February 27, 2012
TO THE ADMINISTRATOR ADDRESSED:
SUBJECT: Instructional Materials Allotment Certification and Access to EMAT
Instructional Materials Allotment TEKS Certification Form for 2012
EMAT will reopen in April 2012 for districts to order instructional materials for the 2012-2013 school year. Districts and open-enrollment charter schools are required to certify annually to the State Board of Education and the Commissioner that for each subject in the required curriculum students have access to the instructional materials that cover all of the Texas Essential Knowledge and Skills. Districts or open-enrollment charter schools will be unable to submit any requisitions or disbursements until the certification has been signed and submitted to the Texas Education Agency. To assist with planning, instructions for completing the certification are located at
The newly redesigned annual certification form, formerly known as the Local Board of Trustees (LBOT), is available through the Educational Materials (EMAT) system. Districts will be unable to submit a requisition or disbursement request until the IMA TEKS Certification form has been submitted. Step by step instructions to process the IMA TEKS Certification form is available within the EMAT system start page.
The Instructional Materials Allotment and TEKS Certification form must be presented before the local board of trustees or governing body. The superintendent, local board president and the board secretary are required to sign the form before it can be accepted by the Texas Education Agency (TEA). The certification form can be mailed or faxed to the Agency.
Mail form to: or Fax form to: 512-475-3612
Texas Education Agency
Instructional Materials and Educational Technology
1701 North Congress Avenue
Austin, TX 78701
Superintendent approval of EMAT/EVI Access (New Process)
EMAT access is another important responsibility that will need to be carefully considered. The superintendent of each district or open-enrollment charter school will continue to verify the roles of personnel currently in the EMAT system. However, new changes to the EMAT access roles have been created. The EMAT system now allows for two different roles – ‘ordering’ access and ‘view only’ access. The superintendent of each district or open-enrollment charter school will be able to assign these roles through their TEASE account. District personnel assigned to these roles will have the capability for ordering and reviewing both regular instructional materials and special instructional materials which include Braille, large type and audio. These roles are described as follows:
EMAT/EVI ordering access
Primary responsibility will be to submit requisitions and disbursement requests for regular and special instructional materials through EMAT. Districts may choose to assign two individuals with ordering access to manage the regular and special instructional materials separately.
District View Only access
This district member will have view only access to view orders and reports in the EMAT system. The superintendent may consider assigning this role to the appropriate district staff such as the curriculum director and/or business manager.
*Note – Districts and open-enrollment charter schools may only assign two staff per role.
The existing Textbook Coordinator role will be changed to EMAT/EVI Ordering Access and the existing Alternate Textbook Coordinator role will be changed to EMAT/EVI Ordering Access. Superintendents will not need to submit a request for existing EMAT textbook coordinators. Their roles will automatically be converted. Instructions for assigning other staff or assigning staff for ‘view only’ access are located at
You may wish to form an Instructional Materials Allotment team to plan and determine the appropriate utilization of your Instructional Materials Allotment. This team could include campus principal(s), business office staff, curriculum director, bilingual/ESL coordinator, teachers, technology coordinator, and textbook coordinator.
For further assistance with your IMA TEKS Certification or Access to EMAT, please contact the Instructional Materials and Educational Technology division at (512) 463-9601 or email at firstname.lastname@example.org.
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