Help! I am a New Campus Coordinator
The following are some quick tips and tricks to get you through the beginning of the year. This is NOT comprehensive TIPWeb-IM training, but it can help you survive the back to school crush. Click on the links to get more information about each process and/or feature. Don’t forget you have unlimited technical support! Contact us at support@hayessoft.com or 800-495-5993.
QUICK! What do I need to know?
TIPWeb-IM is an online centralized database of all the district tracked instructional materials in your district. The district level tracks the quantities of these materials. Campuses track the quantities of the items issued to them by the district. Campuses also track down to individuals who may be borrowing a district tracked item. This means:
Access TIPWeb-IM on a website (Check with your district coordinator for the URL and your user name/password credentials.)
Inventory counts are everything
(If your physical inventory counts – what is really sitting on your shelf – are higher than what TIPWeb-IM says, you won’t be able to check out the extra items to people on your campus.)Campuses distribute to Teachers and Students
(Generally, TIPWeb-IM uses the same ID number found in your district’s student information system for teachers and students)Accession numbers are unique within your district
(You can search by accession number in TIPWeb-IM and find out who is responsible for the item and what campus they are on.)Additional materials must be requested of the district
(If you need more copies of a title, you must request those items from the district coordinator.)
How do I do that?
Access TIPWeb-IM:
Use a browser (we suggest Chrome or Firefox) to access your district’s version of TIPWeb-IM
If you don’t have the url or you can’t login, contact your district coordinator for help.
Become familiar with the TIPWeb-IM interface, common icons, and acronyms
(FYI – There are helpful shortcuts and alerts on the Home page.)
Verify Inventory Counts are Accurate:
What are your inventory counts in TIPWeb-IM?
Run a Textbook Basic Report and review each ISBN’s Storage counts. They should match the number of items physically in storage. (Go to Reports > All Reports > Textbook Basic Report > Click on the scroll icon )Receive all ‘In Transit’ Campus Requisitions
(These are shipments of additional materials from your district office. If not received within TIPWeb-IM, those items will not be allowed to be distributed to individuals. TIPWeb-IM will say “Not enough in storage.”)Collect Items Turned In
(Materials not returned at the end of the school year come back to you at the beginning of the new school year. You may also have a stack of materials turned in over the summer. Collecting these items in TIPWeb-IM will identify them as ready to issue out to the next person and will add to your Storage counts.)
Distribute to Individuals:
Distribute items to Students: Quick Video (4 minutes) or Distribution Poster
(All you need to issue an item to a student is their ID number, the ISBN, and the accession. Campus ID cards or the Student Listing with Barcodes Report allows you to scan their ID rather than hand entering it.)Distribute items to Teachers
(All you need to issue an item to a teacher is their ID number, the ISBN, and the accession. Campus ID cards or the Teacher Listing with Barcodes Report allows you to scan their ID rather than hand entering.)
Research a Specific Item:
Has this book been collected in TIPWeb-IM?
Use the Find A Book screen to search by Accession number and it will provide you with its current status and to whom it is issued. You can even collect the item to storage from the Find A Book screen.
Order Additional Materials from the District:
Campus Requisitions is the process for requesting items supplied by the district. The district tracks, approves, and processes all campus requisitions. Different ISBNs can be requested on the same campus requisition. So give it a generic name and tell the district what you need!
Create a New Campus Requisition: Quick Video (4.5 minutes) or Step-by-step Instructions
More Details, Please!
When you have time to learn more about these processes, check out the following resources:
Beginning of the Year: Best Practices Checklist – A quick checklist of generic end of year and beginning of year processes for campus TIPWeb-IM users.
Beginning of the Year Training Video & Handout – A recorded live webcast training (1 hour) where participants were walked through what to do in TIPWeb-IM for the beginning of year processes. This includes closing, receiving shipments of new materials, distributions to individuals, and common reports/receipts.
Distribution Layouts & Best Practices – This document is a collection of best practices for distribution methods which can vary from campus to campus (differing largely based on the logistics of the campus). Use this document to help determine what procedures might work best for your campus.
Running TIPWeb-IM Reports Training & Handout – A recorded live webcast training (1 hour) where participants were walked through how to filter, sort, print, and export reports in TIPWeb-IM.
Audits in TIPWeb-IM & Optional Closing Process Training & Handout – A recorded live webcast training (1 hour) where participants were walked through what to do in TIPWeb-IM for the end of year processes. This includes closing and audits.