TEXTBOOK RENTAL POLICY 

 

PURPOSE

This policy establishes guidelines for the rental of textbooks to students and outlines the procedures and penalties for late returns or non-returns. The policy aims to provide affordable textbook options while ensuring responsible stewardship of the college's textbook resources.

 

SCOPE

This policy applies to all students who utilize the college's textbook rental program.

 

RENTAL TERMS AND CONDITIONS

 

Eligibility

  • All currently enrolled students are eligible to participate in the textbook rental program.
  • Students must present a valid student ID to rent textbooks.
  • Students with outstanding textbook charges from prior quarters may be ineligible until those charges are resolved.

Rental Period

  • Standard rental period: Textbooks are rented for one academic quarter.
  • The rental period ends at 4:00 PM on the Friday following final examination week.
  • Early returns: Students who withdraw from a course must return rented textbooks within three (3) days of withdrawal to avoid penalties.

Rental Fees

  • Rental fees are charged to the student at purchase.
  • Rental fees are non-refundable after the first two weeks of classes, consistent with the standard textbook return policy.
  • Students who drop a class may return rental textbooks for a full refund of rental fees if returned by the official drop deadline, with proof of dropped class (e.g., a copy of updated schedule or drop-confirmation).
  • All textbook returns must:
    • Be accompanied by the original receipt.
    • Be in the original condition as purchased.

Textbook Condition

  • Students are responsible for maintaining textbooks in the same condition as when rented, with reasonable wear accepted.
  • Writing, highlighting, or marking in rented textbooks is prohibited unless otherwise specified.
  • Water damage, torn pages, damaged spines, or other significant damage will result in assessment of the full replacement cost.

RENEWALS AND EXTENSIONS

  • Textbooks may not be renewed beyond the established rental period.
  • Extensions may be granted only in exceptional circumstances (e.g., documented illness or emergency) and must be requested before the due date.
  • Extension requests must be submitted in writing to the Bookstore Director for approval.

 

RETURNS

Rental Return Procedures

  • Textbooks can be returned in the following ways:
    • In person at the college bookstore during regular business hours
    • Using the designated drop boxes located on each branch campus
    • Shipping the textbooks back to the bookstore (must be postmarked by the due date to avoid late fees)
  • Books returned at branch campuses will be retrieved by bookstore staff and processed accordingly
  • Students must return textbooks in person to obtain a return receipt as proof of return.
  • Books must be returned with all original components (e.g., CDs, access codes).

Late Returns

  1. Notification Process:

    • First notice: Email notification sent one day after the return deadline.
    • Second notice: Email notification sent three days after the return deadline.
    • Final notice: Email notification sent seven days after the return deadline.

  2. Late Penalties: We will need to get these approved

    • 1-7 days late: 25% of replacement cost charged per textbook.
    • 8-14 days late: 50% of replacement cost charged per textbook.
    • 15+ days late: Full replacement cost charged (see Non-Return Penalties).

NON-RETURN PENALTIES

Assessment Process

  • Textbooks not returned within 14 days of the due date will be considered non-returned/lost.
  • Students with non-returned textbooks will be charged:
    1. The full purchase price of the textbook (new retail price)
    2. A non-refundable processing fee of 10% of the purchase price

Student Account Charges

  • All late penalties and non-return charges will be applied directly to the student's account.
  • Unpaid charges may be referred to a collection agency if not resolved within 90 days.

Returns After Billing

  • If a student returns a textbook after being charged the replacement cost (within 90 days), 25% of the replacement cost will be removed from the student's account

DAMAGED TEXTBOOKS

  • Textbooks returned with damage beyond normal wear will be assessed a damage fee.
  • Minor damage: Fee based on extent of damage, up to 50% of replacement cost.
  • Major damage: Full replacement cost charged.
  • The Bookstore Director will make final determinations regarding damage assessments.

APPEALS PROCESS

  1. First-Level Appeal:

     Students wishing to appeal any textbook charges must submit a written appeal to the Bookstore Director within 14 days of the charge.

  2. Second-Level Appeal:

     If unsatisfied with the first-level decision, students may submit a written appeal to the Vice President Student Affairs within 7 days of receiving the first-level decision.

  1. Final Decision:

     The Vice President's decision is final and will be communicated to the student in writing.

EXCLUSIONS FROM APPEALS

The following reasons are not generally considered valid grounds for appealing textbook charges:

  • Lack of knowledge of the rental policy
  • Disagreement with the fee structure
  • Inability to pay the charges
  • Loaning the textbook to a third party
  • Non-receipt of reminder notices
  • Term breaks, vacations, or personal circumstances