSTRUCTIONAL MATERIALS OR “CLICK TO CONTINUE” FOR THE EMAT DISTRICT START PAGE. 12

DISTRICT START PAGE 13

THREE (3) PREREQUISITES FOR ORDERING 14

PREREQUISITES FOR ORDERING IMA & TEKS CERTIFICATION FORM 20132014 CONFIRM CONTACTS AND ADDRESSES SUMMER SHIPMENT DATES 15

PREREQUISITES NOTE ANY PREREQUISITES THAT ARE REQUIRED BEFORE ORDERING 16

UPDATE CONTACTS &ADDRESSES IF REQUIRED TO CONFIRM CONTACTS & ADDRESSES, YOU WILL RECEIVE THIS ANNOUNCEMENT FIRST. 17

CONTACTS/ADDRESSES MESSAGE 18

CONFIRM CONTACTS VERIFY INFORMATION CLICK “CLICK TO SAVE (OR CONFIRM) CONTACT INFORMATION” CLICK “GO BACK TO START PAGE ALLOTMENT” 19

CONFIRM ADDRESSES VERIFY SHIPPING ADDRESS CLICK “CLICK TO SAVE (OR CONFIRM) ADDRESS INFORMATION” CLICK “GO BACK TO START PAGE ALLOTMENT” 20

IMA & TEKS CERTIFICATION CLICK “IMA & TEKS CERTIFICATION FORM 20132014” 21

SUBJECT AREA CERTIFICATION IN THE CHECK TO CERTIFY COLUMN, CLICK EACH BOX FOR SUBJECT AREAS TAUGHT 22

GRADE LEVEL CERTIFICATION IN THE CHECK TO CERTIFY COLUMN, CLICK EACH BOX FOR THE APPROPRIATE GRADE LEVELS TAUGHT 23

SAVE THE CERTIFICATION CLICK THE SAVE BUTTON 24

SUBJECT AREA WARNING MESSAGE IF ANY OF THE REQUIRED SUBJECT AREA BOXES ARE NOT CHECKED, YOU WILL RECEIVE THIS MESSAGE. CLICK OK GO BACK AND CHECK ALL THE REQUIRED BOXES 25

CERTIFIED DATE COLUMN THE CERTIFIED DATE TIME COLUMN WILL UPDATE WHEN YOU HAVE SUCCESSFULLY SAVED. 26

PRINTING IMA & TEKS CERTIFICATION CLICK ‘VIEW/PRINT IMA & TEKS CERTIFICATION 2013 -2014’ 27

IMA & TEKS CERTIFICATION MUST BE PRESENTED TO THEL OCAL BOARD OF TRUSTEES THE SUPERINTENDENT, BOARD PRESIDENT, AND BOARD SECRETARY SIGNATURES ARE REQUIRED BEFORE FORM WILL BE ACCEPTED. LE S P M A Y L N O 28

SUMMER SHIP DATES CLICK ‘UPDATE SUMMER SHIP DATES’ 29

SUMMER SHIP DATES ARE REQUIRED WHEN THE NEW SCHOOL YEAR OPENS FOR ORDERS BEING SHIPPED DURING THE SUMMER MONTHS 30

SUMMER SHIP DATES SELECT ‘PREFERRED’ IN THE AVAILABILITY COLUMN CHOOSE ‘DATE FROM’ AND ‘DATE TO’ – SUMMER SHIPPING RANGE *DATES CANNOT OVERLAP CLICK (+) SIGN TO ADD NEW LINE *REPEAT 3 TIMES 31

SUMMER SHIP DATES CHOOSE DATES SCHOOL WILL BE CLOSED AS ‘UNAVAILABLE’ IN THE AVAILABILITY COLUMN, IF NEEDED CLICK SAVE 32

INSTRUCTIONAL MATERIALS ALLOTMENT USAGE CLICK THE IMA USAGE CHART 33

ALLOTMENT SUMMARY CLICK “ALLOTMENT REPORT” TO VIEW MORE DETAILS FOR YOUR DISTRICT/CHARTER IMA TRANSACTIONS 34

TIP BE SURE TO ALLOW POP-UPS ON YOUR COMPUTER SINCE THE ALLOTMENT SUMMARY REPORT WILL OPEN IN A NEW WINDOW AS APDF DOCUMENT. 35

INSTRUCTIONAL MATERIALS ALLOTMENT REPORT Y M SA E PL L N O 36

ORDER PROCESSING STEPS 37

TWO (2) LISTS FOR REQUISITIONS EMAT REQUISITION LIST REGULAR PRINTED ONLINE MATERIALS EVI REQUISITION LIST BRAILLE LARGE TYPE AUDIO LEARNING DISABILITIES 38

EMAT REQUISITION LIST EMAT MATERIALS 39

EVI REQUISITION LIST EVI MATERIALS 40

THREE (3)TYPES OF EMAT REQUISITIONS ● ALLOTMENT – NEW ADOPTIONS – EMAT ● ALLOTMENT – CONTINUING ADOPTIONS – EMAT ● ALLOTMENT – SUPPLEMENTAL - EMAT 41

ALLOTMENT – NEW ADOPTIONS - EMAT ● NEWLY ADOPTED BY THE SBOE ● REPLACES OUT OF DATE MATERIALS ● NEWLY ADOPTED BY THE COMMISSIONER ● WILL ONLY SHOW GRADE LEVEL/SUBJECT AREA TABS WITH NEW MATERIALS 42

ALLOTMENT – NEW ADOPTIONS - EMAT CLICK GRADE LEVEL OR HS SUBJECT AREA TAB ENTER QUANTITIES FOR STUDENT & TEACHER CLICK SAVE WORK 43

ALLOTMENT – NEW ADOPTIONS - EMAT CLICK THE REQUISITION SUMMARY TAB CLICK ‘SUBMIT TO TEA’ 44

ALLOTMENT – CONTINUING ADOPTIONS - EMAT ● ‘PRIOR YEARS’ ADOPTED BY THES BOE ● ‘PRIOR YEARS’ ADOPTED BY THEC OMMISSIONER ● ADDITIONAL ENROLLMENT GROWTH –EXTRAS ● WILL SHOW ALL GRADE LEVEL/SUBJECT AREA TABS WITH ADOPTED MATERIALS 45

ALLOTMENT – CONTINUING ADOPTIONS - EMAT CLICK GRADE LEVEL OR HS SUBJECT AREA TAB ENTER QUANTITIES FOR STUDENT & TEACHER SAVE WORK 46

ALLOTMENT – CONTINUING ADOPTIONS - EMAT CLICK ON REQUISITION SUMMARY TAB CLICK ‘SUBMIT TO TEA’ 47

BLANK ISBN BOX CLICK MAGNIFYING GLASS, CHOOSE TITLE, ENTER QUANTITIES 48

ALLOTMENT – SUPPLEMENTAL - EMAT CONTAIN NEW ADOPTION MATERIALS CONTINUING ADOPTIONS MATERIALS AVAILABLE TO USE AFTER NEW AND CONTINUING ADOPTIONS REQUISITIONS HAVE BEEN SUBMITTED AND APPROVED. UNLIMITED NUMBER AVAILABLE TO CREATE AS LONG AS YOU HAVE IMA FUNDS 49

ALLOTMENT – SUPPLEMENTAL - EMAT CLICK GRADE LEVEL/HS SUBJECT AREA TAB ENTER QUANTITIES FOR STUDENT & TEACHER SAVE WORK 50

ALLOTMENT – SUPPLEMENTAL - EMAT CLICK REQUISITION SUMMARY TAB SUBMIT TO TEA 51

WARNING MESSAGE FYI…YOU HAVE SPENT AT LEAST 80% OF YOUR ALLOTTED FUNDS FOR THE SCHOOL YEAR. CLICK OK 52

REQUISITION SUMMARY REPORT CLICK VIEW/PRINT REQUISITION SUMMARY 53

TIP BE SURE TO ALLOW POP-UPS ON YOUR COMPUTER SINCE THE REQUISITION SUMMARY REPORT WILL OPEN IN A NEW WINDOW AS APDF DOCUMENT. 54

REQUISITION SUMMARY REPORT L N EO Y M A S PL 55

IN PROGRESS REQUISITION STATUS USER SAVED 56

SUBMITTED REQUISITION STATUS USER SUBMITTED TO TEA FOR APPROVAL 57

COMPLETE REQUISITION STATUS TEA APPROVED SENT TO PUBLISHER OR DEPOSITORY FOR ORDER FULFILLMENT 58

ORDER LIST USE THE ORDER LIST TO VIEW ORDER ASSIGNMENTS CLICK VIEW/PRINT ORDER LIST 59

ORDER SUMMARY CLICK ORDER ID # TO VIEW MORE DETAILS 60

ORDER DETAIL LAST SHIPMENT DATE COLUMN SHOWS SHIP DATE 61

INVENTORY ADJUSTMENTS CLICK ‘REPORT LOST/DAMAGED/DESTROYED’ 62

2 TYPES OF INVENTORY ADJUSTMENTS ● TEX-009 ● TEX-012 63

TEX-009 INVENTORY ADJUSTMENT EVI MATERIALS ONLY THAT ARE LOST OR DAMAGED BY THE STUDENT AND PAYMENT REQUIRED 64

TEX-009 INVENTORY ADJUSTMENT CHOOSE ITEM TYPE FROM DROP DOWN MENU CHOOSE REASON FROM DROP DOWN MENU ENTER BRIEF DESCRIPTION OF INCIDENT 65

TEX-009 INVENTORY ADJUSTMENT CHOOSE GRADE LEVEL FROM DROP DOWN MENU CLICK MAGNIFYING GLASS FOR MULTI-LIST CODE CLICK MAGNIFYING GLASS FOR ISBN CLICK ALL VOLUMES BOX, IF NEEDED ENTER QUANTITY TO BE REMOVED CLICK (+) SIGN TO ADD ANOTHER LINE 66

TEX-009 INVENTORY ADJUSTMENT CLICK SAVE CLICK SUBMIT CLICK ‘VIEW REPORT’ TOP RINT MAIL PAYMENT TO TEA 67

TIP BE SURE TO ALLOW POP-UPS ON YOUR COMPUTER SINCE THE TEX 009 REPORT WILL OPEN IN A NEW WINDOW AS A PDF DOCUMENT. 68

TEX-012 INVENTORY ADJUSTMENT MATERIALS LOST/DAMAGED/DESTROYED THAT NEED TO BE REMOVED FROM EMAT INVENTORY 69

TEX-012 INVENTORY ADJUSTMENT CHOOSE ITEM TYPE FROM DROP DOWN MENU CHOOSE REASON FROM DROP DOWN MENU CHOOSE DATE DESTROYED ENTER BRIEF DESCRIPTION OF INCIDENT 70

TEX-012 INVENTORY ADJUSTMENT CHOOSE GRADE LEVEL FROM DROP DOWN MENU CLICK MAGNIFYING GLASS FOR MULTI-LIST CODE CLICK MAGNIFYING GLASS FOR ISBN ENTER QUANTITY TO BE REMOVED CLICK (+) SIGN TO ADD ANOTHER LINE 71

TEX-012 INVENTORY ADJUSTMENT CLICK SAVE CLICK SUBMIT CLICK ‘VIEW REPORT’ TOP RINT FOR YOUR RECORDS 72

TIP BE SURE TO ALLOW POP-UPS ON YOUR COMPUTER SINCE THE TEX 012 REPORT WILL OPEN IN A NEW WINDOW AS A PDF DOCUMENT. 73

HISTORY OF INVENTORY ADJUSTMENTS CLICK ‘HISTORY LOST/DAMAGED/DESTROYED’ CHOOSE SCHOOL YEAR FROM DROP DOWN MENU CLICK ‘SHOW’ TO HISTORY OF TRANSACTIONS *LINK ALSO AVAILABLE IN REPORTS MENU 74

SALE OR DISPOSAL OF INSTRUCTIONAL MATERIALS CLICK ‘SALE OR DISPOSAL OF INSTRUCTIONAL MATERIALS OR TECHNOLOGICAL EQUIPMENT’ FOR PDF FORM 75

M A S E PL LY N O 76

SALE OR DISPOSAL FORM FILL IN REQUESTED INFORMATION ON THE FORM L N EO Y M A S PL 77

IN-ADOPTION MATERIALS FILL IN REQUESTED INFORMATION ON THE FORM M A S PL Y L N O E 78

OUT OF ADOPTION MATERIALS FILL IN REQUESTED INFORMATION ON THE FORM L N EO Y M A S PL 79

OUT OF ADOPTION MATERIALS BOARD SIGNATURES REQUIRED ON FORM Y PL M SA L N EO 80

REPORTING SHIPPING ERRORS CLICK ‘SHIPMENT ERROR REPORT-TEX-013’ FOR THE WORD DOCUMENT *LINK ALSO AVAILABLE IN THE REPORTS MENU 81

TEX-013 FORM FILL IN REQUESTED INFORMATION ON THE FORM INSTRUCTIONS ARE ON THE 2 ND PAGE Y PL M SA L N EO 82

EMAT INVENTORY HISTORY CLICK ‘EMAT INVENTORY BROWSER’ 83

INVENTORY BROWSER TYPE 4 DIGITM ULTI-LIST CODE CLICK ‘SEARCH’ CLICK ‘VIEW HISTORY’ 84

EMAT REPORTS CLICK ‘REPORTS’ 85

TIP BE SURE TO ALLOW POP-UPS ON YOUR COMPUTER SINCE THE ALL REPORTS WILL OPEN IN A NEW WINDOW AS A PDF OR EXCEL DOCUMENT. 86

EMAT REPORTS 87

AVAILABLE REPORT FORMATS SOME REPORTS CAN BE INP DF ORE XCEL FORMAT 88

SHIPMENT &SURPLUS REPORTS SHIPMENT ERROR REPORT -TEX-013 SHIPMENT HISTORY (EVI ONLY) RECEIPT HISTORY (EVI ONLY) 89

ITEM SEARCH AND LISTINGS MOST COMMONLY USED: ITEM SEARCH INSTRUCTIONAL MATERIALS CURRENT ADOPTION BULLETIN TEXTBOOK PRODUCT COMPONENTS BY MLC 90

INVENTORY REPORTS CLICK DROP DOWN MENU TO CHOOSE ITEM TYPE INVENTORY REPORT (MATERIALS REQUISITIONED EMAT) IN INVENTORY REPORT FOR SUBSCRIPTION ITEMS (TECHNOLOGY APPLICATIONS) 91

ITEM TYPES ALL EMAT TYPES ● ● ● ● AUDIO BRAILLE COMMISSIONER’S LIST LARGE PRINT SBOE ADOPTED STATE DEVELOPED OPEN SOURCE EMATERIALS 92

OTHER REPORTS AND LISTINGS DISTRICT &CHARTER EMAT/EVI CONTACTS TEXTBOOK CREDITS GENERATED DETAILS (2010 -PRIOR) ALLOTMENT REPORT ORDER LIST TEXTBOOK CREDITS USED DETAILS (2010 -PRIOR) HISTORY LOST/DAMAGED/DESTROYED 93

WHAT YOU SHOULD KNOW: ● APPLYING FOR TEASE/EMAT ACCESS ● PREREQUISITES FOR ORDERING ● IMA USAGE REPORT ● TYPES OF REQUISITIONS/ORDERING ● INVENTORY ADJUSTMENTS ● REPORTS 94

ACCESSIBLE INSTRUCTIONAL MATERIALS TAMMY. TORRES@TEA. STATE. TX. US OR JANET. WARREN@TEA. STATE. TX. US 95

Questions: INSTRUCTIONAL. MATERIALS@TEA. STATE. TX. US OR 512 -463 -9601 INSTRUCTIONAL MATERIALS & EDUCATIONAL TECHNOLOGY DIVISION WEBSITE: HTTP: //WWW. TEA. STATE. TX. USIMET / 96