Accessible Instructional Materials (AIM)

An Admission, Review, and Dismissal (ARD) committee or 504 committee determines if a student requires AIM. A student’s specific need for AIM is included in their individualized education plan (IEP) or 504 plan. LEAs should maintain accurate AIM records at the local level; do not send confidential student information to TEA. Before submitting an AIM requisition, LEAs will certify that the material is for an eligible student during the requisition process.

The following instructional material formats are available in EMAT for requisitions:   

• Braille  
• Large print  
• Audio  
• Digital  

Please note that any digital instructional material available in EMAT for AIM requisition is the same instructional material provided by the publisher for any student. If you already have the digital version from the publisher, it is accessible.  

If an accessible version of a specific item is not available in EMAT, submit a Help Desk ticket for assistance. 

LEAs may request a second set of AIM for a student to have a copy at school and home.  The second set of AIM is provided at no cost to an LEA; however, it is important to keep documentation of AIM checkouts since the (non-consumable) materials will need to be returned after use.  

Teachers with visual impairments can also order accessible formats of state-adopted or SBOE-approved teacher editions at no cost to an LEA. 

• To request accessible versions of state-adopted or state-approved teacher editions, fill out a Requisition for Braille or Large Print Materials for Educators (PDF).  
• To request braille-ready format (BRF) files, fill out a Requisition for Braille Ready Format Files (PDF). 

Please note that an order of teacher edition AIM can take months to produce, so be sure to order with as much time available as possible.  

• The American Printing House for the Blind, Louis Database contains information on more than 240,000 titles in accessible formats, including braille, large print, sound recordings, and electronic files. LEAs can use TIMA funds or IDEA part B funds to purchase materials from American Printing House for the Blind.  
• Bookshare is an accessible online library with more than 900,000 titles and offers free memberships to schools and qualifying students through an award from the U.S. Department of Education Office of Special Education Programs.  
• Learning Ally offers more than 80,000 human-narrated audiobooks that can be downloaded and accessed with various mainstream and assistive technology devices. Through a contract with TEA, Learning Ally offers free memberships to Texas K–12 public and charter schools with qualifying students.  

Step 1: Start an AIM Requisition

1. Log in to EMAT and click to the District Start Page.
2. On the right-hand side, locate the links next to the needed format:  
   • Audio
   • Braille
   • Digital
   • Large-Print
3. Click Create New Requisition for the appropriate format.

Step 2: Select the Instructional Material Title

1. Use the tabs along the top to navigate:  
   • Grade-level tabs for K–8 materials.
   • Subject tabs for high school materials.
2. Select the appropriate grade or subject.
3. Click the magnifying glass icon next to the Multiple List Code (MLC) to open the title selection pop-up.
4. Select the appropriate instructional material from the pop-up menu.

Important note: The ISBN shown is the program ISBN, which represents the full instructional package. AIM packages include all print components intended for student use.

Step 3: Select Special Formats, if Needed (Braille Only)

Contracted braille is the standard braille format and default format in EMAT; uncontracted braille is considered a special format and is intended for beginning braille readers. Confer with the student’s Teacher of the Visually Impaired (VI) teacher or other specialist(s) to determine if a special format is needed.

To request uncontracted braille:

1. In the Version field, select Version 02.
2. If uncontracted braille is not listed as an option, submit a Help Desk ticket so the option can be made available.

Step 4: Enter Quantities and Save Your Work

1. Enter the student quantity for each selected title.
2. Click Save Work.
   • Be sure to save after each new addition or change to the order, especially if the requisition includes multiple grade levels.

Step 5: Review the Requisition Summary

1. Use the tabs to return to the Summary tab.
2. Select View/Print Requisition Summary to verify:  
   • Correct titles
   • Quantities
   • Formats

Pricing Note: Any pricing shown reflects TEA’s cost and may be used as a replacement cost if state‑owned AIM materials are lost or damaged and are not consumable.

Step 6: Verify the Delivery Address

1. On the Summary tab, confirm the AIM delivery address.
   • If changes are needed, use Confirm Addresses on the District Start Page.

Shipping timeline notes: Shipping dates typically default to 45 days from the order date. During the summer, the default date will occur during the last week of August and cannot be adjusted; vendors will still fulfill orders as quickly as possible.

Step 7: Certify Eligibility and Submit

1. Click Submit to TEA.
2. Review and certify the eligibility statement confirming materials are for a qualifying student; this should be documented in the student's Individualized Education Plan (IEP) or Section 504 Plan.
3. Enter the phone number of the district staff member certifying the requisition and click OK.

Important: Do not submit or send confidential student information to TEA. All eligibility documentation must be maintained at the district level.

Step 8: Maintain Accurate Records

• In the district delivery contact information, include a name in the “Address Line 2 / Attention” field when possible.
  • This helps prevent misplaced shipments, especially during the summer months.

Order AIM as soon as a student’s need is known. While AIM can be ordered at any time, many districts submit AIM orders when EMAT opens for the upcoming school year.

TEA recommends the following timelines help ensure delivery by the start of the school year: 

• Braille instructional materials: Order by mid‑May
• Large Print and Audio instructional materials: Order by mid‑July

AIM materials may be shipped from an AIM vendor or from the Special Textbook Redistribution Center (STRC) if the title is available as surplus. AIM production can take some time, particularly for braille, and titles may be sent in partial shipments while the AIM vendor is completing production of the remaining volumes. 

As materials arrive, receive shipments electronically into your AIM Inventory using the following links, which will appear on the District Start Page after an AIM vendor has marked volumes as shipped: 

• Receive STRC Shipment, or
• Receive AIM Vendor Shipment

If materials are not received electronically, shipments will be auto received after 60 days. Contact TEA (via Help Desk) if materials, quantities, or volumes are missing.

To determine how many volumes should be included for a particular title that has been ordered: 

1. Log into EMAT and go to the District Start Page.
2. Click AIM Inventory Browser.
3. Enter the MLC for the title and click Search.
4. Click the Item Details icon, located to the right of the ISBN, or click Volumes.

Use the following instructions to return non-consumable AIM:

1. Make sure sets are complete; ensure there are no missing volumes for every product. If a set is incomplete, follow the steps for damaged or missing items. 

2. Package the instructional materials in boxes and number each box (e.g., 1 of 20, 2 of 20, 3 of 20). When packing, wait to seal box number one until the packing list is added at the end. When all boxes are packed, ensure they are securely taped. 

3. Create packing list, shipping label(s), and weigh each box. Use the following steps to create the packing list and shipping label(s) in EMAT: 

1. 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. 
2. Select the box to the left of the MLC for the materials being returned. This opens the Quantity to Ship field. Enter the quantity of instructional materials being returned. Note that the quantity entered should not exceed the “Available Quantity.”
3. Repeat step 2 until all items that need to be returned have appeared on the screen. 
4. Click Save Work.
5. To submit the list, click Ready to Ship to STRC.

4. Choose a shipping method and print the label(s). 

For shipments weighing 150 pounds or less:

1. Choose Click when Total Weight<=150 lbs.
2. Enter box count and weights.
3. Click OK.
4. On the next screen, click Get FedEx Labels to print the shipping label(s) for FedEx shipments. 

Shipments weighing more than 150 pounds:

1. Choose Click when Total Weight>150 lbs.
2. Enter the total number of boxes to be shipped and the total weight of the shipment.
3. Click OK.

5. Print the packing list and place it in the box by clicking Packing List to print. Ensure the packing list is included in the first box of your shipment.

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

For 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, the dimensions, 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. 

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 materials are not listed in the LEA’s AIM inventory and do not need to be returned. View the list of currently adopted/approved materials in the Adoption Bulletin; any materials not included on the Adoption Bulletin are considered out-of-adoption. LEAs may now donate, recycle, or maintain possession of any out-of-adoption AIM.

Please note that any AIM titles from Proclamation 2014 or Proclamation 2015 that are not being used by a student must be shipped back to the STRC. 

When state-owned materials are lost, destroyed, or irreparably damaged, the LEA is responsible for the cost of replacing the materials. Login to EMAT and use the following steps to report the lost, destroyed, or irreparably damaged instructional materials: 

1. Click Report Lost/Damaged/Destroyed.
2. Click TEX-009 Lost or Damaged AIM.
3. Enter the volume(s) information, click Save and Submit
4. Print an invoice and mail it with the necessary payments to TEA. 

After payment is received, the AIM will be removed from the LEA’s inventory. If needed, replacement volumes will be ordered and sent directly to the LEA.