LVUSD Curriculum Adoption and Purchasing Guidelines

Las Virgenes Unified School District

Curriculum and Instruction – Instructional Materials

2017

Curriculum Adoption
and

Purchasing Guidelines

Board of Education
Angela Cutbill, President
Dallas Lawrence, Vice President

Linda Menges, Clerk
Mathy Wasserman , Member

Lesli Stein, Member
District Administration
Dan Stepenosky, Ed.D, District Superintendent
Clara Finneran, Ed.D., Assistant Superintendent, Educational Services
Rose Dunn, Ed.D., Assistant Superintendent, Human Resources
Karen Kimmel, Assistant Superintendent, Business
Jim Klein, Chief Technology Officer
Ryan Gleason, Director of Curriculum, Instruction, and Categorical Programs
Derek Ihori, Ed.D., Director of Pupil Services
Robbie Amodio, Director of Classified Personnel


Las Virgenes Unified School District

Curriculum and Instruction – Instructional Materials

Instructional Materials Adoption and Ordering Process
for Non-Board-Adopted Materials

STEP ONE STEP TWO

Curriculum and Selected Curriculum is
Instruction Department Brought to Curriculum
Initiates Adoption and
Council for Review
Pilot Process in
Accordance with CA

Frameworks

STEP THREE STEP FOUR

Curriculum Council Board adopts
approves Curriculum. curriculum. Only at this
Curriculum is sent to point may instructional
Board of Education for materials be purchased.

Formal Adoption.

Las Virgenes Unified School District

Curriculum and Instruction – Instructional Materials

Instructional Materials Adoption and Ordering Process
for Non-Board-Adopted Materials

STEP ONE STEP TWO

Textbook requests are Ordering requests are
made to site media clerks sent to District Librarian/

who check district Media Specialist for
inventory for extras Review and then are
before initiating order. routed to Educational

Services.

STEP THREE STEP FOUR

Director of Curriculum, Media Clerks Inventory and
Instruction, and Barcode Materials into the
District Database and then
Categorical Programs
approves the Purchase Distribute Materials to
Orders and Initiates the Students. Regular Inventory

Orders. is Maintained.

Las Virgenes Unified School District

Curriculum and Instruction – Instructional Materials

Overview

LVUSD sites have the ability to check out textbooks, facilitate the Williams reporting process,
and view textbook inventory. Additionally, all textbook requests are fulfilled through a centralized
process, providing efficiency and quick distribution of textbooks to sites. The process is overseen
by the Director of Curriculum, Instruction, and Categorical Programs.

The following textbook procedures have been revised through continual collaborative
development between the District and secondary site administrators and staff.

Textbook Point of Contact

The LVUSD District Librarian/Media Specialist will be the Textbook Point of Contact (TPC) for
all general education instructional materials needs. Responsibilities of the TPC include:

Serving as intermediary between school sites (library techs. and Principals) and the
Director of Curriculum, Instruction, and Categorical Programs.
Maintaining an accurate inventory of District-purchased textbooks and supplements at
their site.
Verifying the accuracy of their site’s textbook to course associations.
Assisting in ensuring their site’s Williams compliance.

Textbooks and Related Materials

I. Williams Compliance

Williams v. State of California was a statewide class action suit regarding sufficiency of
instructional materials, adequacy of facilities, and the qualification of teachers. In September
2004, the Williams Settlement Legislation was enacted into law requiring all districts in the State
of California to provide sufficient instructional materials in core subject areas, maintain clean,
safe facilities in good repair, and take measures to guarantee all pupils have qualified teachers.

Every school in the District is required to provide sufficient textbooks or other required Board
adopted instructional materials for all pupils in core subject areas. Core subject areas include
language arts (including any English Language Development component of an adopted program),
mathematics, social studies, and science. Additionally, pupils enrolled in a foreign language or
health course must be provided sufficient instructional materials, and pupils enrolled in science
courses in grades 9-12 must have adequate science laboratory equipment available.

“Sufficient” textbooks or instructional materials means each pupil, including English learners, has
a Board-adopted textbook to use in class and to take home. NOTE: This does not mean that each
pupil is issued two sets of instructional materials; only one set is to be used for both purposes.

II. Special Education

The educational needs of special education students are met in a variety of ways,
including:

Las Virgenes Unified School District

Curriculum and Instruction – Instructional Materials

Special Day Classes (SDC): Students of varying grades are taught in a
specialized classroom. SDC students may use a variety of educational materials,
including Board-adopted general education textbooks (assigned by their SDC
teacher according to their learning level) and specialized special education
textbooks.

Mainstreaming: Students with special needs are educated in general education
classrooms for specific time periods based on their level and skills. Depending on
the classroom or course, mainstreamed students may or may not use the same
Board-adopted general education textbook as the rest of the class.

For purposes of Williams compliance, special education students (with the exception of students
in Moderate to Severe Special Education classes such as ILS and Severe ASD, who are excluded
from Williams compliance) must have assigned to them for each subject area the Board Approved
Textbook appropriate to their learning level as designated in the student’s Individualized
Education Plan (IEP) or by the student’s teacher.

III. Board-Adopted Textbooks

For a textbook to qualify towards Williams compliance, it must first be adopted by both the
State and District Boards of Education. Textbooks which have fallen out of adoption do not
qualify towards Williams compliance.

Board-adopted textbooks come in two forms: textbooks and consumable textbooks. The only
difference between textbooks and consumable textbooks is that consumable textbooks are
intended for a one-time use by a student (including worksheets to be written on, torn out, etc.) and
are not barcoded. Consumable textbooks are replenished yearly based on projected enrollment
and do not need to be ordered by sites.

The majority of Board-adopted textbooks are purchased and owned by the District. As such, these
District-owned textbooks may be reallocated amongst school sites as necessary for Williams
compliance. Textbooks and other materials (such as class sets of novels) purchased directly by the
site, however, are owned by the site. The District will not require sites to transfer site-owned
material. Board-adopted textbooks which have been purchased by the site are known as “Class
Copies”.

All extra Board-adopted textbooks and Board-adopted consumable textbooks beyond the
maximum class size are to be kept in a central location at the school site.

For the District-Adopted Curriculum List, please CLICK HERE

IV. Supplemental Materials

Supplemental materials are, as their name suggests, supplements to the main textbook and may
include books, workbooks, resource kits, teacher’s editions, novels, CDs, DVDs, etc.
Supplemental materials are not required for Williams compliance. This said, all
Supplemental materials used at the site must be catalogued with the Director of Curriculum,
Instruction, and Categorical Programs via the District Librarian.

Las Virgenes Unified School District

Curriculum and Instruction – Instructional Materials

As with Board-adopted textbooks, it is recommended extra supplemental workbooks be kept in a
central location at the school site.

V. Checking Out and Distributing Textbooks

All Board-adopted textbooks are required to be checked out to students. Textbooks are to be
checked out as soon as possible within the first two weeks of school.

VI. Inventory

Completing an inventory allows the District to properly allocate needed textbooks, avoiding
disruption at the beginning of the new school year and the unnecessary spending of District
resources.

Site textbook personnel need support in their efforts to complete the textbook inventory. Their
work requires collaboration between staff and students to be effective. Textbook inventories are to
be completed yearly before staff leave for the summer.

VII. Requesting Materials for Purchase or Adoption

Ordering of all general education textbooks and supplemental materials for the current school
year must go through the District Librarian and must be signed off by the Director of
Curriculum, Instruction, and Categorical Programs. All textbook purchases will be made through
the Curriculum and Instruction branch of the Educational Services Division. Any textbook
purchase must be from the LVUSD Board-approved list. If a site is interested in purchasing a text
not on the approved list, they must contact the Director of Curriculum, Instruction, and
Categorical Programs.

Upon receipt of materials, steps must be taken to catalogue them in your digital inventory.
Materials which have been transferred must first be received before they can be checked out and/
or distributed.

VIII. Role of Curriculum Council

ROLE

The role of Curriculum Council is to act as an advisory group on curriculum matters for the
school Board of Education ("Board") and Administration of the Las Virgenes Unified School
District ("district").

The Curriculum Council offers a unique opportunity to improve the understanding and
cooperation of all interest groups within the Las Virgenes Unified School District, which share the
single most important objective, achieving the highest possible level of quality education for the
students.

MISSION

Las Virgenes Unified School District

Curriculum and Instruction – Instructional Materials

Provide a forum within the district to study, analyze, discuss, and to ultimately recommend to
the Board and the administration the possibilities and/ or alternatives for curriculum matters
in the district.

Serve the district as the principle vehicle to review and consider additions, deletions, and
changes to the district's curricula.

Provide representation of the viewpoints of all stakeholders within the district.

VALUE TO THE BOARD OF EDUCATION

The Curriculum Council offers the certainty that recommendations for curricular change have
been reviewed and discussed in depth by representative members of the district's primary
interest groups.

The Curriculum Council is a standing body with published procedures, which refers
curriculum matters after investigation, and discussion to the Board before it makes policy
decisions.

Curriculum Council is available as a public body to which the Board may refer curriculum
related topics for review, recommendation, and/or development before the Board makes
policy decisions.

VALUE TO THE ADMINISTRATION AND TEACHERS

The Curriculum Council provides a known process by which curriculum may be modified.

The Curriculum Council provides a forum whereby the thoughts and opinions of others who
will be affected by proposed changes may be heard.

The Curriculum Council provides opportunities for collaboration among grade levels and
school site.

The Curriculum Council provides a process to assess how changes in one department, grade
level or school may affect others.

The Curriculum Council provides an opportunity for understanding and support from those
beyond the ranks of the educational professionals.

VALUE TO PARENTS AND STUDENTS

The Curriculum Council provides an opportunity to participate directly with educational
professionals in discussions, which affect the content and direction of the district's curricula.

VALUE TO CURRICULUM DEVELOPMENT

A major factor in the quality of education is the quality of the curriculum. As such, its
development, revision, methods of implementation, monitoring, and evaluation are of critical

Las Virgenes Unified School District

Curriculum and Instruction – Instructional Materials

importance. Curriculum must be in compliance with the Education Code, State Standards,
Curriculum Frameworks, District Dynamics and focus areas, and site based goals.

CURRICULULM COUNCIL MEMBERSHIP

Curriculum Council shall include:

Co-Chair: The Assistant Superintendent of Education (nonvoting)
Co-Chair: The Director of Curriculum, Instruction, and Categorical Programs
(nonvoting)
The Director of Pupil Services (or designee) (nonvoting)
The Chief Technology Officer (or designee) (nonvoting)
The Coordinator of Secondary Education (nonvoting)
The Coordinator of Elementary Education (nonvoting)
Secondary Principals and/or High School AP’s of Curriculum and Instruction from Each
Site
Department Chair from Each Secondary Department
Grade Level Lead from Each Grade Level
The LVEA President
One student representative from each of the high schools
Six residents of the community
One alternate in case a community member cannot complete their term

Membership
The six community members shall be appointed by the Board. The community members will
serve two-year terms, which are staggered with three positions available for appointment each
year. By April 1, the Assistant Superintendent of Education shall notify the principals at each
school site that applications for the community representatives will be accepted until May 1. The
principals shall notify their School Site Council, Parent Faculty Association, and the parent
population in general that the applications are available. In addition, the district shall also solicit
applications from the community. The Board shall select council members from the applicants
prior to the first day of school.

CHAIR PERSON

The Chairperson(s) shall:

Serve as an exofficio nonvoting member
Develop the agenda
Notify members of upcoming meetings
Arrange for minutes to be taken at each meeting
Obtain input from the Board to establish areas of focus
Establish subcommittees as necessary in order to effectively carry out the mission of the
Curriculum Council
Subcommittees will meet outside the regularly scheduled Curriculum Council meetings
Subcommittees will report to the Curriculum Council and when appropriate, present their
findings/recommendations to the Board

Las Virgenes Unified School District

Curriculum and Instruction – Instructional Materials

Maintain inventory of ongoing proposals
Provide information as requested regarding a proposal currently under consideration by the
Curriculum Council
Arrange for information to be included and updated on web site
Follow the timeline and procedures set forth regarding proposals
Notify the principals at each school site to submit the names of community members, parents
and or teachers to be considered for membership on the Curriculum Council

The Curriculum Council shall meet up to four times a year with one additional organizational
meeting in the fall to:

Study, revise, and discuss curriculum matters
Make recommendations to the Board regarding the revision of existing curriculum and/or
proposed curriculum
Recommend pilot programs to the Board
Evaluate and make recommendations to the Board for permanent status of pilot programs
Solicit, formulate, study, and discuss global issues

CURRICULUM PROPOSAL PROCEDURES

Each completed proposal shall be submitted to the Director of Curriculum, Instruction, and
Categorical Programs on the appropriate form. Prior to submission the proposal must be
reviewed and signed off by the school site Administrator.

The Assistant Superintendent will present the proposal to the Cabinet at its next scheduled
meeting for input regarding concerns.

The Assistant Superintendent of Education will provide copies of the proposal to the
appropriate administrators, department chairs, cadre chairs, subject area chairs, grade level
leads, and special interest chairs for consideration. Input to the Council may be provided in
writing and/or by an oral presentation to the Council. The date for the presentation of the
proposal to the Council will be provided so that interested parties may attend the meeting to
clarify understanding and/or provide input regarding the proposal.

After the Assistant Superintendent has informed the Cabinet of the proposal and it has been
distributed to the appropriate parties, the proposal will be heard by the Curriculum Council at
its next scheduled meeting.

The initiator of the proposal will present the information regarding the proposal to the
Curriculum Council. If after the presentation, there are questions and/or concerns requiring
more information, the proposal will be recommended for a second reading at the next
scheduled meeting of the Council. The questions and/ or concerns will be written and given
to the Assistant Superintendent who will seek responses from the appropriate parties. If there
are no questions or concerns, the Council may make a recommendation at that time.

Recommendations made by the Curriculum Council regarding the proposal shall be presented
to the Cabinet by the Assistant Superintendent of Education.

Las Virgenes Unified School District

Curriculum and Instruction – Instructional Materials

Curriculum Council will be notified and can choose to review any significant changes the
Cabinet makes to the recommendation.

Final recommendation(s) will be presented by the Assistant Superintendent and/or Director of
Curriculum, Instruction and Categorical Programs to the Board. Representatives of the
Curriculum Council may be present to assist with the presentation.

If a pilot proposal is made by a principal between the last meeting date of the Curriculum
Council and the first meeting of the next school year, the Superintendent may approve the
pilot with notification to the Curriculum Council.

10. If the proposal presented only involves a title change, the Curriculum Council, upon
examination, can recommend an immediate approval.

11. Any time a recommendation is to be voted upon, a quorum must be present. A quorum is
defined as a majority of current voting members of Curriculum Council.

PROCESS FOR A PILOT PROJECT

A Pilot Project is an opportunity to experiment with new techniques and/or materials or a new
course to determine if it is a viable property for the students of the district.

A Pilot Project may be initiated with the approval of the site principal and the Director of
Curriculum, Instruction, and Categorical Programs.

A Pilot Project must have a specified beginning and ending date. Pilot Projects may not
extend beyond one year in length without specific approval by Curriculum Council.

Information regarding the Pilot Project will be presented to the Curriculum Council prior to
the implementation of the project or through communication to all members if the project is
initiated at a time that Curriculum Council does not meet.

An evaluation of the Pilot Project will be presented to the Curriculum Council by the person
who initiated the pilot no later than the last scheduled meeting of the Curriculum Council
during the school year in which the Pilot Project is completed.

If a consensus of the Curriculum Council favors the Pilot Project becoming a permanent part
of the Las Virgenes Unified School District's curriculum, such recommendation will be
presented to the Board by the Assistant Superintendent of Education. Permanent
implementation of the program is dependent upon the entire curriculum proposal being
followed and the program being approved.

WEB SITE

A Curriculum Council web site shall be established and maintained by the Curriculum Council
Chair, which may include the following information:

Agenda for upcoming meeting
Minutes of most recent meeting

Las Virgenes Unified School District

Curriculum and Instruction – Instructional Materials

Copy of proposals currently under consideration by the Council
Status of proposals under consideration by the Council
Recommendations made by the Council to the School Board

Las Virgenes Unified School District

Curriculum and Instruction – Instructional Materials

INSTRUCTIONAL MATERIALS PROPOSAL FORM

Date:
Initiator(s):
Grade Level(s) Affected:

Instructional Materials Proposal:
❒ modify existing instructional materials
❒ add to existing instructional materials


This proposal will:  

❒ replace existing instructional materials
❒ eliminate existing instructional materials

If this is a textbook proposal please complete the following:

ISBN # Title Author(s) Publisher Quantity

What course instructional materials will be used in?

How do the instructional materials align to the California frameworks and/or standards?

Proposed Implementation Date:

Instructional Materials Proposal Rationale:



Estimated Financial Impact (instructional materials, etc.):

How is technology embedded into the instructional materials proposal?

Impact on Other Classes:   

Impact on Student Population:  

Las Virgenes Unified School District

Curriculum and Instruction – Instructional Materials

How is this instructional materials proposal aligned with the LVUSD mission statement,
strategic plan and/or LCAP goals?

Course proposals must have the approval of all site administrators impacted by the request.

High School courses need Agoura and Calabasas administrative approval. Middle School

course requests need A.E. Wright, A.C. Stelle, and Lindero Canyon administrative approval.

Dept. Chairs must be part of the approval process.



________________________________        __________________________________
Site Administrator – Proposing Course      Assistant Superintendent of Education


________________________________        _________________________________


        Date                            Date

______________________________________________ ________ __________
Site

Site Administrator in agreement with course proposal Date

______________________________________________ ________ __________

Site Administrator in agreement with course proposal Date Site

______________________________________________ ________ __________
Site

Dept. Chair in agreement with course proposal Date

______________________________________________ ________ __________

Dept. Chair in agreement with course proposal Date Site

______________________________________________ ________ __________
Site

Dept. Chair in agreement with course proposal Date

Presented to the Cabinet                __________________________________

__________________________________

Presented to Curriculum Council            ___________________________________

Presented to Board of Education