April 25, 2008
Dear Publishers of Reading/Language Arts-English Language Development Materials for Kindergarten Through Grade Eight:
DISTRIBUTION OF INSTRUCTIONAL MATERIALS SUBMITTED FOR THE 2008 READING/LANGUAGE ARTS–ENGLISH-LANGUAGE DEVELOPMENT PRIMARY ADOPTION INTERVENTION PROGRAMS 4 & 5 (PUBLISHER BULLETIN 2008–12)
Welcome to the 2008 Reading/Language Arts–English-Language Development (RLA/ELD) Primary Adoption for kindergarten through grade eight. We look forward to working with each of you. The purpose of this bulletin is to convey the instructions for materials to be distributed, as noted in the Publishers Invitation to Submit (ITS), pages 22-25.
Consistent with the provisions of the ITS for this adoption, materials are due at designated sites by close of business (5 p.m. PST) on May 12, 2008. Each shipment must include a copy of your Program Description. Standards Maps and Optional Evaluation Criteria Maps should be shipped with your materials both as hard copy and on CD-ROM.
By May 12, 2008, instructional materials must be distributed to:
- Instructional Materials Advisory Panel (IMAP) members
- Content Review Panel (CRP) members
- California Department of Education (CDE)
- Learning Resources Display Centers (LRDCs)
Distribution instructions for each of the groups listed above are included in this bulletin.
At a later date, you will receive additional information concerning distribution of instructional materials to Curriculum Development and Supplemental Materials (Curriculum Commission) members and State Board of Education (SBE) members.
All materials must be in final form (that is, a form that will be offered for purchase over the period of the adoption) unless approval for “less-than-final form” was obtained, in writing, from the Curriculum Frameworks and Instructional Resources (CFIR) Division prior to the shipping of materials. Materials for distribution must not be tabbed, highlighted, labeled, etc., in any way, except for the identification labels as indicated in the ITS (page 23), with the exception of items approved for “less-than-final form” as noted above. These items should also be labeled “less-than-final form.”
The due date for the receipt of the submitted instructional program, Program Descriptions, completed Standards Maps, and optional evaluation criteria maps, at all locations, is 5:00 p.m. PST, May 12, 2008.
DISTRIBUTION OF MATERIALS TO INSTRUCTIONAL MATERIALS ADVISORY PANEL MEMBERS AND CONTENT REVIEW PANEL MEMBERS
Publishers are required to deliver the materials submitted for review and adoption to the IMAP/CRP panel members assigned to review the program. Each publisher will receive address information only for the panel members that will be reviewing that publisher’s program. Phone numbers are provided for shipping purposes only. This information is provided in Attachment 1.
Games, Manipulative Materials or Manipulative Kits
If your program includes games or other manipulative materials; for example, a game of phonics bingo which includes sufficient materials for 20 students to play the game at a time, please send only enough materials for one student at each grade level. Reviewers need to be able to review all activities described in the program. You will need to provide an inventory list of all such materials shipped so the reviewer can easily identify the items.
Items packaged in groups
If you package items in groups; for example, placement tests in packages of 25, send only one copy of the test to the reviewers.
DISTRIBUTION OF MATERIALS TO THE CALIFORNIA DEPARTMENT OF EDUCATION
All alternate formats listed on your submission list that are a different physical format must be sent to the CDE. However, alternate format packages that consist only of different quantities of materials do not need to be sent to the CDE. For example, if you provide student textbooks and teacher’s editions as individual items, and as an alternate format package five student books and one teacher’s edition together, you need only send one student edition and one teacher’s edition to the CDE.
Send one complete set of all submitted materials, including all alternate formats as indicated above, to:
California Department of Education
CFIR Division, Suite 3207
1430 N Street
Sacramento, CA 95814
Attn: Jean James
DISTRIBUTION OF MATERIALS TO FULL LEARNING RESOURCES DISPLAY CENTERS
Attachment 2 provides information on the shipping addresses for the LRDCs. Please note, in some cases, the shipping address varies from the addresses printed in the ITS document. When addressing boxes to LRDCs, make sure the LRDC number is included on the address label. Note that the LRDC numbers do not include #14 or #17. Items must be delivered inside the LRDC. Items may not be left at shipping docks. Please make the necessary arrangements.
LRDCs will be asked to display only the submitted items and they may discard other extraneous materials. Publishers may review their display at the LRDCs. However, publishers are not allowed to make any adjustments to the display without prior approval of the LRDC Director.
In order to accommodate LRDCs that have limited space, and provide clear directions to publishers for the shipment of materials, a survey of LRDCs was conducted giving them three options:
1) Receive all components of all programs, all grade levels
2) Receive Teacher Editions (TE) and Student Editions (SE) only for all programs, all grade levels, including TE and SE for print materials such as English learner guides
3) Receive TEs and SEstudent Editions for all programs, all grade levels, including TE and SE for print materials such as English learner guides, as well as any classroom libraries only. (No ancillaries–that is, overheads, DVDs, CD-ROMs, games, parent letters, etc.)
Attachment 3 provides information on which option each LRDC has selected.
DISTRIBUTION TO ADOPTION-ONLY LEARNING RESOURCES DISPLAY CENTERS
If your program is adopted, you will be required to send final print copies to eight additional LRDCs. These LRDCs (labeled A1-A8) receive only adopted materials, not materials submitted for review. Shipping information for these LRDCs will be provided to publishers of adopted materials after the SBE takes action.
DISTRIBUTION OF MATERIALS TO STATE BOARD OF EDUCATION AND CURRICULUM DEVELOPMENT AND SUPPLEMENTAL MATERIALS COMMISSION MEMBERS
At a later date, we will survey SBE members and Curriculum Commission members regarding the receipt of submitted instructional materials for review. Many of the SBE members and the Curriculum Commission members will opt to review materials at an LRDC, but some will request materials. This information will be provided to you later in May.
NOTE: WE REQUEST THAT YOU SHIP ALL MATERIALS WITHOUT SIGNATURE REQUIRED FOR DELIVERY UNLESS OTHERWISE NOTED NEXT TO THE SHIPPING ADDRESS.
SHIPPING CARTON LABELING INSTRUCTIONS
General Instructions:
- Label each box with the name of the publisher as identified on your submission list.
- Label each box with “2008 R/LA RLA/ELD ADOPTION” and indicate the type of program:
- R/LA Program 4–Intensive Intervention grades 4-8
- R/LA Program 5–Intensive Intervention for English Learners grades 4-8
- Label the boxes #__of #__ If you are shipping 18 boxes in total, please label them 1 of 18, 2 of 18. Please do not break them down by grade level.
- Boxes addressed to LRDCs must show the LRDC number.
- Label the box that includes the Standards Maps, Program Description and Optional Evaluation Criteria Map.
Please refer to page 23 of the ITS for this adoption for a sample shipping label.
ITEM LABELING INSTRUCTIONS
Each item should be labeled as shown in the ITS at the top of page 23. Items that have been approved for submission in “less-than-final format” should be labeled with that information. Also, each label should identify the sequence code, subject, publisher name, series title, grade level, and copyright date.
The labels must be affixed to the items before shipping. Affix the label to the bottom of the back of the book next to the spine, or if the label will fit, place them on the spine. On shrink-wrapped multiple items, affix the label directly to the item as the wrapping will be discarded. Do not place labels on shipping or packaging boxes that may be discarded. Please consider that the item may be displayed on a shelf at the LRDC, so be sure the label will be clearly visible.
Please do not send items other than those that appear on the submission list. Do not send multiple copies of shrink-wrapped tests, etc.–send only one item with a label affixed directly to the item. Include a copy of your Standards Maps, Program Descriptions, and Optional Evaluation Criteria Maps with the items provided.
ALTERNATE FORMATS
When the SBE has taken action and the adoption is complete, you may submit electronic versions of your approved print materials as an alternate format, a different package of your adopted materials as an alternate format, or you may submit some of your adopted materials in Spanish as an alternate format. We highly recommend that you do not submit alternate formats of your materials until you have completed all of the edits and corrections required by the SBE and have the final print copies of the materials.
FUTURE PUBLISHER BULLETINS
Publishers will be sent bulletins on the following topics:
- Instructional Materials for Use During Deliberations
For this adoption, publishers will need to provide a complete set of materials for use by the review panel during deliberations. These materials will be used as a reference to check citations. Additional information about where to send materials will be provided to you before deliberations in July.
- Legal and Social Compliance
A future bulletin will provide information regarding legal and social compliance and retrieval of non-adopted materials.
If you have questions regarding this bulletin, please contact one of the following CFIR Division staff:
- Jean James, Consultant/Publisher Liaison, Instructional Resources Unit, 916-319-0444 or by e-mail at jjames@cde.ca.gov;
- Suzanne Rios, Administrator, Instructional Resources Unit, 916-319-0665 or by e-mail at srios@cde.ca.gov;
- Thomas Adams, Director, Curriculum Frameworks and Instructional Resources Division, 916-319-0881 or by e-mail at tadams@cde.ca.gov.
Sincerely,
Original signed by:
Thomas Adams, Director
Curriculum Frameworks and Instructional Resources Division
TA:jj
1430 N Street
Sacramento, CA 95814