Purchasing Manual - Rockwall ISD

Rockwall Independent School District (RISD) Purchasing ManualCAMPUS AUDITSSome campuses may have a textbook audit in the summer. The District Textbook Coordinatorwill conduct the audits. The Campus Textbook Coordinator will be notified in advance. If thebuilding Principal leaves, the new Principal may request an audit.The annual Textbook Inventory should be conducted by the Campus Textbook Coordinator priorto the textbook audit. Any time the campus textbook coordinator does an inventory, every book,teacher edition, and systems must be counted. IT IS IMPORTANT TO REPORT OVERAGESAS WELL AS SHORTAGES! Overages indicate a shipping error, and someone else in theDistrict is short of books. The District Textbook will audit numbers to determine if recounts ofselected titles are necessary. Those recounts should be conducted the day of the audit by theDistrict Textbook Coordinator with the Campus Textbook Coordinator.Prior to the Textbook Audit, all books should be returned to the bookroom(s)/classroom(s) orone location. This includes student textbooks that were checked out to teachers. You will becharged for any books that are not in your book rooms. Teacher Editions will be counted.Textbooks MUST be stacked 5 books spine in and 5 books spine out or every 5 th book turned ina different direction. Leftover books in stacks less than 5 should all be stacked on the same sideof the shelf. Scheduled audits will be postponed if textbooks are not arranged in 5’s. Thisarrangement cuts counting time and minimizes errors. If you must stack books more than onedeep, please make sure that there is an equal number on all rows. It is recommended wherepossible the books be stacked so that the second row of books is visible. (Back row vertical (5spines in/5 spines out), front row/horizontal (5 spine up/5 spine down)). If you do not do this,you may find you are short books when school starts.TEA AUDITThe textbook Division of TEA notifies districts several months in advance of a full audit. A fullaudit is when TEA sends a team in for several days and they go to every campus and count everytextbook. When the audit is complete, all missing textbooks must be paid for by the campuswhere a shortage has been identified.TEA expects the following procedures to be followed:All textbooks are to be moved to a central location (gym or cafeteria)Textbooks are to be stacked by title in columns of 50 and placed in groups as sequenced onthe campus inventory report.The campus textbook coordinator should be present to confirm the auditor’s counts.Immediately following the audit, the principal/assistant should be prepared to makepayment for all textbooks not counted during the audit. If the building textbook accountis not adequate to pay for the shortages, then the activity account or regular budgetedfunds will be required to make up the shortfall.- 143 -