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-Two - Public Schools › Section 7-11-Two-3 - ORDERING AND HANDLING TEXTBOOKS AND MATERIALS

Current through June 25, 2024
A. ORDERING
				TEXTBOOKS
The MDE Office of Instructional Materials and Library Media
				  does not complete textbook orders for public school districts. All orders
				  should go to the regional depository, publisher, or used textbook vendor.
				  Inventory should be entered into the Textbook Inventory Management System (TIMS
				  2.0) as soon as it is processed and received.
B. 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 for 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.
C. HANDLING INCOMING TEXTBOOK SHIPMENTS
It is suggested that each school and district develop and
				  follow a plan to ensure all incoming textbook shipments have been 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 personally accept and check all
				  incoming shipments of textbooks requisitioned through the district'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 automatically 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 should 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 should 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 should be notified so that the textbooks may
				  be replaced. If a school is purchasing from a publisher or other vendor, then
				  the appropriate business should be notified.
Checking Textbooks
The regional depository or publishers will include with each
				  shipment, a copy of the packing slip that will indicate only the textbooks
				  contained in the shipment. Backorders and textbooks shipped previously 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, please 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 disagree
				  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 vendor.
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 invoices
				  that will be received from the regional depository approximately one week after
				  the textbook shipment. Any title that is backordered will be shipped as soon as
				  stock becomes available. If a school desires to cancel an existing backorder,
				  the appropriate regional depository or vendor should be notified. However, when
				  a school district experiences a lengthy delay in the filling of a backorder,
				  the MDE Office of Instructional Materials and Library Media should be contacted
				  and notified.
NOTE:
This action is essential since
				  requisitions no longer flow through the MDE Office of Instructional Materials
				  and Library Media.
D.
				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.