Directives

PURPOSE

To maintain a process to provide course required materials for purchase by students prior to the beginning of term. 

SCOPE

All professors requiring course materials

DEFINITIONS

POLICY

1. Retail Services has the mandate to meet all the textbook, computer software, and course related needs of professors, students and staff.
2. Retail Services will order course required materials required by the academic departments in order to reduce costs and curtail duplication of services.  The Purchasing Department will automatically redirect  any requisitions for books that it receives to the Bookstore.
3. Retail Services will negotiate purchases with suppliers to the best financial advantage of the College when purchases are made with College funds. If special circumstances require that negotiations for purchases be conducted by the departments,requisitions for such orders must be forwarded to the Bookstore to raise a purchase order.

   
   Purchase of Textbooks

4. Academic Departments will prepare and submit online course adoptions to the Bookstore, completed textbook requisition forms (Appendix 1) for each term by the dates below:
   -  Fall term: May 31
   -  Winter term : October 15
   -  Spring term : March 15
5. Academic Departments will notify the Bookstore as soon as changes in enrolment take place which impact the book order submission for the coming term. These include:
   -  Increase in student intake;
   -  reduction in student intake;
   -  suspension of a program intake.              
6.  Academic Departments are to inform the Bookstore of the current textbooks which have been selected for the next term or academic year to permit students to purchase used books. 
7.  Academic Departments will notify the Bookstore when a required textbook publication is dropped from the booklist so that books in store can be returned to the publisher for refund.
8.  Some publishers will not accept textbook returns or will accept only a limited number. The Bookstores will notify departments of these particulars and encourage departments to exercise care when confirming the quantities required. 
9.  Academic Managers in the Centre for Continuing and Online learning will notify the Bookstore if they cannot adhere to the dates for ordering textbooks.  In such instances, the Academic Managers will work with the Bookstore in selecting suitable dates for submitting book orders.  Should the original enrolment estimates need to be amended, the Bookstore is to be informed immediately. 

   
   Sponsored and Apprentice Students
   

10. Sponsored and apprentice students will receive on loan textbooks and/or equipment required in support of their program.  Consumable materials such as paper, pens, erasers and equipment that will remain the property of the student must be purchased by the student.
11. Departments will purchase textbooks and or equipment for student needs from budget funds established for those purposes.  Inventory records must be maintained for non consumable items including a record of all items on loan to students.  Loan items will not be issued to students without a teacher’s written approval. 
12. A student loan record must be cleared prior to the student receiving his/her academic transcript or diploma or certificate.
13. Student payment for lost, stolen or badly damaged texts/equipment will be made at the appropriate College office.  A student must produce a receipt covering such payment prior to receiving his/her academic record. 

PROCEDURE

SUPPORTING DOCUMENTATION
Appendix 1         Textbook Requisition form         

RELATED POLICIES
SA 14 Unreturned College Property and Unpaid Debts

RELATED MATERIALS

Faculty Guide:  Your Complete Bookstore and You