Statutes, codes, and regulations
Mississippi Administrative Code
Title 7 - Education K-12Part 11 - Textbook and Instructional Materials Administration Handbook Rules and Regulations for the Adoption, Distribution, Care and Use of Textbooks instructional Materials in Mississippi
Section 7-11-One - Non-Public Schools
Section 7-11-One-3 - ORDERING AND HANDLING TEXTBOOKS AND MATERIALS

7 Miss. Code. R. 11-One-3

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Current through December 10, 2024
Section 7-11-One-3 - ORDERING AND HANDLING TEXTBOOKS AND MATERIALS
A. STAMPING, MARKING, AND RETURNING TEXTBOOKS

* Do not stamp, mark, or write the school's name, number, or student name in textbooks until it is determined that the textbooks received are the ones ordered and needed for the particular course. The regional depository typically does not accept returned textbooks that have been stamped or marked.

* Schools are reminded that any unused textbooks should be returned to the regional depository, publisher, or vendor from which they were purchased.

* Textbooks purchased during a fiscal year shall be returned during the same year of purchase to receive credit from the regional depository. Any textbooks that are not returned by June 30th of the fiscal year shall not be returned for credit. Such textbooks, if not to be used by the purchasing school district, shall be placed on the surplus textbook list.

* Textbooks cannot be returned to the regional depository for credit if they have been marked or barcoded. Opened kits cannot be returned. Any textbook that is no longer on contract on June 30th cannot be returned after June 30th.

B. HANDLING INCOMING TEXTBOOK SHIPMENTS

It is recommended that each school develop and follow a plan to ensure all incoming textbook shipments are received in an orderly manner.

Textbook Coordinator's Responsibility

The Textbook Coordinator is accountable for all textbooks shipped to the school. Therefore, he/she should accept and check all incoming shipments of textbooks requisitioned through the school's textbook program. If the Textbook Coordinator cannot attend to this, the responsibility should be delegated to someone who has a comprehensive understanding of the textbook procurement process.

Checking Freight Shipments

When the freight company secures a signed delivery receipt without any exceptions noted, the shipping company is released of its liability for losses in the shipment. Therefore, it is imperative that the total number of cartons delivered to the school be accurately counted and recounted before a shipment is accepted.

Shortage in Freight Shipments

The number of cartons missing shall be plainly marked on all copies of the delivery receipt before they are signed. Do not sign for any shipment unless a copy of the receipt is provided for the school's files. Do not sign for a complete shipment contingent upon the shipper's promise to locate the missing cartons later.

Damaged Cartons

If there is evidence that any cartons have been damaged by rough handling or in any other way, damages shall be noted on all copies of the delivery receipt. If it is later found that some of the textbooks have been damaged, the regional depository shall be notified so that the textbooks may be replaced. If a non-public school is purchasing from a publisher or other vendor, then the appropriate business should be notified.

Checking Textbooks

The regional depository or publishers shall include with each shipment, a copy of the packing slip that will indicate only the textbooks contained in the shipment. Backorders and textbooks previously shipped will not be listed on the packing slip. As soon as possible, after the receipt of the shipment, all cartons should be opened and checked against the packing slip. As each carton is opened, make sure that the name of the school appears on each box. If the shipment does not match the packing slip, the textbooks may belong to another school.

Difference in Packing Slip and Shipment

If it is found that the number of textbooks ordered does not match with the number and title listed on the enclosed copy of the packing slip, recheck to verify the original count. If this recheck shows the same error as the first count, immediately notify the appropriate publisher or the regional depository of the discrepancies. If the error relates to an overage, do not take any disposition action until so instructed by the regional depository or publisher.

Backorders

If any title on the requisition is out of stock at the regional depository or with the publisher, it will be noted on the invoice that will be received after the textbook shipment. Any title that is on backorder will be shipped as soon as stock becomes available. If a school desires to cancel an existing backorder, the regional depository or vendor shall be notified. However, when a school experiences a lengthy delay in the filling of a backorder, the MDE Office of Instructional Materials and Library Media shall be contacted and notified.

Textbook Order Shipment Confirmation

The TEXTBOOK ORDER SHIPMENT CONFIRMATION provides proof that the requisitioned textbooks have been properly received in the local school; therefore, the shipment confirmation form shall be completed and returned to the MDE Office of Instructional Materials and Library Media within five (5) business days of receiving the confirmation.

C. TEACHER EDITIONS AND FREE MATERIALS

It has become common practice for publishers/vendors to provide free materials, as well as teacher editions, when a school purchases a publisher's textbooks.

1. Publishers/vendors with state-adopted textbooks are required to provide teacher editions, when available, to accompany the student editions requisitioned by the school. One teacher edition per certified teacher per classroom is required. This requirement includes special education teachers, advanced placement teachers, and alternative teachers.
2. Publishers/vendors are required to list on the STATEMENT OF FREE MATERIALS FORM all materials along with the terms and conditions under which the materials will be provided to the schools. This information is a part of the contract between the MDE and the publisher. This information is listed on the MDE Textbook Website.
3. School personnel should not ask a publisher to provide materials that are not listed on the company bid. This type of request is a violation of the contract between the MDE and the company. Also, a company representative should not promise items that are not a part of the bid.
4. If a school fails to obtain the promised free materials, the school should contact the MDE Office of Instructional Materials and Library Media. Schools are reminded that publishers/vendors will not be permitted to give away or promise free materials not certified on their STATEMENT OF FREE MATERIALS FORM. The provision of free material will be in accordance with the terms and conditions included on the TEXTBOOK BID FORM and contract.
D. LARGE-PRINT AND BRAILLE TEXTBOOKS

The Mississippi Instructional Resource Center (MIRC) is located on the campus of the Mississippi Schools for the Deaf and the Blind. MIRC is a statewide resource center designed to assist Mississippi's students who are visually impaired with specialized textbooks, equipment, and materials. MIRC operates as a repository for acquired books, equipment, and instructional materials and provides local educational agencies a process to register qualified students through the Federal Quota Fund.

Agencies can order accessible formats of print instructional materials (Braille, large print, and National Instructional Media Access Standards (NIMAS) files for the creation of digital and audio formats) for students with a qualifying print disability.

At the close of the school term, all large-print and Braille textbooks must be returned to the Mississippi Instructional Resource Center.

Materials can be shipped postage free if mailed by the United States Postal Service. Simply place a label on the box with the following:

"FREE MATTER FOR THE BLIND"

MS Schools for the Deaf and the Blind

MIRC/Admin. Bldg.

1403 Eastover Drive

Jackson, MS 39211

Materials and/or textbooks may also be personally delivered to the MIRC by appointment.

E. DISTANCE LEARNING AND ACCELERATED PROGRAMS

Textbooks needed for use in distance learning and Accelerated Programs such as Advanced Placement, Cambridge, International Baccalaureate, or Dual Enrollment courses should be purchased by the school from the regional depository, publisher, or vendor of the textbooks.

F. USED TEXTBOOKS
1. Used textbooks, both adopted and non-adopted, may be purchased from vendors of used textbooks. Approval of the MDE is not required for these purchases. A listing of used textbook companies may be downloaded at MDE Textbook Website.
2. Schools are not required to use such companies recommended by the MDE. Each school has the discretion and authority to secure its own used textbook company.
3. Used textbooks purchased from used textbook companies will not receive a free teacher edition or any other ancillary materials that are listed as free under state contract. Please be aware that textbooks purchased from used textbook companies may be first editions or first printing and may contain errors.
4. Schools are reminded that defective used textbooks should be discussed with the vendor from which the used textbooks were purchased.

7 Miss. Code. R. 11-One-3

Amended 9/25/2023