UNIVERSITY OF PITTSBURGH PROCEDURE 05-05-01

CATEGORY:               FINANCIAL AFFAIRS

SECTION:                   Book and Subscription Purchases

SUBJECT:                  Textbooks, Instructional Materials, and Subscriptions

EFFECTIVE DATE:   November 9, 1993

PAGE(S):                    5

I.    PURPOSE

      To outline the process for requesting  the purchase of subscriptions to periodicals and

      the purchase of books, supplies, or instructional material for sale to students for

      classroom use.  It also applies to the ordering of copies of department based material

      such as laboratory manuals.

II.   SCOPE

      This procedure applies to all University departments and student organizations.

III.  ADMINISTRATIVE RESPONSIBILITIES

      University Departments/Divisions are responsible for initiating requests for purchase of

      books, textbooks, and printing of department based instructional materials by the

      deadline dates established by the Book Center/Health Book Center and Central

      Business Services.

      The University Book Center or the Health Book Center is responsible for ordering all

      books, textbooks, instructional materials, and supplies sold to students and faculty, and

      for making the final decision on order quantities, based on previous history and the life of

      the book on campus.

      Central Business Services is responsible for the reproduction of instructional materials

      sold to students and faculty through the Book Centers or the Central Business Services

      Copy Cat.

IV.  PROCEDURE

      A.   Books Purchased For Departmental Use

            Department/Division

            Requisitioner                                1.    Complete a FORM 0139, Purchase Requisition.

                                                                  2.    Forward the Purchase Requisition to the Book

                                                                         Center or Health Book Center, as appropriate.

            Book Center/

            Health Book Center                      3.    If requested books are in stock, forward to the

                                                                        requisitioner via Campus Mail.

                                                                 4.    If requested books must be ordered, follow

                                                                        internal procedures for processing Purchase

                                                                        Orders.

                                                                        a.   Upon receipt, mail books to the requisitioner

                                                                              via Campus Mail.

                                                                        b.   Prepare a voucher coding ticket and forward,

                                                                              together with the publisher's invoice, to the

                                                                              Office of the Comptroller, Accounts Payable

                                                                              Department.

                                                                 5.    Charge the appropriate department by

                                                                        completing FORM 0022 Interdepartmental

                                                                        Charges.  See Procedure 05-06-01,

                                                                        Interdepartmental Charges.

                                                                        a.   When charging Grant/Contract Accounts

                                                                              (5-3XXXX-XXX) forward the original Purchase

                                                                              Requisition together with the

                                                                              Interdepartmental Charge form to Research

                                                                              Accounting.

                                                                 6.    Retain the original Purchase Requisition (or a

                                                                        photocopy in the case of 5a. above) on file.

      B.   Subscription Purchases - Periodicals Other Than Superintendent Of Documents

             And National Technical Information Service

            Department/Division

            Requisitioner                                1.    Complete FORM 0014, Disbursement Request.

                                                                        See Procedure 05-06-03, Disbursement

                                                                        Requests for instructions.

                                                                 2.    Attach an original and one copy of the publisher's

                                                                        document (coupon order form, renewal notice,

                                                                        etc.) describing the desired subscription, its

                                                                        terms and the address to which the periodical

                                                                        is to be sent.

                                                                 3.    Forward the Disbursement Request and the

                                                                        attachments to Research Accounting for Grant/

                                                                        Contract Accounts (5-3XXXX-XXX), or to

                                                                        Accounts Payable for all other accounts.

      C.  Subscription Purchases Through Superintendent Of Documents Or National

            Technical Information

            Service Department/

            Division Requisitioner                  1.    Complete a Purchase Requisition form (Stock

                                                                        139).

                                                                 2.    Attach applicable documents described in step

                                                                        B2 above.

                                                                 3.    Forward the Purchase Requisition, together

                                                                        with the applicable documents to the Book

                                                                        Center/Health Book Center.

      D.  Textbooks and Supplies From External Sources (Publishers, etc.) Which Students

            Are Required To Purchase

            Book Center/

            Health Book Center                      1.    Each term, notify all Department Chairmen by

                                                                        mail of deadline dates for processing textbook

                                                                        and supply requisitions.  (FORM 0068, Book

                                                                        and Supply Form (Exhibit A).

            Estimating book requirements for a class is difficult.  To avoid overestimated

            requirements and resulting monetary losses, faculty members must observe the

            following procedure:

            Department/

            Division Requisitioner                   2.    Complete FORM 0068, Book and Supply Form,

                                                                         according to the attached Form Instruction

                                                                         Guide, or submit an E- Mail Book and Supply

                                                                         form according to the instructions in Exhibit B,

                                                                         University of Pittsburgh Electronic Mail Form.

                                                                  3.    Consult with the Book Center/Health Book

                                                                         Center to determine whether a text change

                                                                         would result in a heavy over-stock which may

                                                                         not be returnable.

                                                                  4.    Indicate anticipated enrollment for the course.

                                                                         (The Book Center/Health Book Center will make

                                                                         the final decision on quantities.)

                                                                  5.    Retain gold copy of FORM 0068, Book and

                                                                         Supply Form, and forward remaining copies to

                                                                         the Book Center/Health Book Center.

                                                                  6.    Request desk copies directly from the publisher,

                                                                         in writing, on department letterhead.

                                                                         NOTE: In order to obtain the earliest possible

                                                                         delivery from the supplier, and avoid

                                                                         inconvenience to students, forward FORM 0068

                                                                         to the Book Center/Health Book Center as early

                                                                         as possible.

                                                                         Late orders for faculty who have not sent their

                                                                         requirements should be forwarded as soon as

                                                                         possible to avoid additional delays.

                                                                         Properly prepared requisitions returned on time

                                                                         serve the Book Center/Health Book Center as

                                                                         guides in buying used books which can be

                                                                         offered to students at a savings over new book

                                                                         prices.

      E.   Late Changes

            Book Center/

            Health Book Center                       1.    When a departmental textbook requirement is

                                                                          changed after the book return privilege has

                                                                          expired, issue a full refund to students.

                                                                   2.    Complete FORM 0022, Interdepartmental

                                                                          Charges, to charge losses resulting from late

                                                                          changes to the responsible department.

      F.   Copying Of Manuscripts Or Other Instructional Materials Which Students Are

            Required To Purchase

            Department/

            Division Requisitioner                    1.    a.   Complete and submit FORM 0068, Book

                                                                                and Supply Form, to the Book Center/

                                                                                Health Book Center as appropriate.

                                                                                -      If permission to reproduce copyrighted

                                                                                       material is needed, the following

                                                                                       information must be provided:

                                                                                       -      Title of publication

                                                                                       -      Author

                                                                                       -      Copyright owner or publisher

                                                                          or:

                                                                          b.    Complete and submit FORM 0190 PITT

                                                                                 1883, Custom Course Material Copying

                                                                                 Request (Exhibit D), together with a typed

                                                                                 bibliography to the Central Business

                                                                                 Services Copy Cat.

                                                                                 -     If permission to reproduce copyrighted

                                                                                       material is needed, indicate on a

                                                                                       Custom Course Material Copying

                                                                                       Request.

                                                                   2.    The Book Centers or the Central Business

                                                                          Services Copy Cat can obtain copyright

                                                                          permissions.  A sufficient lead time will be

                                                                          necessary to obtain permissions.  The manual

                                                                          or article must be listed as a required text on

                                                                          FORM 0068, Book and Supply Form or FORM

                                                                          0190 PITT 1883, Custom Course Material

                                                                          Copying Request.

                                                                          NOTE: Central Business Services should be

                                                                          listed as the publisher.

                                                                   3.    Complete the Coursepack Request Form

                                                                          (Exhibit E) according to the attached Form

                                                                          Instruction Guide.  A Coursepack Request

                                                                          Form must be completed for each article and

                                                                          a copyright page provided.  Manuscripts or

                                                                          manuals will not be printed until copyright

                                                                          permissions have been received.

                                                                   4.    A completed Coursepack Request Form

                                                                          should be:

                                                                          a.   attached to FORM 0068, Book and Supply

                                                                                Form, and submitted to the Book Centers

                                                                                with the item(s) to be reprinted

                                                                          or:

                                                                          b.   attached to the Custom Course Material

                                                                                Copying Request and submitted to Central

                                                                                Business Services Copy Cat.

                                                                          NOTE: The normal time period to receive

                                                                          copyright permission is four to six weeks. 

                                                                          Manuscripts or manuals will not be printed

                                                                          until copyright permissions have been

                                                                          received.

            Book Center/

            Health Book Center                        5.    Determine the appropriate order quantities

                                                                           and prepare FORM 0008, Printing Requisition

                                                                           and a Purchases Order listing the items to be

                                                                           printed.

                                                                    6.    Forward the Purchase Order and the original

                                                                           of the item(s) to be reprinted to Central

                                                                           Business Services.

            Central Business

            Services                                          7.    Upon receipt of the Purchase Order,

                                                                           reproduce the material.

V.   EXHIBITS

      Exhibit A, FORM 0068, Book and Supply Form

      FORM 0068 Form Instruction Guide

      Exhibit B, University of Pittsburgh Electronic Mail Form (EMF)

      Exhibit C, Sample E-Mail Course Book and Supply Form

      Exhibit D, FORM 0190 PITT 1883, Custom Course Material Copying Request

      FORM 0190 PITT 1883 Form Instruction Guide

      Exhibit E, FORM CCC 0002 Coursepack Request Form

      FORM CCC 0002 Form Instruction Guide

VI.  REFERENCES

      Policy 05-05-01, Textbooks, Instructional Materials, and Subscriptions

      Policy 05-06-01, Interdepartmental Charges

      Policy 05-06-03, Disbursement Requests