FCPS outlines textbook-approval process, public-display and reconsideration changes

Frederick County Public Schools staff reviewed the district's textbook-approval procedures at the curriculum and instruction meeting on Aug. 10, 2022, saying the process is governed by regulation 500-38 and that staff will make changes to improve public access and transparency.

The presentation, led by Scott Murphy (staff member), explained the system used to classify instructional materials, how review committees are formed, and how the public can formally comment or ask for reconsideration. "The textbook process is governed by regulation 500 dash 38," Murphy said. He summarized three material types — foundation textbooks for required courses (type 1), textbooks for electives (type 2) and supplemental materials — and said all foundation and elective textbooks are reviewed on an approximately eight-year cycle.

Why it matters: textbooks determine what all students study in required courses and can shape classroom instruction. Murphy said improved public access and clearer communication are intended to make the review and comment process more usable for families who lack time during office hours to view print displays.

Murphy described committee membership required by the regulation: for type 1 (required course) reviews the committee includes a curriculum specialist, a school-level administrator, two teachers in the discipline and a parent or community member; type 2 committees are smaller. "Finding parents to serve on these committees can be a challenge," Murphy said. He added that committees frequently include more representation than the regulation requires when possible.

Staff also summarized evaluation criteria used by committees: alignment to curriculum standards, age appropriateness and cultural suitability, availability and quality of teacher supports, viability of digital materials in the district's systems, and accessibility features such as text-to-speech or large print. Murphy said when evidence-based research exists for materials (for example, in early literacy or mathematics), staff intend to emphasize that research in future regulation edits.

Public display and comment procedures: staff said they publish review materials for public inspection and accept written feedback. "When we have electronic versions, we make sure those are available to the public," Murphy said. Materials are displayed at central office and at public-library branches; staff proposed adding a second full set at the Frederick County Public Library main branch to improve evening access. Murphy said the district provides a textbook-reaction form and sets a 21-day public-comment window for reviews.

Reconsideration: Murphy described the formal reconsideration process for previously approved materials (regulation 500-39) and said a citizen petition threshold triggers a formal review. "I think if I remember correctly, it's, like, 6. 6, folks that have said, hey. We want you to review this," Murphy said; staff said that when a reconsideration is requested they follow the district regulation that governs reconsideration procedures.

Library materials: the presentation distinguished classroom curricula from library selection. Murphy said library selection follows a separate library policy and selection criteria; courts treat library collections differently than curriculum because libraries are a marketplace of ideas. "Libraries as the Supreme Court says are the green marketplace ideas," he said, stressing that the legal standard and challenge process for library books is distinct from the classroom/textbook process.

Funding and industry context: staff reviewed budget and market pressures. Murphy said that before the 2008'09 downturn the district budgeted about $2,400,000 annually for textbooks; funding dropped during the recession and has been restored gradually in recent years. He noted textbook-publishing consolidation: "It used to be that there were as many as 30 large publishers of textbooks. There's about 4 now," he said, explaining that fewer large vendors affect vendor selection and pricing. Murphy said staff sometimes present two approved options for the same program so the district can negotiate price and select the option that fits budget constraints.

Process improvements and next steps: staff proposed several near-term changes to improve transparency and public engagement: adding a prominent link from the district home page (fcps.org) to a central textbook-approval page; maintaining at least one full public set of review materials at the county's main public library; ensuring the textbook-reaction form is fillable and easy to submit online; and expanding notification channels so email lists and social media reach families who might not have previously received notices. Public affairs staff have begun broadcasting review notices on social media, Murphy said.

Equity and accessibility: Murphy and colleagues said they are reviewing the regulation language to add clearer, standardized equity and accessibility rubrics and suggested offering committee members brief professional learning about equity indicators before reviews. He said staff will develop proposed regulation edits and route them to the superintendent's office and appropriate advisory groups for consideration.

Open educational resources (OER) and other challenges: Murphy noted the district considered OER options for elementary language arts but flagged issues including reliability, printing and integration with digital systems. He said OER can be useful in some areas but currently present challenges for the district's high standards for digital interoperability and ESSA/EDID expectations.

What was not decided: the meeting did not include formal board votes or policy changes; staff described planned operational changes and said any regulatory edits would be presented through the regular policy/regulation process. Several board members asked for a clear, short summary on the website that explains where a given review sits in the annual cycle so the public can tell whether a display list is current. Staff said they would add a summary paragraph to the textbook review page and check the fillable form capability.

The presentation closed with staff offering to return in the fall with additional materials and proposed edits for board review and public discussion.