7 Miss. Code. R. 11-Two-3
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.
* 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.
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.
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.
The Mississippi Instructional Resource Center (MIRC) is located on the campus of the Mississippi Schools for the Deaf and the Blind. MIRC is a statewide resource center designed to assist Mississippi's students who are visually impaired with specialized textbooks, equipment, and materials. MIRC operates as a repository for acquired books, equipment, and instructional materials and provides local educational agencies a process to register qualified students through the Federal Quota Fund.
Agencies can order accessible formats of print instructional materials (Braille, large print, and National Instructional Media Access Standards (NIMAS) files for the creation of digital and audio formats) for students with a qualifying print disability.
At the close of the school term, all large-print and Braille textbooks must be returned to the Mississippi Instructional Resource Center.
Materials can be shipped postage free if mailed by the United States Postal Service. Simply place a label on the box with the following:
"FREE MATTER FOR THE BLIND"
MS Schools for the Deaf and the Blind
MIRC/Admin. Bldg.
1403 Eastover Drive
Jackson, MS 39211
Materials and/or textbooks may also be delivered to the MIRC by appointment.
Textbooks needed for use in distance learning and Accelerated Programs such as Advanced Placement, Cambridge, International Baccalaureate, or Dual Enrollment courses should be purchased by the local school district from the regional depository, publisher, or vendor of the textbooks.
7 Miss. Code. R. 11-Two-3