Faculty


Why early book order deadlines are so important

We at the Bookstore understand that faculty may feel that the deadlines for textbook requisitions is unreasonably early. We have checked with local private universities and found that our due dates are comparable to their due dates. With over 800 titles in use each semester, the process of researching, ordering and receiving an average of 18,000 copies of textbooks, setting shelves, shelving textbooks, and following up on orders takes an enormous amount of time. Unfortunately, the majority of textbook requisitions are not received by the deadlines. We do understand the situations with TBAs, last-minute reviews of texts, and other special situations. While we process late requests as quickly as possible, these frequently need to be shipped second-day air to arrive by the first day of classes.

Deadlines are set to guarantee that the correct textbooks are on the shelves four weeks before classes begin, to allow time to communicate potential textbook problems to you, and to purchase as many used textbooks through student buyback and from wholesale textbook companies as possible.

Getting your textbook order by the deadline also enables us to:

  • To give students up to 50% of their textbook purchase price when selling their books back during the end of semester buyback.
    Knowing the textbooks will be used for the upcoming semester prior to the finals of the current semester allows us to offer students 50% of the purchase price for their textbooks during buyback. If we do not have a textbook requisitions for a title, then we are only able to offer the student the national market value for the textbook, which is from 0%-30% of the new price.
  • To offer less expensive used textbooks to students for the upcoming semester, 25% less expensive, by purchasing used textbooks from the national textbook wholesale companies.
    After determining the maximum amount of textbooks we will be able to purchase from students, we attempt to purchase the remaining from wholesale textbook companies. The earlier we are able to submit our list to wholesalers, the more used textbooks we will be able to purchase from them. The quantity we are unable to purchase from students or from wholesale textbook companies must come from publishers and are sold at the new price.
  • To avoid out-of-stock situations with textbook publishers.
    All university bookstores are placing orders for textbooks at the same time each year. The earlier we get our orders in, the greater our chances of getting textbooks before the wholesalers and publishers deplete their stock.
  • To alert you to problems with your requisition in time for you to choose an alternate textbook, if necessary.
    In most cases, we learn a textbook is out of stock with no due date to reprint, or out of print, when the order is placed with the publisher. Therefore, the earlier the bookstore receives a textbook request from you, the more time we have to let you know of problems.
  • To reduce the cost of returning unsold, on hand textbooks to the publishers from the current semester.
    With new editions coming out on an average of 12-18 months, The University Bookstore can no longer afford to keep inventory of new or used copies of textbooks from semester to semester unless we have received a firm adoption for the next term from you. We avoid unnecessary labor and shipping costs when we are able to sell the unsold textbooks from one semester in the upcoming semester.


Faculty book order guidelines
  • Please submit your textbook request each semester, as we only order for one semester at a time.
  • Please submit a book order for all courses: Independent Study, No text required, cross listed courses, etc.
  • Please provide the following on your book order:
    • department
    • course number
    • section, unique number
    • enrollment, based on past enrollment figures
  • Please provide cross-listing information and indicate the primary course.
  • If textbooks are not being requested for your course, please indicate "NO TEXT REQ."
  • Please provide an ISBN number to help us identify the specific title and edition you are requesting. If not specified we will choose the latest edition available. If the ISBN you supply is an old edition, we will order the new edition of the textbook and notify you by email.
  • Please indicate if your textbook is "Required" or "Recommended."
  • Please allow at least 8-12 weeks for delivery of all imported materials.
  • If supplies, maps, kits, notebooks or similar items are needed for your course, please indicate these on your request.
  • Please notify us immediately if the enrollment increases for your course. We will do our best to have additional copies of your textbook available before classes begin.
  • Please notify us of any course or section cancellations or additions so that we may provide complete and accurate information to your students.
  • Please notify us if your class is beginning early of being taught off campus. We will do our best to have textbooks available early for your students.
  • We will always attempt to acquire as many used copies of your textbook as possible.
  • Help us help your students.
    • Request book orders in a timely fashion. This will allow us to fully research your request and let you know of any problems well in advance of the starting classes. starting. It will also allow students a better resale opportunity as well as providing a higher number of used books for the next semester's students.
    • Incomplete or inaccurate information will cause delays. Please provide as much information for a book as possible. If the publisher is very small or obscure, please provide phone numbers or any information whenever possible.
    • It is generally a good idea to come by the bookstore about a month before classes begin to make sure that your books are on the shelves.
  • Please review and update your course syllabus so that the information provided will be the same information we have for your students in the bookstore and on the bookstore's webpage. This will eliminate confusion for your students. At times, other textbooks are listed that were not ordered because the syllabus was not updated, or the title was not requested on the book request.
Packages

Since an increasing number of professors are opting to use packages (the main textbook with a publisher's "added value" item), it is imperative and appreciated if you would let us know as soon as possible if you decide to use a package.
Following are some bookstore concerns regarding packages that we would like to bring to your attention:
  • Publishers make it difficult to order individual components of packages, which makes it difficult for us to buy and sell the used packages (priced 25% below new texts). If you require all parts of the package: (cd, online code, pamphlet, etc.)
    • We will not be able to sell used packages to students.
    • Packages will be hard for students to sell during buyback
  • Often, a publisher will offer a customized package for a professor. We order the estimated enrollment provided, and sell only 50% of the ordered amount. Since it was custom built, the publisher reserves the right to only allow 10-20% returns. Consequently, the remaining packages become a write-off expense for the bookstore and the university.
  • Packages require at least 2 weeks for publisher to prepare if all the components are available, and up to 6 weeks if they are not. If there is an over- enrollment in your course, it will take another 2-6 weeks to receive the additional packages.
  • The bookstore advises students not to open bundles or packages before attending the first day of class because they may not be refundable. Many students forget, leave the bookstore, open the bundles, and then attempt to return the bundle. We will only be able to refund the students money if the publisher allows us to return open packages and this is rarely the case.
Please consider these questions before you considering to use a package:
  • Are the added materials necessary for students to complete work in your course?
  • Do the added materials contain information that most students already possess?
  • Has the publisher's representative given you a due date for all the components?
  • Has the publisher's representative given you an ISBN number for the package?
  • Has the publisher's representative given you an end user price for the package?
  • Has the publisher's representative given you privileges to sell extra components without ordering the whole package again. If yes, we will be able to piecemeal used packages for your students.
  • Again, if you do decide that your students will benefit from a package, please let us know as soon as possible.
Custom publishing

Custom publishing is the term used for photocopying a packet of material, magazine and journal articles or excerpts from a book to be used in the classroom. For information on copyright laws, please go to fairuse.stanford.edu. If you are planning to use such materials please e-mail Raju.Patel@validisresources.com as soon as possible for detailed instructions. Securing copyrights is a lengthy process, so please allow 6-8 weeks to secure any copyrights needed for your packet. XanEdu Publishing Services provides our custom publishing services. Their customer service number is 1-800-218-5971 and e-mail is cust.serv@xanedu.com.

Bookstore ordering process
  • Requests arrive from the department administrative assistants.
  • These request are extensively researched:
    • Have the materials been used on campus before?
    • What is the latest edition?
    • Are copies on hand?
    • Which publisher currently sells the title?
    • Can the bookstore order them from a wholesaler or purchase them from students?
    • How many copies are likely to sell?
  • All textbook request information is inputted into the bookstore's POS system.
  • We compile a textbook buyback list from this data which includes the price the bookstore will pay for each title and the number of copies the bookstore hopes to buy from the students.
  • We attempt to purchase the remaining needed quantity from used wholesale textbook companies.
  • Orders are then placed with the publishing companies for the quantity not available from the wholesalers and students. If a title is out-of-stock, we will first search wholesalers again for additional used copies. If none are available we will inform you and the department to discuss options.
  • When the textbooks arrive, they are unpacked, checked against the order for accuracy. They are then priced, scanned at the register, and shelved as quickly as possible. Our goal is to have textbooks available our weeks before class begin, when students begin to receive their book vouchers.
  • After the majority of the textbooks have arrived for a semester, the shelves and shelf tags are double checked for accuracy. Does the shelf tag have the correct information that you provided? Does the textbook match the shelf tag? Does the textbooks scan at the price shown on the shelf tag?
Students save money on textbooks

We know prices are a concern for everyone. We have proven ways for students to save money.
  • We frequently contact several used book wholesale companies to obtain as many copies of used textbooks as possible. Students save 25% off the new textbook prices by purchasing used textbooks.
  • Textbook buyback
    Students sell textbooks they no longer want to the OLLU Bookstore at the end of each semester. The amount of money students receive is determined by whether or not you readopt their text for the upcoming semester. Students may be paid up to 50% of the book price for their books. To ensure that students receive the most for their books, we need your adoption information before buyback!
    If a textbook is not re-adopted, students are paid a wholesale price determined by the national wholesale demand and then shipped to a national wholesaler for distribution.


Curriculum support materials

Students need more than textbooks. We are committed to stocking reference materials, supplies, art kits, lab notebooks, biology equipment and other supplies and materials your students might need.

Please add these items to your textbook requisition or contact Raju.Patel@validisresources.com at the bookstore.

Desk copies

Most publishers will work directly with the Academic Departments to provide free desk copies of textbooks to faculty members teaching a course. The bookstore is happy to provide you with needed information, such as publisher phone numbers, ISBN's, authors, etc.. but publishers will not honor a request for a "complimentary copy," "examination copy," or "desk copy" from a bookstore.
If your requested desk copy is not available prior to the start of class you may borrow one from the bookstore.
  • Ask for a desk copy permission form from your department administrative assistant. (The bookstore will not loan you a textbook without this form.)
  • Bring this form and the textbook to the bookstore cashier, where he/she will complete the transaction.
  • When your desk copy arrives from the publisher, bring it to the bookstore to replace the one you borrowed. If your copy comes in with "desk copy" markings or it does not arrive at all, the bookstore will charge your department for the textbook you borrowed. The returned textbook must not marked, soiled, written in or damaged in any way otherwise we will charge your department for the textbook.
    We reserve the right to deny a textbook loan request or a returned textbook.

The Faculty Center Network is a one-stop resource of college textbooks for faculty to use as a research tool, and to assist them in making informed adoption decisions. If you have problems accessing the network please email Raju.Patel@validisresources.com.


Online Adoption Form
Deadlines for submitting faculty book orders


Traditional Semesters

Fall Semester  -  April 1st

Spring Semester  -  October 1st

Summer I and II Semesters  -  March 1st



Weekend College Semesters

Trimester I  -  April 5th

Trimester II  -  October 5th

Trimester III - March 5th