Approval Process for Instructional Materials & Courses

  • The Board of Education of School District 11 approves all learning resources (textbooks and related classroom materials) pursuant to Colorado State Statute C.R.S. 22-32-109 (1) (t).

    In order for textbooks, supplemental materials, and courses to be approved for use in District 11 they must go through the Instructional Material and Course Approval Process (Policy IJJ/Procedures IJJR). Using only approved books, materials and courses protects each teacher and administrator should a parent or community member object to content included in either a book, supplemental material or course. In July 2007, the District 11 Board of Education approved a change to the policy and procedures for textbook and supplemental materials adoption. The changes are intended to "narrow and focus the gate" for instruction. The change in policy will make curriculum alignment across the district much easier. Through this policy, we will be moving toward a viable and guaranteed curriculum across the district. Simply stated, each book and supplementary material used as a required resource for classroom instruction (not optional as all library books are) and each course provided, must progress through the following eight (8) steps:

    1. Resource/Course Identified and Reviewed at School Level

    • Any District 11 employee can identify a textbook, supplemental material or course that he or she would like to go through the process. First, check to see if the textbook or supplemental material is already on the Approved Instructional Materials List or if the course is in the Secondary Course Catalog. Previously approved materials that require copyright updates, may follow the Copyright Change Process (bottom). *If the instructional material considered for approval includes an online or computer-based component, you must complete both the Request for Approval of Content Media form and Software Instructional Material (SIMA) Form as noted in step 2, and provide notice and detailed information to the LRS department for compatibility review (ahead of the approval timeline date). Failure to submit online content or software to the LRS department in a timely manner may delay the submission to a later approval period. Online content must be submitted with hardcopy (may include a binder of printed materials from vendor or printed screen shots) for the Citizen Review table.
    • Anyone wishing to submit materials and/or courses must notify the content facilitator in writing by the date outlined (see Instructional Material & Course Approval Timeline) complete the Request for Approval of Content Media Form, Reader Review Forms (both educator & non-educator), and/or Request for Approval of a New Course Form. All request forms must be signed by the department chairperson and/or building principal.
    • Anyone wishing to delete or make changes to a course (title, description, credit type) must notify the content facilitator in writing by the date outlined (see approval timeline) and submit a Request for Change of Existing Course Form and/or a Request for Deletion of Existing Course Form with appropriate signatures.
    • Submit the completed request for approval/new course forms, Reader Review Forms (both educator & non-educator), a sample copy of the textbook or supplemental material, and if applicable a SIMA form (for online or computer based materials) to the appropriate Content Area Facilitator (depending on subject - e.g. English, Math, Science, Social Studies). *This must go to the Content Facilitator first, please do not submit to Deputy Superintendent without the Content Facilitator signature.

    2. Check for Network Compatibility

    • The Learning Resource Services/Instructional Technology Department must test all instructional materials that include an online or computer-based component, for network compatibility. Please submit physical material and information (logins, vendor contact info) to the LRS/IT representative ( prior to the Instructional Material & Course Approval Timeline due date. *Allow for a minimum of two-weeks before the due date.
    • If this material is to be used for content instruction purposes with student contact and involvement, it must also be submitted to the content facilitator for review with both the Request for Approval of Content Media Form, pre-approved Software Instructional Material Approval (SIMA) Form and the printed sample materials/login information. Once your materials have been reviewed by LRS for compatibility you will receive an email outlining their findings/pre-approval please attach this to your SIMA as back-up documentation.

    3. Resource/Course Reviewed by Content Area Facilitator

    • The content area facilitator will review the material and/or course, check for completeness and may preliminarily approve the submission OR submit it to a committee of reviewers to provide feedback on the book or supplemental material. The content area facilitator will then submit the completed forms and sample materials to the Deputy Superintendent of Achievement, Learning, & Leadership/Curriculum Director for final review. Please do not send your materials to the Deputy Superintendent until a content facilitator signs them.

    4. Resources Reviewed by Deputy Superintendent/Curriculum Director & Committee

    • The Deputy Superintendent of Achievement, Learning, & Leadership or his designee (Director of Curriculum & Instruction) is responsible for final review of all materials submitted to the Board for official approval. A Curriculum Committee will convene during the month prior to the board meeting. The committee will review all textbooks and supplementary materials proposed for approval. This takes place twice per year (fall/spring). If needed there will be an optional special approval process. The committee will give a final review of supplemental materials, but will focus more on using rubrics to evaluate the quality and "fit" of each textbook to district needs. The Committee will use several forms of input to determine the ratings for competing textbooks and will recommend, for Board approval, two textbooks per subject area, grade level, or special program. Using the Textbook Evaluation Form and the Priorities of Curricula Approval Process, the highest scoring textbook is submitted as the "recommended textbook". The committee will make recommendations, after considering potential funding streams, which include Use of Supplemental Materials Title I Funds, maintenance cost, additional training fees, substitute costs, training days, estimated professional development costs, additional technology costs, additional FTE's needed, and license renewal costs.

    5. Resources Reviewed by Public

    • Materials approved by the Curriculum Committee are available for public review for one-week prior to submission for Board Approval.
    • Public notice of the material approval and review is posted online at, via Channel 16 commercials, and D11 Loop.
    • Parents, community members, and staff may review the items at the Central Administration building or online at and use the Citizens Review Form to record their comments.
    • All comments will become public record.

    6. Resources Approved by Board

    • Public comments are included with approval recommendations, and presented to the Board.
    • The Board will take action on the recommendation from the Curriculum Committee, and the approved items will be added to the Approved Instructional Materials list.

    7. Funding Request

    • Submit the Funding Request to the Office of Achievement, Learning, & Leadership for processing.

    8. Registering Courses with NCAA

    • Curriculum & Instruction submits new courses and course change information to the NCAA ( after board approval.
    • NCAA will review the course documentation and respond directly to Curriculum & Instruction with its decision.
    • The Content Facilitator will coordinate all appeals to the NCAA for unapproved courses.
    • The NCAA approved course listing may be viewed at


    Materials previously approved under a prior copyright may progress through the three (3) steps below:

    1. Complete the Request for Copyright Change Form (with appropriate teacher, department chairperson or principal signatures) and Reader Review Form (Educators and Non-Educator).

    2. Submit the completed forms, Request for Copyright Change Form, Reader Review Forms, Software Instructional Material Approval (SIMA) form (for online or computer based materials), and a complete sample copy of the textbook/kit or support material to the appropriate Content Facilitator (depending on subject - e.g. English, Math, Science, Social Studies, CTE). * This must go to the Content Facilitator first, please do not submit to the Deputy Superintendent.

    3. The Content Facilitator will submit the completed forms and sample materials to the Deputy Superintendent of Achievement, Learning, & Leadership or his designee (Curriculum & Instruction Director) for final review. The Deputy Superintendent of Achievement, Learning, & Leadership may override the adoption process and approve materials that have new copyright dates on materials that have less than a 25% change in content.  The submitter must verify with the vendor about percentage of content changes and supply written documentation clearly stating percent of change.


Approval & Review Forms

Contact Information

  •  Shantelle Nix photo

    Shantelle Nix

    Administrative Assistant to the Deputy Superintendent

    (719) 520-2045