5.14 Selection of Course Materials

I. Purpose

The purpose of this procedure is to define course materials, describe the course materials selection process, explain course materials selection options available within disciplines and programs, outline the adoption process of faculty-developed course materials, and explain the course materials adoption process in relation to the Central Piedmont Community College Bookstore.

II. Definitions

Course Materials are defined as materials, including textbooks and other materials, used for instruction in a course, such as eBooks, online resources, digital media, computer software, lab kits, or classroom supplies.

III. Course Materials Selection Process

The discipline or program chair shall get consensus from the full-time faculty of a course for the course materials to be selected. If a consensus cannot be reached, or if there is a conflict of interest as described in Adoption of Faculty-Developed Instructional Materials, then the division director will designate the person(s) responsible for course materials selection or will assume responsibility for the course materials selection process and selection options. The selection process must consider the quality of instruction that the course materials will provide, subsequent courses if part of a sequence of courses, the availability of the materials, and student cost.

IV. Course Materials Selection Options

The discipline or program chair shall get consensus from the full-time faculty regarding materials for a course. The adoption shall be approved by the division director and communicated to the Central Piedmont Bookstore textbook manager.

  1. Faculty will designate the same course materials as “required” for all sections of a course.
  2. Full-time faculty may choose to list additional course materials as “optional” for their sections with division director approval.
  3. Any exceptions to required course materials must be approved by the division director.

V. Adoption of Faculty-Developed Course Materials

  1. A college employee who has developed instructional materials shall inform the discipline or program chair and division director and adhere to Policy 6.09: Intellectual Property and Policy 6.10: Reproduction of Copyrighted Materials, including definitions of independent works, College-supported works, Central Piedmont Services Corporation, contractual agreements, issues related to royalties, reimbursement, property rights, reproduction of copyrighted materials, descriptions of instructional materials for which royalties are earned, those for which no royalty or other fee is paid to the faculty, and all other related Central Piedmont policies.
  2. A college employee who has developed independent works, such as course materials for which he/she receives royalties or profits from the sale of the course materials, or is the family member of the author of those materials, shall make a conflict of interest declaration to the discipline or program chair, division director, and dean, and be excluded from the selection process. Employees must be in full compliance with Policy 4.40: Conflict of Interest.

VI. Course Materials Adoption and the Central Piedmont Bookstore

  1. No course materials or classroom supplies are to be sold directly by faculty or other Central Piedmont employees to students.
  2. The chosen course materials, including the edition (if applicable), shall be reported to the Central Piedmont Bookstore textbook manager one semester in advance following the bookstore course materials requisition instructions.
  3. Normally, course materials should be used for at least one publishing cycle or at least one year, allowing students the option of purchasing or selling used books. However, a change may be made at any time within one publishing cycle with the approval of the discipline or program chair and division director and if the change has been communicated to the textbook manager one semester in advance.
  4. Required course materials shall be listed on the course syllabus. If alternate supplements are used that add to the students’ cost, then this additional cost will be indicated on the course syllabus and communicated to the division director and textbook manager.
  5. If any course is discontinued, the textbook manager must be informed at least one semester in advance.

VII. Guidelines for Reproduction of Materials

A faculty member who has developed course materials for reproduction, with approval of the discipline or program chair and division director, and in compliance with Policy 6.09: Intellectual Property and Policy 6.10: Reproduction of Copyrighted Materials, shall have these materials reproduced by the bookstore and sold by the bookstore to students according to the following guidelines:

  1. The material must be adopted for a course in accordance with the course materials selection process.
  2. The bookstore will set the cost of materials it reproduces for sale to cover reproduction costs and the standard bookstore markup. No royalty or other fee will be paid by the bookstore to the faculty for reproduced materials.
  3. The textbook manager must have 10 weeks advance notice if the reproducible instructional material is to replace another publication as a course requirement. Advance notice of six weeks is necessary if the material will merely supplement an existing publication.
  4. A faculty member who has developed the reproduced material will secure the division director's written approval. Faculty must provide a letter to the textbook manager from the copyright owner giving permission to use the material if the material is to be reproduced and sold and include the material that is copyrighted in part or total.
  5. The textbook manager will notify the Campus Printing Center that copyright laws are not violated and that the material may be reproduced.
  6. Material provided at no cost by the publisher to faculty may be given to a student free of charge.
  7. Reproduced materials may be furnished free of charge to the faculty for departmental use. The number of free copies is limited to the number of faculty for that course plus a complimentary copy for the division director and for the discipline or program chair. Extra copies may be furnished at cost to other faculty within the department.

Cabinet approved changes on June 18, 2012

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