Textbook Provisions-Roles and Responsibilities
- Module leader/convener shall take responsibility to:
- review textbook history and module specification for the module;
- assign with DLTC approval the most appropriate textbook to present module content and accomplish module objectives with consideration of textbook cost;
- ensure that any textbook deemed as mandatory meets the criteria outlined below:
- At least 70% of the materials and/or content of the text will be covered and used for the module
- An exception to the above would be for textbooks that are reused by modules over the course of a programme
- The text is the core source of information for the module and without it a student will not have sufficient knowledge to pass
- Additional materials are not required for students to understand the material for the module
- provide accurate and complete information (including ISBN, title, author, publisher) for the textbook via e-Bridge within the specified deadline;
- confirm textbook decisions in e-Bridge;
- confirm, change or cancel order within 5 working days upon receiving the notice of special cases (e.g. out of stock, out of print, regional sales restriction, sensitive content, extra high cost, edition update) of a textbook from Library;
- distribute the electronic textbook or access code to students.
2. DLTC shall take the responsibility to:
a. review and approve the textbook request when more than two titles are to be assigned for a module as mandatory;
b. review and approve the textbook request when more than two titles are to be assigned for a module as optional;
c. assign the responsibilities above for an absent Module Leader/Convener regarding textbook issues if these cannot be completed by Library Liaison Officer.
- Library Liaison Officer (LLO) shall take the responsibility to:
- circulate textbook notices within departments, including textbook request collection, desk copy collection, reminders of deadlines and ordering status;
- report the department’s collective feedback back to Library;
- fulfil the duties outlined for a Module Leader/Convenor when there is an absence in this role.
- Registry shall take responsibility to:
- provide the best approximation possible regarding information of each module in WEEK 7 of each semester to Library for quotation purpose, including module code, module title, number of students enrolled;
- provide the best approximation possible regarding information of each module in WEEK 12 of each semester to the Library for ordering, including module code, module title, number of students enrolled;
- provide the best approximation possible regarding module information for students to Library, including module enrollment (module code and module title), one week before textbook distribution of each semester;
- maintain the textbook information collection and confirmation functionality on e-Bridge and ensure the easy access to the data by Library.
- Management Information Technology and System (MITS) Office shall take responsibility to:
- make sure Textbook Management System , computers, network and printers work properly two days before textbook distribution of each semester;
- provide regular maintenance of Textbook Management System.
- Library shall take responsibility to:
- collect textbook requests in WEEK 6 & WEEK 7 of each semester;
- coordinate with book agencies and publishers for textbook ordering;
- follow up on textbook order status and provide feedback to departments;
- distribute textbooks to students;
- manage textbook stocks;
- coordinate with Finance Office for textbook fee settlement.
- Student shall take responsibility to:
- collect textbooks with ID card according to the announced schedule;
- double check textbook information when collecting textbooks and check out with signature on receipts;
- confirm textbook fee settlement within the announced deadline.
Standard Textbook Practice for Staff
- Module Leader may select a maximum of two mandatory textbooks; requests for additional mandatory textbooks will require the approval of the Head of Department.
- Module Leader may select a maximum of two optional textbooks; requests for additional optional textbooks will require the approval of the Head of Department.
- Library encourages assigning textbooks as ‘optional’.
- When Optional Textbook is assigned, Library will provide only a certain number of copies based on the Optional Textbook Collection Rate (CR) of last academic year.
(NC stands for Number of students who Collected a copy; NF stands for Number of students who Failed to own a copy due to understock (if applicable); NE stands for Number of Enrollment in a module); CR = NC + NF NE
- Library shall keep record of all statistics regarding textbook collection in the formula above.
- No matter whether a textbook is assigned as ‘mandatory’ or ‘optional’, Library will transfer it into library collection for students to borrow. The number of copies will follow the Policy on Print Book Collection Development.
- Academic staff can set a book as ‘Course Reserved’ for 1 day loan or ‘Short Loan’ for 3 days for teaching needs by contacting Library User Service Division (Lib-USD@xjtlu.edu.cn).
- Textbook request collection and purchase shall follow the timeline below:
- Registry to authorize e-Bridge access for module leaders, LLOs, and HoDs and prepare the textbook information function to begin running by WEEK 5 of each semester;
- Library to inform LLOs and HoDs of textbook request collection schedule via e-mail and iCalendar in WEEK 5 of each semester;
- Module leaders/conveners to submit textbook requests via e-Bridge within WEEK 6 & WEEK 7 of each semester;
- Library to inquire about availability, price and estimated arrival time based on the collected textbook requests within 10 working days of e-Bridge being closed, and provide information indicated above to each academic department;
- Academic departments to review textbook requests in the case of extra high cost or unavailability and send departmental decision to Library within 5 working days.
- Library to place orders, which cannot be changed or canceled at this point. Normally it takes 2 to 3 months for imported textbooks to arrive.
- Academic departments should be aware that if textbook requests are not submitted by the announced deadlines, late textbook requests will not be accepted. Any late textbook request may lead to late textbook distribution to students and consequently possible complaints.
- Library could accept special application to facilitate normal learning and teaching activities. In this case, applicants need to declare that they will take full responsibility for any potential consequences, and need to fill in the Special Circumstance Textbook Request Form (Appendix 1) for the approval and signatures of HoD and Vice President, Academic Affairs.
- Module lecturers can collect a Desk Copy by:
- collecting it from Library in person one week before new semester begins;
- contacting publishers directly if the Desk Copy is needed before the time stated above.
Standard Textbook Practice for Students
- For Mandatory Textbook(s), each student enrolled in the module will be provided with a copy. Library orders Mandatory Textbooks according to the estimated number of enrollment in a module provided by Registry.
- For Optional Textbook(s), students are free to make buying decisions on a ‘First Come, First Served’ basis. It is not guaranteed that each student can have one copy in hand.
- Students should collect textbooks three days before WEEK 1 in each semester. Students who missed the centralized distribution can collect textbooks in Textbook Service Center during opening hours before WEEK 10.
- Returning service is ONLY eligible for students who have changed modules/programs within the first month of a new semester. Any other return requests will not be accepted. Students shall provide their updated timetable and return the unused textbooks to the Textbook Service Center.
- Students shall check the latest updated textbook master list on the library website, if needed.
- Students shall be aware of the textbook fee settlement process below:
- Students should pay for their Mandatory Textbooks, collected Optional Textbooks and calculators from Service Charge Account;
- For undergraduate students, textbook fee will be calculated by Library and students will be notified by Student Affairs Office via e-mail to confirm charged items of Service Charge before the end of May in each academic year;
- For postgraduate students, textbook fee will be calculated by Library and students will be notified by Registry via e-mail to confirm charged items of Service Charge before they graduate;
- For withdrawal students, textbook fee settlement shall be completed before they leave the University;
- Students can contact email@example.com for any query about textbook fees within the announced deadline. Overdue refund requests will not be accepted.
- Issues related to textbook usage (frequency and complaints) should be raised at the departmental level Student Staff Liaison Committee (SSLC).