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CHAPTER 5 POLICIES PERTAINING TO CLASSROOM ACTIVITIES

SECTION 1 TEXT SERVICES

(To see who has authority to approve changes to this section, please see the Approval of Changes page).

GENERAL INFORMATION:

The primary textbook usage at UWSP for undergraduate students continues to be through Text Rental and instructors are required to use Text Rental.

Usage of texts/course materials authored by UWSP instructors must comply with all campus Text Rental guidelines.

Text Rental is the only entity on campus authorized to enter into negotiations with publishers and book suppliers concerning text rental contracts.

PART A - TEXTBOOK RENTAL

Textbook Rental is a self-supporting service financed through student Text Rental fees. Undergraduate students pay a per credit fee in their tuition for the rental of one textbook per course. Graduate students are not assessed text rental fees and normally purchase their texts. However, graduate students enrolled in slash courses (undergraduate/graduate) may rent their texts upon payment of a rental fee based on a per-credit assessment.

RENTAL GUIDELINES (PHYSICAL):

TEXTS PER COURSE

One textbook is provided for each course. If one text will not adequately meet the needs of a course, two or more texts may be used, provided that the total cost of those texts does not exceed the average list price of a single text as determined by Text Rental for the previous academic year.

Additionally, all physical texts must be durable enough to be circulated repeatedly for the required duration of text adoption.

DURATION OF TEXT ADOPTION

  • Physical textbooks requested for all lower-division and upper-division courses are acquired for at least three academic years.

  • Digital textbooks can be requested and will be selected as budget allows when a book is up for a new adoption or if requested due to external industry circumstances.

If a course flips from digital to physical, the physical text must be used for the entire required duration before it can be moved to digital again.

SPECIAL TOPICS COURSES

For Special Topics Courses, or for courses in which the focus alters the content from semester to semester, textbooks may be available through Text Rental provided that the textbook(s) meet(s) the texts per course and usage duration guidelines set forth above.

If a textbook is provided for a Special Topics Course under the above usage guidelines and the usage duration condition is not met, Text Rental may attempt to sell the textbook. However, the department may be responsible for any unrecouped costs associated with providing this textbook and subsequent failure to adhere to the usage guidelines. For the purpose of this policy, departments failing to adhere to the Special Topics Courses usage guidelines may be assessed a charge of one half of the original purchase price for each text violating the above usage guidelines.

PROCESS OF REQUESTING TEXTS

New adoption and current inventory rental books for courses must be requested every semester via the UWSP Text Rental/Supplemental requisition system by the department chairperson or designee according to the following due dates:

  • Summer session and fall semester: Mid-March

  • Winterim and spring semester: Mid-October

For text requests that are submitted after the above dates, to avoid additional costs, courses may be limited to using a text currently existing in Text Rental’s inventory. If no acceptable text exists, Text Rental and the instructor will work together to find the best solution.

RETURN OF RENTAL TEXTS AND REMOVABLE/ADDITIONAL MEDIA

All rental books and additional media are due back by the last day of finals, or the published “late” return schedule. If rental materials are still not returned by the end of the third business day after the final exam period, the student’s account will be billed up to the full retail price of each item not returned. Rental books returned after full replacement cost has been charged may have their charge reversed and be issued a $10/book late fee.

DIGITAL TEXTBOOKS AND ONLINE COURSE MATERIALS

Digital materials, including e-textbooks, and supplemental course activities (including courseware) may be considered if those options are available for the titles chosen by the instructor for their course.

Mechanisms for digital access models available through Text Rental:

  • Digital textbooks

  • Open Educational Resources (OER) and Affordable Educational Resources (AER)

  • Student purchase of access codes (supplemental materials)

Digital materials must adhere to the UWSP Accessibility Policy. When possible, digital materials should be integrated into the Learning Management System (e.g., Canvas).

LIMITED DIGITAL TEXT ADOPTIONS

To ensure quality control and sustainable implementation, a select number of courses each semester will be approved to use digital textbooks in lieu of physical rental copies. Ideal candidates for these include:

  • Courses that are using an older edition of a textbook or an out-of-print edition. (If you have specific questions on older and out-of-print editions, please contact Text Rental for a current list.)

  • Courses that are being taught online or at a branch campus.

  • Courses that have significant enrollment changes over the course of the year or have flex sections.

  • Special Topics Courses that are not intended to be taught multiple semesters.

Text Rental, in consultation with academic departments, will identify eligible courses and coordinate the selection and evaluation process each semester. If a course has multiple sections that all use the same course materials, it is requested that all sections choose the same modality of digital or physical. Courses cannot have both a physical and digital copy for the same book, unless needed for a specific student accommodation.

EVALUATION OF DIGITAL MATERIALS 

All digital materials—including e-texts, publisher platforms, online access codes, downloadable content, and streaming or interactive resources—must be evaluated by the instructor for academic relevance, pedagogical usefulness, and student accessibility. 

Text Rental staff will review digital content for licensing requirements, long-term access, and technical feasibility prior to approval. When possible, digital content should be provided through platforms that allow institutional access or inclusive access arrangements that ensure all enrolled students can obtain materials simultaneously. 

COST AND ACCESS STRUCTURE 

The primary policy of Text Rental will be to provide access to the digital version of the textbook only. When the digital text includes bundled courseware or interactive features that cannot be separated from the textbook, the material will be considered supplemental. 

Digital materials approved for Text Rental use will be made available through secure university-supported platforms. Students will be notified of digital access requirements in the course syllabus prior to the start of the semester. 

RETURN AND ACCESS PERIOD 

Digital textbooks and resources are subject to the same return and access deadlines as physical rental materials. Access to digital content will terminate following the official close of the academic term unless otherwise specified by the licensing agreement. 

POLICY REVIEW AND EXPANSION 

The digital text adoption program will be reviewed periodically by the Joint Committee on Text Rental and the Text Rental staff, in consultation with academic departments, to assess usage, costs, accessibility, and student feedback. Expansion of the program will be based on demonstrated success and available resources. 

OPEN EDUCATIONAL RESOURCES (OER) AND AFFORDABLE EDUCATIONAL RESOURCES (AER) 

UWSP Text Rental supports the use of Open Educational Resources (OER) and Affordable Educational Resources (AER) to promote academic affordability, accessibility, and innovation in teaching and learning. 

USAGE GUIDELINES 

  • Instructors are encouraged to adopt OER or AER when the quality and scope of the materials meet course learning objectives. 

  • Instructors must ensure that OER or AER materials meet digital accessibility standards as set forth in Title II of the ADA. CITL and/or the University Library are available to assist instructors as needed.

  • All OER and AER used in UWSP courses must be submitted through the UWSP Text Rental textbook requisition system to ensure that course material listings remain accurate for student access and federal compliance (Higher Education Opportunity Act Section 133). 

  • The Text Rental staff and/or CITL and/or Information Technology (IT) will review digital OER and AER selections to confirm that the materials and platforms chosen are compatible with existing campus technology systems.

  • The Joint Committee on Text Rental will determine an annual amount of Text Rental fees which can be allocated to support instructors in the development of new OER/AER course material, OER platform and hosting costs, and costs associated with integrating OER, publicly available content, and library content into Canvas courses as alternatives to textbooks. 

PRINTING AND DISTRIBUTION 

OER and AER are primarily provided in digital format. To maintain sustainability and affordability, printed copies will be made available only upon instructor request. Printed OER materials will be subject to the physical textbook adoption timeline requirements listed above. Requests for printed copies must be submitted to Text Rental in the standard adoption process timeline. 

INSTRUCTOR RESPONSIBILITIES 

Instructors using OER or AER must ensure: 

  • All materials are clearly cited and appropriately licensed and meet digital accessibility requirements. 

  • Students are informed in the syllabus and course schedule that materials are available digitally. 

  • Any revisions or updates to OER or AER materials are communicated to Text Rental to maintain accurate course listings and student access. 

PROGRAM REVIEW 

The Joint Committee on Text Rental will monitor the use of OER and AER materials periodically to track student usage, cost savings, and environmental impact. Annual reports will inform policy adjustments.

OTHER SERVICES AND INFORMATION

Publishers, not bookstores, provide desk copies. Instructors are responsible for requesting their desk copies from the designated publisher. An instructor may check out a text, if available, from Text Rental with a UWSP PointCard (ID) until their desk copy arrives. Text Rental will provide the appropriate form upon request.

After the second full week of classes, Textbook Rental will provide books, if the inventory is available, and upon request, to Teaching Assistants or Tutoring and Learning Center tutors.

PART B - SUPPLEMENTAL MATERIALS

REQUIRED AND RECOMMENDED MATERIALS

Instructors are strongly encouraged to focus on student affordability regarding the cost of supplemental books and materials that a student is required to purchase for any one course.

Items, such as the following, but not limited to, will not be furnished through Text Rental and are considered supplemental. Except in special cases, these items must be purchased by students:

  • Consumable materials

  • Course outline guides

  • Dictionaries

  • Digital access codes

  • Laboratory materials

  • Mass market paperbacks

  • Music scores

  • Music staff guides

  • Solutions manuals

  • Supplies and other non-book materials

  • Workbooks

Course-related supplies and non-book materials should be requested each semester by the department chairperson or designee via Text Rental. Text Rental staff will not assume supplies or materials are needed if they are not requested.

SUPPLEMENTAL MATERIALS, SUPPLIES, AND OTHER NON-BOOK RESOURCES GUIDELINES

PROCESS OF REQUESTING SUPPLEMENTAL TEXTS:

Supplemental materials are requested each semester via the online UWSP Text Rental/Supplemental requisition system by the department chairperson or designee according to the following due dates:

  • Summer session and fall semester: Mid-March

  • Winterim and spring semester: Mid-October

EXPEDITING REQUESTS

The University Store is not always able to hold books over from one semester to the next. It is not safe to assume that a book is on hand because it has been used in the past. Instructors should place book requests by the published deadlines each semester to ensure availability and affordability for students.

The following should be provided when ordering:

  • ISBN

  • Author

  • Title

  • Edition

  • Publisher

  • Price (if possible)

  • Required or Recommended (see definitions below)

  • Sequence of usage (when more than one book is requested for a course)

When class enrollments exceed original expectations, it is the responsibility of the department to contact the University Store supplemental book staff to ensure quantities are sufficient.

QUANTITIES OF BOOKS ORDERED

The University Store orders requested book quantities based on the following guidelines:

Instructor Recommendations

Instructors and departments are encouraged to estimate the number of books needed for a course and to notify the University Store when:

  • courses are canceled;

  • titles have been canceled from the syllabus;

  • the instructor adds students to the course beyond the course limit;

  • the course section number changes; or

  • there are any concerns regarding specific course texts

Required vs. Recommended

Required books are used significantly in a course; acquisition of these books by students will be essential for their success in the course. Readings and assignments are generally assigned out of required materials. Recommended books are not necessarily used significantly in the course; acquisition of these books by students will serve to enhance the student’s education and understanding in this course.

To ensure that all students have access to required books, the University Store supplemental book staff will order required books up to the number of students enrolled in the course. The number of books on hand at the start of the semester may be less than enrollment due to the smaller number of required books that students have purchased historically.

Recommended books will be ordered in smaller quantities, or only special-ordered for students as requested, due to the smaller number of recommended books that students have purchased historically.

New vs. Used

New books are purchased directly from the publisher or distributor and will have no marks or highlights in them. In general, the University Store supplemental book staff will order workbooks and “consumable” books as new. Used books may be purchased directly from students at the end of the semester during “Textbook Buyback.” Used books are also purchased from used book wholesale companies. Used books are generally priced at 25% less than new book price. The University Store supplemental book staff will preferentially purchase used books for each course each semester to assist students with book affordability unless the book is a single-use material (e.g., workbooks).

Digital Books vs. Print Books

Instructors may request that the University Store stock their supplemental course books in an electronic format and if that format is available it will be offered along with the print version of the book in smaller quantities.

Book Availability and Editions

The University Store supplemental book staff will review book requests and research book availability and current editions before placing orders. If there are newer editions available, or any questions or issues with availability, the supplemental book staff will contact the instructor prior to ordering books.

PHYSICAL TEXTBOOK BUYBACK

Each semester the University Store offers a service to students called “Textbook Buyback” where students may be able to sell their used supplemental books to a used book wholesaler during finals week. The wholesaler pays up to 50% of new book price for books that are on the list of needed books generated by book requests submitted via the UWSP Text Rental requisition system. If the buyback quantity has been met, or a book is not on the list of needed books, students still may be able to sell their books to the used book wholesaler, but at a rate determined by the wholesaler.

ADDITIONAL RECOMMENDATIONS

Instructors are urged not to quote the price of a book in class or in syllabus. Publishers change prices of books frequently, sometimes as often as once per semester. Therefore, prices should be expected to vary between semesters.

EXCEPTIONS

Exceptions to the above guidelines may be granted by the Text Rental Manager and/or Joint Committee on Text Rental upon formal request for an exception. Please note that this Committee does not meet over the summer. In the event that an exception request arises during such absence of the Committee, the University Contract Manager, in consultation with available Committee members, retains the authority to review and act on the request. Written notice of any action taken during the summer recess shall be provided to the SGA Academic Affairs Director, the SGA President, and Joint Committee on Text Rental members. All summer actions shall be reported to the Committee at its first meeting of the fall semester.