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An Admission, Review, and Dismissal (ARD) committee or 504 committee determines if a student requires AIM. A student’s specific need for AIM is included in their individualized education plan (IEP) or 504 plan. LEAs should maintain accurate AIM records at the local level; do not send confidential student information to TEA. Before submitting an AIM requisition, LEAs will certify that the material is for an eligible student during the requisition process.

Step 1: Start an AIM Requisition

1. Log in to EMAT and click to the District Start Page.
2. On the right-hand side, locate the links next to the needed format:  
   • Audio
   • Braille
   • Digital
   • Large-Print
3. Click Create New Requisition for the appropriate format.

Step 2: Select the Instructional Material Title

1. Use the tabs along the top to navigate:  
   • Grade-level tabs for K–8 materials.
   • Subject tabs for high school materials.
2. Select the appropriate grade or subject.
3. Click the magnifying glass icon next to the Multiple List Code (MLC) to open the title selection pop-up.
4. Select the appropriate instructional material from the pop-up menu.

Important note: The ISBN shown is the program ISBN, which represents the full instructional package. AIM packages include all print components intended for student use.

Step 3: Select Special Formats, if Needed (Braille Only)

Contracted braille is the standard braille format and default format in EMAT; uncontracted braille is considered a special format and is intended for beginning braille readers. Confer with the student’s Teacher of the Visually Impaired (VI) teacher or other specialist(s) to determine if a special format is needed.

To request uncontracted braille:

1. In the Version field, select Version 02.
2. If uncontracted braille is not listed as an option, submit a so the option can be made available.

Step 4: Enter Quantities and Save Your Work

1. Enter the student quantity for each selected title.
2. Click Save Work.
   • Be sure to save after each new addition or change to the order, especially if the requisition includes multiple grade levels.

Step 5: Review the Requisition Summary

1. Use the tabs to return to the Summary tab.
2. Select View/Print Requisition Summary to verify:  
   • Correct titles
   • Quantities
   • Formats

Pricing Note: Any pricing shown reflects TEA’s cost and may be used as a replacement cost if state‑owned AIM materials are lost or damaged and are not consumable.

Step 6: Verify the Delivery Address

1. On the Summary tab, confirm the AIM delivery address.
   • If changes are needed, use Confirm Addresses on the District Start Page.

Shipping timeline notes: Shipping dates typically default to 45 days from the order date. During the summer, the default date will occur during the last week of August and cannot be adjusted; vendors will still fulfill orders as quickly as possible.

Step 7: Certify Eligibility and Submit

1. Click Submit to TEA.
2. Review and certify the eligibility statement confirming materials are for a qualifying student; this should be documented in the student's Individualized Education Plan (IEP) or Section 504 Plan.
3. Enter the phone number of the district staff member certifying the requisition and click OK.

Important: Do not submit or send confidential student information to TEA. All eligibility documentation must be maintained at the district level.

Step 8: Maintain Accurate Records

• In the district delivery contact information, include a name in the “Address Line 2 / Attention” field when possible.
  • This helps prevent misplaced shipments, especially during the summer months.

Use the following instructions to return non-consumable AIM:

1. Make sure sets are complete; ensure there are no missing volumes for every product. If a set is incomplete, follow the steps for damaged or missing items. 

2. Package the instructional materials in boxes and number each box (e.g., 1 of 20, 2 of 20, 3 of 20). When packing, wait to seal box number one until the packing list is added at the end. When all boxes are packed, ensure they are securely taped. 

3. Create packing list, shipping label(s), and weigh each box. Use the following steps to create the packing list and shipping label(s) in EMAT: 

1. On the district start page, click Ship to STRC. The system will display all titles eligible for shipment. Items are displayed in multiple list code (MLC) order. 
2. Select the box to the left of the MLC for the materials being returned. This opens the Quantity to Ship field. Enter the quantity of instructional materials being returned. Note that the quantity entered should not exceed the “Available Quantity.”
3. Repeat step 2 until all items that need to be returned have appeared on the screen. 
4. Click Save Work.
5. To submit the list, click Ready to Ship to STRC.

4. Choose a shipping method and print the label(s). 

For shipments weighing 150 pounds or less:

1. Choose Click when Total Weight<=150 lbs.
2. Enter box count and weights.
3. Click OK.
4. On the next screen, click Get FedEx Labels to print the shipping label(s) for FedEx shipments. 

Shipments weighing more than 150 pounds:

1. Choose Click when Total Weight>150 lbs.
2. Enter the total number of boxes to be shipped and the total weight of the shipment.
3. Click OK.

5. Print the packing list and place it in the box by clicking Packing List to print. Ensure the packing list is included in the first box of your shipment.

6. Arrange to have materials picked up by the shipping carrier. 

For shipments weighing 150 pounds or less:

• Call 1-800-463-3339. To ensure correct billing, reference the TEA AIM account. Refer to EMAT for the current account number. 

Shipments weighing more than 150 pounds:

• Email Brenda Navarrete (brenda.navarrete@esc20.net) and copy Susan Moravec (susan.moravec@esc20.net) at the STRC to schedule shipment.
  • Include the number of boxes, the total weight, the dimensions, and the address the shipment will need to be picked up from in the email. Attach an electronic copy of the packing list to the email.