5 Essential Policies to Make Sure Campuses Are Held Accountable for Instructional Materials

By Anna Maxin

We know there is a lot to keep track of when managing your campuses’ instructional materials. Due to this, it can be easy to overlook policies that help hold both your campuses and individuals accountable, and try to stop issues before they arise.

Textbook Security

Set a policy that dictates where materials are to be stored on campus and address how to secure the storage area.


Set a fine schedule collaboratively developed by the campuses which allows for flexibility or discretion on the part of the campus coordinator. Here are some example conditions that should be finable: markings in book, markings on edge of book, torn page(s), missing page(s), water/mildew/mold, missing or unreadable bar code. Fines should either be a set amount, or a percentage of the price of the book.

Textbook Statuses

Clearly define the statuses of materials such as lost, destroyed, or stolen. This makes sure there is no room for arguments. Also set how the campus coordinator is to report to the district level and how to adjust the inventory.

Material Surplus

Set a clear definition for surplus and create policies for how and when the campus coordinator is to return surplus to the district. If you do not have a warehouse for surplus storage you still need to discuss how surplus gets redistributed throughout the district. Address how to record this charge at the campus level so that inventory is correctly adjusted when surplus is returned or redistributed.

Out of Adoption

Set a clear definition for out of adoption materials and discuss campus options for use or disposal of out of adoption titles. Be sure to include how to decrease the campus level inventory and address how the district level will dispose of titles and adjust their inventory.

Setting clearly defined policies are key to successfully managing instructional materials and can help alleviate many headaches from disputes down the road. With the above policies in place, you can effectively and confidently report to your administration that the management of your district’s instructional materials are in good hands.

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