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Textbook and Course Materials Policy

Textbook and Course Materials Policy

Authority: 
Academic and Student Affairs
Date enacted or revised: 
Rev. May 7, 2012
In F/S Handbook: 
yes

The Faculty are encouraged to adopt the most appropriate textbook for content and objectives of the course. The President's Office has the sole authority to sign and approve any contract for "specialty textbooks" or textbooks customized for use only at McNeese State University. No University department or member of a department may sign any contract directly. The University does not assume any part of a contract, nor guarantee any part of a contract which is not approved and signed by the President's Office or his or her designee.


Textbooks and Course Materials- Selection and Adoption
The selection and adoption of textbooks or course materials are an academic departmental responsibility. Academic departments are encouraged to adopt the most appropriate textbook for presenting course content and accomplishing course objectives. However, academic departments when making the selection of a textbook for a departmental course are also encouraged to take into consideration the cost and expense of the textbook and other materials for the student taking the course.
 
All selections, adoptions, materials etc. for a course must be approved by the academic department head and the dean of the college. Decisions on textbooks etc. must involve designated faculty or faculty committees of the faculty members teaching or familiar with the course.
 
The department head should indicate whether textbooks are "required" or "recommended." A textbook will be designated as "required" if the book will be used for a substantial part of the course by all instructors teaching the course.
 
Academic departments may be responsible for return freight charges incurred by the bookstore should the books be ordered as "required" for a course and then not used by the instructors.
 
Academic departments that offer multi-section courses are encouraged to use the same textbook, materials etc. for all sections of the course in a given semester.
 
Textbook adoptions, materials etc. are submitted to the Bookstore by the department head after approval by the dean of the college.
 
A two-year minimum textbook adoption policy will be assumed on all textbook adoptions unless otherwise indicated by the department head at the time of adoption. This two-year policy is necessary in order to give the greatest economical advantage to McNeese students in buy-back and rental situations.  A written justification and explanation from the department head, and approved by the college dean, MUST accompany the textbook requisition if there is to be any exception to the two-year minimum adoption policy.
 
Textbooks that are designed for one-time use such as books with tear out worksheets etc. or books with access codes, software etc. may not be adopted unless the textbooks or textbook packages are considered the "most economical" and the "best buy" for the student. A written justification and explanation from the department head, and approved by the college dean, MUST accompany the textbook requisition if there is to be any exception to the one-time use books. However, laboratory manuals or one-time use workbooks that supplement a textbook may be adopted. The department head and the college dean must approve all supplementary "required and/or recommended" books, supplies, software packages etc.
 
Instructors may not collect fees from students and/or may not sell any books, or supplies, etc. directly to students. 
 
In dealing with academic departments regarding ordering of books, negotiating pricing of materials, etc. the bookstore will work with only one person from each department, namely, the department head or a designated representative. If a representative is to be used, the department head will notify the bookstore in writing of the name of the representative.
 
In order for the Bookstore to most efficiently serve faculty and students, requests for textbook changes must be submitted at least one full semester before the new texts are desired.


University Bookstore Procedures for Securing Textbooks
Textbook adoption forms will be sent out within a week of the finalized class schedule in the SIS (Student Information System.)  Adoption forms will be due in the Bookstore according to the following (approximate) schedule:
1. for Summer classes - the last week in February
2. for Fall classes -the third week in March
3. for Spring classes -the third week in October
 
Textbook adoption information should include the following:
  • Course title and section number;
  • Title of book, author, ISBN #;
  • Maximum and estimated enrollment for the class,
  • And whether the textbook(s) and/or other material are required or recommended.
 
The cover letter that accompanies the adoption form will state that all textbooks and/or materials to be used in the course must be identified on the adoption reporting form and will be made available on the reporting form to all vendors both on and off campus upon request.
 
The Textbook Manager who has been designated the "MSU Central Custodian" will be available to respond to requests and/or inquiries regarding adoption information and public requests on textbook adoption. If unable to fully respond to a request, the "Central Custodian" will be able to direct the inquiry to the proper authority. All requests for textbook information should be directed to the "Central Custodian".
 
To the maximum extent practicable, McNeese State University will make available to students and parents the following information 45 days prior to the beginning of the academic term:
  • A course schedule for the semester;
  • The title, author, edition and the ISBN # of the book(s) for each course; 
  • Whether the book(s) and/or other materials are required, recommended or supplemental;   
  • The retail price of materials and retail prices for both new and used copies of the book(s);
  • And whether previous editions of the book(s) are acceptable.
 
Notice of textbook information will be made available on the University's website.

Notice and Availability of Textbooks
See: http://www.mcneese.edu/policy/Textbooks--Notice%20and%20Availability

To the maximum extent practicable, the University will make available to students and parents the following information 45 days prior to the beginning of the academic term:

  • a course schedule for the semester;
  • the title, author, edition of the book;
  • the ISBN #
  • whether the book is required, recommended or supplemental;
  • retail price of both new and used copies of the book;
  • whether previous editions are acceptable.

Notice of textbook information will be made available on the University's website including the College Portrait Page.  Additionally, the location of this information should be made available on the following documents as practicable: registration and orientation documents, fee bill reminders, in email notices, and other news outlets.


Custom Published Textbooks
Departments may select through the normal established process to use "custom published textbooks" for certain courses within the department. The department head must submit to the college dean a written justification and explanation that the custom published textbook(s) is the "most economical" and the "best buy" for the student, rather than a   regular edition of the textbook(s).

The President of McNeese State University or his designee for signing contracts, the Vice-President of Business Affairs, has the sole authority to sign and approve any contract for a "custom published textbook" for use only at McNeese State University. No academic department head or any members of a department are authorized to sign any contract for a "customized textbook". The University does not honor any part of a contract, nor guarantee any part of a contract that is not approved and signed by the President or the Vice-President of Business Affairs.

The department head, the college dean, and the Vice-President of Academic Affairs must approve the contract for a custom published textbook before being forwarded to the Vice-President of Business Affairs. The Vice-President of Business Affairs in coordination with the Director of Purchasing will work with the publishing company to reach contract language that will be in accordance with McNeese State University policy and Louisiana State Ethics and Law requirements. The Vice-President of Business Affairs will distribute copies of fully executed contracts to the academic department head, the University Bookstore Manager, the Office of Administrative Accounting, and the Office of Purchasing.  A routing form should be obtained from the office of the Vice-President of Business Affairs to accompany the approval process.

Custom books will not be ordered until the approval process is complete.

All contracts for custom published materials or textbooks must designate McNeese State University as the payee and the Office of Administrative Accounting as the return address. Generated proceeds, royalties or other economic benefits from the use of custom published textbooks or other custom published materials must be deposited to a restricted academic departmental account and not to any individual faculty member's account. Approval level for expenditures from this restricted departmental account must include two supervisory levels above the department head. Funds may be used for faculty, staff or student development, for travel, for supplies or equipment.

Custom Printed Departmental Textbooks or Materials
Departments may select through the normal established process to use  "custom printed textbooks, or materials" for certain courses within the department. The department head must submit to the college dean a written justification and explanation that the custom printed text or materials are the "most economical" and "best buy" for the student or that the custom printed materials are a necessary and important supplement for the course.

All contracts for custom printed textbooks or materials must follow the same rules and procedures as stated above for custom published books. Generated proceeds from the use of custom printed textbooks or other custom printed materials must be deposited to a restricted academic departmental account, and not to any individual faculty member's account. Approval level for expenditures from this restricted departmental account must include two supervisory levels above the department head. Funds may be used for faculty, staff or student development, for travel, for supplies or equipment. A written document indicating the departmental account number for proceeds must be provided to the Bookstore.

For the purposes of determining the markup on departmental custom printed material, the materials will be classified into three categories and priced accordingly.
  • Category I includes original textbooks, etc. used as primary text in a course. Profit allowed for the department will be up to 60% of the printing costs.
  • Category II includes original laboratory books, workbooks, sets of class notes, etc. of a supplementary nature.  Profit allowed for the department will be up to 25% of the printing costs.
  • Category III includes syllabi, old exams, sample tests, reading assignments, homework assignments, etc. Profit allowed for the department will be up to 5% of the printing costs.

Note 1.  In cases in which materials overlap categories the materials will be marked according to the lowest category applicable.
Note 2.  In cases in which the bookstore and the department cannot agree on a category, the Bookstore Committee will determine the category.

Faculty Authored Textbooks
A department by the usual process may select a faculty-authored textbook(s) for which the faculty author(s) receives royalties for use in classes in the department even if the instructor of the class is one of the authors. Before the book is adopted, in order to avoid any conflict of interest, faculty authors must indicate in writing to the department head, college dean, the Vice-President of Academic Affairs, and the Vice-President of Business Affairs that they shall comply with one of the following options.

  • Option 1. The author(s) makes arrangements with the publisher to send to McNeese State University to be deposited in a departmental restricted account, the royalties from any texts sold to the McNeese Bookstore or any surrounding bookstores for use in McNeese State University classes.
  • Option 2. The author(s) receives all royalties from the book(s), but then consults with the McNeese Bookstore to estimate how many new books have been sold for use in McNeese State University classes and the amount of royalties that have been realized from these sales. The calculated amount of royalties is then donated to McNeese State University to be deposited in a departmental restricted account.

Note that the funds must be deposited to a restricted academic departmental account, and not to any individual faculty member's account. Approval level for expenditures from this restricted departmental account must include two supervisory levels above the department head. Funds may be used for faculty, staff or student development, for travel, for supplies or equipment.

Upon receiving royalties, the faculty author(s) must provide sufficient documentation to their department head, college dean, Vice-President of Academic Affairs, and to the Vice-President of Business Affairs that either option 1 or option 2 has been followed. The documentation must be sufficient for the Vice-President of Business Affairs to determine that all conflict of interest has been avoided and that McNeese State University is in compliance with the State of Louisiana Code of Ethics. Documentation shall include an accounting statement from the McNeese Bookstore, delivered to the faculty author(s) by January 31 annually, indicating the number of new books sold during the previous calendar year.

Faculty authors receiving royalties should also complete each year the form for Disclosure of Outside Employment.
 
Desk Copies
The Bookstore will provide proper forms for faculty members to order complimentary desk copies of texts used in courses. If there is a delay in receiving the desk copy and the book is needed immediately, the department head (or the representative) may purchase the book from the Bookstore. When the unmarked desk copy is received from the publisher, the department head (or the representative) may take the desk copy to the Bookstore for a full refund at the Service Desk.

Faculty may not sell desk copy materials or otherwise receive anything of economic value in exchange for desk copy or other course materials. 
 
Services
The Bookstore provides the following additional services: faculty charge accounts and special orders for books/general merchandise.