Returning Accessible Materials

State-adopted accessible instructional materials (AIM) ordered through EMAT belong to the state. When a student is done using any AIM, they are considered surplus and must be shipped back to the Special Textbook Redistribution Center (STRC).

Surplus AIM may be returned year-round, with the exception of spring and winter breaks when the STRC is closed. The spring and winter break closing dates will be announced annually in EMAT.

To return non-consumable, state-adopted AIM, a packing list and shipping label must be created through EMAT.  The local education agency (LEA) will use a different process depending on the type of materials:

• Consumable large-print AIM
• Out-of-adoption AIM
• Damaged or missing AIM

Consumable Large-Print AIM

Some large-print items are considered consumable and do not need to be returned. To find out if an item is consumable, log into EMAT, go to the district start page, and follow these steps:

1. Click “Reports.”
2. Click “Item Search” and enter the ISBN without dashes or spaces.
3. Click the “Item Details” icon that appears next to the large-print title.
4. Scroll down to see which components are marked as consumables. Note: If an entire title is marked as consumable, it will be removed from the LEA’s inventory at the end of the school year.

Out-of-Adoption AIM

Out-of-adoption materials are not listed in the LEA’s AIM inventory. LEAs are no longer required to return out-of-adoption AIM to the STRC. LEAs may now donate, recycle, or maintain possession of their out-of-adoption AIM. LEAs should not discard AIM from Proclamation 2014 (science, grades K–12; mathematics, grades K–8; and technology applications, grades K–8) or Proclamation 2015 (social studies, grades K–12; fine arts, grades K–12; and high school mathematics) if the materials are still listed on the LEA's AIM Inventory in EMAT. Any AIM titles from Proclamation 2014 or Proclamation 2015 that are not being used by a student must be shipped back to the STRC. LEAs may view a list of currently adopted materials in the Adoption Bulletin. Any materials not included on the Adoption Bulletin are out-of-adoption.

Damaged or Missing AIM

When state-owned materials are lost, destroyed, or irreparably damaged, the LEA is responsible for the cost of replacing the materials. Log into EMAT and follow these steps:

1. Click “Report Lost/Damaged/Destroyed.”
2. Click “TEX-009 Lost or Damaged AIM.”
3. Enter the volume(s) information, click “Save” and “Submit,” then print an invoice and mail it along with payment to TEA.

After payment is received, the missing AIM will be removed from the LEA’s inventory.  If necessary, replacement volumes will be ordered and sent directly to the LEA so a complete set can be returned.

Non-consumable State-Adopted AIM

To return state-adopted AIM, follow these steps:

1. Make sure sets are complete.
Check to ensure there are no missing volumes for each title. If a set is incomplete, follow the steps for damaged or missing items.

2. Package the items for shipping.
Carefully pack the instructional materials in boxes. Number each box (e.g., 1 of 20, 2 of 20, 3 of 20). Do not seal box number one; the packing list must be added to this box later. Securely tape all other boxes closed.

3. Create the packing list and shipping label(s).
Weigh each box. Then follow these steps to create the packing list and shipping label(s) in EMAT:

• On the district start page, click “Ship to STRC.” The system will display all titles eligible for shipment. Items are displayed in multiple list code (MLC) order.
• Select the box to the left of the MLC for the materials being returned. This opens the “Quantity to Ship” field. Enter the quantity; it should not exceed the “Available Quantity.” Repeat this step until all items to be shipped have updated on the screen.
• Click “Save Work.”
• When ready to submit the list, click “Ready to Ship to STRC.”

4. Choose a shipping method and print the label(s).
Follow instructions on the “Ship to the STRC” page for the appropriate shipping method:

• Shipments weighing 150 pounds or less: Choose “Click when Total Weight<=150 lbs.” Enter box count and weights; click “OK.” On the next screen, click “Get FedEx Labels” to print the shipping label(s) for FedEx shipments.
• Shipments weighing more than 150 pounds: Choose “Click when Total Weight>150 lbs.” Enter the total number of boxes to be shipped and the total weight of the shipment; click “OK.”

5. Print the packing list and place it in the box.
Click “Packing List” to print. Place the list in box number one and secure the box with tape.

6. Arrange to have materials picked up by the shipping carrier.

• Shipments weighing 150 pounds or less: Call 1-800-463-3339. To ensure correct billing, reference the TEA AIM account. Refer to EMAT for the current account number.
• Shipments weighing more than 150 pounds: Email Brenda Navarrete (brenda.navarrete@esc20.net) and copy Susan Moravec (susan.moravec@esc20.net) at the STRC to schedule shipment. Include the number of boxes, the total weight, and the address the shipment will need to be picked up from in the email. Attach an electronic copy of the packing list to the email.