Mississippi Administrative Code › Title 7 - Education K-12 › Part 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

Current through June 25, 2024
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.