The following plan and procedure documents how ordering deadlines for textbooks and other instructional materials will be communicated to the university community by the ATI Steering Committee. This document was approved by the committee in May 2018.

Purpose of Early Textbook Adoption Process

  1. To meet 11/AS/08 – Instructional Materials Accessibility Policy requirements
  2. To meet Higher Education Opportunity Act (HEOA) requirements
  3. To meet Executive Order 926 requirements
  4. Compliance with Accessible Technology Initiative (ATI)
  5. Allow students to identify cost of instructional materials before registration
  6. Provide students more affordable options by getting course materials requests to the bookstore on time
  7. Allow students to determine accessibility and instructional materials before registration
  8. Makes textbooks eligible for buy-back
  9. Provide the lead time needed to select multiple formats of instructional materials
  10. Provide the lead time needed for Disability Resource Services (DRS) to convert textbook materials to an accessible format
  11. The University's ability to provide Federal financial aid to students is dependent upon a wide range of requirements, including the availability of textbook information within the online course schedule.

Procedural Roles

  • Instructor and/or department representative:
    • Enters textbook and other IM information for each course section into AIP (Adoptions and Insights Portal)
    • Specifies “No required textbook materials for this course” if applicable
    • Provides additional information or explanatory note in provided field if applicable
  • Bookstore Manager:
    • Runs ‘Courses Without Books’ report as scheduled and on request
    • Runs ‘Assigned Textbook’ report, with dates of adoption
    • Submits all reports to the IM Subcommittee chair
  • IM Subcommittee chair:
    • Receives Bookstore reports
    • Prepares college and departmental summaries
  • ATI Coordinator:
    • Shares summaries with ATI Steering Committee
    • Forwards summaries to respective colleges and departments
    • Compiles term data for annual summary and reporting in the annual ATI report to the Chancellor’s Office
  • ATI Steering Committee:
    • Forwards summary and report to senior campus leadership annually
  • Provost:
    • Notifies instructors and departments about course materials adoption requirements four times per year, corresponding to the release of each term’s schedule.

Early Adoption Timeline

The following timeline will be rolled out for each term in the academic year, beginning with the publication of the official course schedule by Enrollment Services.  Publication days for schedules are not later than the following dates: January 31 (summer classes), April 30 (fall classes), August 31 (winter classes), and October 31 (spring classes). Publication day will be communicated by Enrollment Services to IM Chair every term.

On publication day for the term:

  • IM Chair calculates 90-day deadline for required textbook information
  • IM Chair provides Provost with announcement to all faculty about instructional materials requirement and 90-day deadline
  • Provost communicates the announcement

90 days before term begins:

  • IM Chair requests “Courses Without Books” report from Bookstore Manager to gauge initial compliance

45 days before term begins:

  • IM Chair sends campus reminder to all faculty about textbook information requirement and 90-day deadline

First day of term:

  • IM Chair requests “Courses Without Books” report from Bookstore Manager to compare compliance with previous report
  • IM Chair updates data on departmental compliance for Early Adoption report

30 days after start of term:

  • IM Chair sends Early Adoption report to ATI Coordinator and steering committee

Early Adoption Report

  1. IM Chair sorts data for each College and Department
  2. IM Chair sends reports to the ATI Steering Committee for review
  3. ATI Coordinator forwards report data to each College and Department
  4. IM Chair tracks percentages of early adoption and works with departments to increase compliance every year
  5. Include report data in the annual ATI report to the Chancellor’s Office

Promotion & Awareness Ideas

  1. Post a PowerPoint presentation– “HEOA, the CSU, and You” (PPT) - that covers the requirements of HEOA
  2. Increase timely submission of book orders by including incentives in the form of raffles, free merchandise, Warrior Cash gift certificates, or bookstore gift certificates for the following:
    1. submission of a set percentage of their book orders to the bookstore on time
    2. ordering of textbooks by a certain date
    3. provides a complete list of textbooks or notes that no textbook is required
  3. Provide online and in-person training to staff and faculty in the use of FacultyEnlight
    1. Offer a certificate of completion for staff who complete training in FacultyEnlight
  4. Provide HR and FA with presentations of FacultyEnlight and textbook adoption guidelines for New Employee Orientations
  5. Have FacultyEnlight and textbook adoption guidelines included in the New Faculty Survival Guide
  6. Use social media to promote awareness of bookstore/ATI
    1. #CSUStanAccessibility, #CSUStanTextbooks, #CSUStanBookstore
    2. Acknowledge early textbook adopters
    3. Reminders of textbook ordering dates
    4. Reminders of textbook formats
    5. Reminders of buy-back requirements and recommendations
  7. Create a Red Folder-style brochure with textbook adoption protocols and resources
    1. How to use FacultyEnlight
    2. When to order
    3. What to order
    4. What formats are available
    5. Who to contact for assistance
    6. What to do if no textbook has been selected
    7. Reporting requirements

Resources for Encouraging Early Adoption:

  1. Text of Higher Education Opportunity Act (HEOA)
  2. CSU information about HEOA
  3. Text of 11/AS/08 – Instructional Materials Accessibility Policy

Updated: April 17, 2024