Responsible Office(s): Academic Affairs; University Administration
Purpose: To ensure timely purchase and delivery of textbooks each semester, and equity in the selection of bidding vendors with the corresponding transactional payments to ensuring best value for money
The purchase of textbooks for each academic year at Ashesi University will involve faculty, Heads of Academic Departments, the academic registry, the librarian, and the Procurement Committee. This process will take time, from initial decisions by faculty to actual receipt of textbooks, which can be from 10 to 20 weeks (2½ – 5 months), depending on availability. For the purposes of this policy, a textbook may be described as a book, online licenses, subscriptions and/or media bundle designed to be used in a course for instruction of a subject. To increase the possibility of ordered textbooks arriving on time, or early, for each semester, the following schedule will guide the textbook purchasing process:
| Dates/Timing | What happens |
| Nov/Dec | Courses and approximate enrolment for courses in next academic year available |
| Feb faculty meeting, March wks. 1 & 2 | Faculty indicate chosen texts for courses to be taught for the academic year (fall and spring) |
| Faculty indicate whether texts are existing or new; HoDs informed. HoDs send lists to Provost | |
| March: wk. 4 | Provost reviews with HoDs. Final lists sent to Library by Provost. |
| April: wk. 1-3 | Library staff check details for new books, indicate which titles are available & actual stock. Actual numbers to be ordered are recommended |
| April: beg wk. 4 | Logistics Manager sends out fall semester lists to vendors for quotes; vendors given approx. 10 working days or 2 weeks to submit quotes |
| May: beg wk. 3 | Logistics Manager & Head Librarian compile competitive advantage spreadsheet |
| May: wk. 4 – June: wk. 1 | Logistics Manager sends out fall semester orders to chosen vendors, finalizes LPOS and arranges payments for texts needed in the fall semester. |
| July & August: | Delivery 4-8 weeks |
| end July – mid August | Library checks deliveries vs LPOs |
| Mid-August | When orders are complete documentation sent to Logistics Manager for final payments |
| July – August | Library staff process books, and add to Koha |
| Aug: beg wk. 4 – Sept | Continuing students (Y2-Y4) & Freshman students (Y1) collect textbooks |
| Sept: wk. 2-3 | Logistics Manager sends out spring semester lists to vendors for quotes; vendors given approx. 10 working days or 2 weeks to submit quotes |
| Sept: wk. 4 – Oct wk. 1 | Logistics Manager sends out spring semester orders to chosen vendors, finalizes LPOS and arranges payments for texts needed in the spring semester. |
| Oct. and Nov. | Delivery 4-8 weeks |
| End of Oct – Mid Nov | Library checks deliveries vs LPOs |
| Mid Nov | When orders are complete documentation sent to Logistics Manager for final payments |
| Oct and Nov | Library staff process books, and add to Koha |
| Jan | Continuing students (Y2-Y4) & Freshman students (Y1) collect textbooks |
It is anticipated that the bulk of textbook orders will follow this timing, though there will be exceptions in the form of new courses, visiting faculty and so on. Should an order be too large, it is possible that the order may be split to two or three sub-orders purchased over a few months (once fees have been paid).
Generally, it is expected that textbooks will be in use and last for 4-5 academic years. During this period, it is expected that there may be orders for replacement copies due to damage and loss on the part of users [Note: students are billed for both damage and loss]. In some fields, such as Computer Science and Management Information Systems, developments may require new titles earlier. Faculty should be aware that for popular titles, replacements may come in the form of new editions of an existing title.
After a textbook has been in use for 3-4 years, faculty may be asked to review their choices – either to continue with an existing title, perhaps in a new edition, or to order a totally new title. The Provost’s office and the Library can support the process of selection through access to single electronic or physical copies for inspection. This is to ensure that choices are made after a process of assessing the various options available.
Disposal of no longer used/out-of-date textbooks will be done by the Library together with the Provost, Heads of Departments and the Finance Office. The processes and procedures are basically as follows, once books have been identified, stamped “withdrawn”, removed from the Library Management System, and approval given for disposal:
| Phase 1 – 1 week | Email sent to students with description of items + timeframe for collection |
| Phase 2 – 1 week | Email is sent to faculty to collect any leftover items |
| Phase 3 – week. 4 | Email is sent to CARLIGH heads of libraries offering them materials; deadline for collection is set at 3 weeks after Phase 2. |
| Phase 4 – week 7 | Remaining books offered to other institutions/NGOs |
| Phase 5 – week 9 | Remaining items disposed per Ashesi’s record retention and disposal policy |
Procurement of textbooks and other materials will follow Ashesi’s procurement policy and procedures, to ensure transparency and best value for money.
With a variety of stakeholders in the process of procuring textbooks – faculty, Heads of Department, the registry, the librarian, and the Procurement Committee, it is imperative that each one work expeditiously, to ensure that faculty and students have the textbooks in a timely manner. Any concerns or challenges with the process should be reviewed with the Offices of Academic Affairs and University Administration.