End of Year Procedures for IMCs

by Connie --Ghost Blogger

     It's that time of year when we begin to look at wrapping up the year for Instructional Materials.  Soon, material collections, inventories, lost book fines, and shipping/recycling will be taking place all over Texas.  
So as one of our busiest times as Instructional Materials Coordinators approaches, there are a few questions to consider that could make these tasks run more smoothly for you and everyone involved.

Do you have a solid set of procedures? 
     Whether you are in a small district where the 'team' consists of the person reading this post, or you are in a large district where each campus has its own Instructional Materials team, the question remains the same -- what procedures do you have in place to ensure End of Year tasks are completed systematically and efficiently?  Each district, based on their size, space, and personnel, will likely have different procedures; however, the following is a non-exhaustive starter list of things to consider:

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• ​What is being inventoried?​
• Who will collect lost/damaged fines and how will those be handled?
• What happens if a teacher loses a textbook?
• What are our projected numbers for next year to reorder consumables accurately?
• When should campus/district inventories be finalized?

• Who will conduct the inventory?
• Where should materials be housed over the summer months?
• Are teachers allowed to keep TEs checked out over the summer?​
• When will each campus be visited ?
• How should campuses prepare any older or unused materials they want removed?​

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​Are they clearly communicated? 
     Procedures are only as good as our ability to communicate them effectively, right?   Teachers need to know when and where to pile their 'stuff', campus leaders need to know when inventories should be started and completed -- and that's just the beginning! So, how are you getting the word out to district stakeholders in the IM process?   The answer to that question will likely depend on each individual's level of involvement in the IM process. In some cases, a simple phone call or email is enough for those with marginal involvement, while a full-scale professional development training might be the answer for others.   The following list might give you some alternative communication ideas. 

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• Personalized Campus Visits
• Blog Posts (like this one!)
• The 'Good Ole' Email

• IM team meetings
• Scheduled Video Conference Calls
• ​Shared Digital Calendars with Deadlines

Other Things to Consider:

• Do you have any new-comers?  New teachers, campus coordinators, etc will need additional procedural support from you as they finish up their year full of 'first times'. 
• Don't assume veteran IM team members won't benefit from a refresher.  End of Year only happens once a year, after all... 
• Digital lists, training, calendars, etc. really do make collaborative tasks run more efficiently, but make sure you are willing to support those 'tech uncomfortable' members of your team.  A quick visit or phone call to walk them through those digital processes will be invaluable to them. 

I encourage anyone and everyone to add additional thoughts and considerations to these ideas in the comments.  I know it will benefit those who are new to the Instructional Materials Coordinator's path (and to me!).