Handbook of Operating Procedures
Chapter 2 - Faculty and Academics
Previous Publication Date: February 25, 2015
Publication Date: September 30, 2020
Policy Reviewed Date: November 17, 2023
Policy Owner: VP for Academic Affairs

2.15 Textbooks and Other Materials by UTSA Faculty Prescribed for Student Use

I. POLICY STATEMENT

It is the policy of The University of Texas at San Antonio (UTSA) to provide direction on the prescribed use of textbooks, notebooks, outlines, manuals, e-books and other online materials, rental texts and similar materials.

II. RATIONALE

The procedures described in this policy provide the structure by which course materials are selected and ordered for student use and the appropriate procedures prescribing use of faculty authored textbooks, outlines, manuals, e-books and other online materials, rental texts and similar materials. These procedures have been modeled after The University of Texas System Rules and Regulations of the Board of Regents, Rule: 31004.

III. SCOPE

This policy applies to all UTSA faculty and staff members who prescribe, author, and/or order textbooks, outlines, manuals, e-books and other online materials, rental texts and similar materials for student use in courses.

IV. WEBSITE ADDRESS FOR THIS POLICY

http://www.utsa.edu/hop/chapter2/2.15.html

V. RELATED STATUTES, POLICIES, REQUIREMENTS OR STANDARDS

Regents’ Rule 31004, Rights and Responsibilities of Faculty Members, Section 6 and 7.

VI. CONTACTS

If you have any questions about HOP policy 2.15 Textbooks and Other Materials by UTSA Faculty Prescribed for Student, contact the following office:

Office of the Provost and Vice President for Academic Affairs
210-458-4110

VII. DEFINITIONS

Accessibility: Accessibility in this context means that the format of the text is converted to an alternate digital format (i.e. e-text) such that the file can be read by adaptive technology (i.e. screen reader) or converted to Braille. These types of formats include but are not limited to MS Word, Rich Text, Adobe PDF with recognized text and they can be adapted to the users’ needs using a variety for software and hardware.

Adopt: To select as a basic or required textbook or series of textbooks, outlines, manuals, e-books and other online materials, rental texts and similar materials in a course.

Course materials: Any textbook, book, e-book, outline, manual or similar materials prescribed as required/recommended as part of a course.

Rental texts: Textbooks that can be rented through the bookstore, and then returned once the semester is over.

Traditional print material: Textbooks are not accessible to individuals who cannot see the written or printed word.

VIII. RESPONSIBILITIES

Faculty Member
1. Has discretion in the choice of materials to be used in courses offered by the department.
  1. Cost effectiveness should be considered as adoptions are considered.
2. Submits an “Authorization to Use Textbooks, Notebooks, Manuals, etc. Written or Prepared by a Member of the Faculty” form for self-authored materials for approval by the department chair, the dean, and the provost.
Department Chair
1. Reviews and approves request to prescribe faculty authored materials for student use.
Dean
1. Reviews and approves request to prescribe faculty authored materials for student use.
Provost
1. Final approver for requests to prescribe faculty authored materials for student use.

IX. PROCEDURES

Choice of prescribed materials for student use will be at the discretion of the faculty member or department.
1. Any change in the course materials will be approved by the department
2. UTSA academic (programs) desiring to have materials printed and sold for use by students must do so through the University Bookstore.
3. In order to support an academic environment of inclusiveness, faculty members should strive to:
  1. Send textbook lists to the textbook buying staff at the bookstore two to three months prior to the beginning of each semester to ensure the textbook can be purchased and provided in multiple formats (e.g. Braille, large print or electronic media)
  2. Attempt to communicate with the publisher/distributor of textbook materials to determine the availability of the material in an e-text/media format and provide detailed ordering information to the bookstore (e.g. ISBN, Title, Author, etc.) in the same manner that a textbook is requested.
  3. Attempt to only order textbooks that are available in accessible electronic format.
  4. Textbooks used for instructional purposes should be available in a format that is either available from the publisher in an e-text format or can be converted to an e-text format.
  5. Attempt to identify all required or recommended textbooks and supplemental materials by the first day of student registration for the upcoming semester.
Requiring course materials that are authored by the faculty member teaching the course have proper approval:
1. Any course materials that are self-authored must have a “Authorization to Use Textbooks, Notebooks, Manuals, etc. Written or Prepared by a Member of the Faculty” form sent through the department chair, the dean, and final approved by the provost. At a minimum, department faculty should be consulted. Request must be submitted annually.

X. SPECIAL INSTRUCTIONS FOR INITIAL IMPLEMENTATION

None

XI. FORMS AND TOOLS/ONLINE PROCESSES

Authorization Form can be found under Faculty Resources on the Office of the Provost website:
Authorization to Use Textbooks Written by Faculty

XII. APPENDIX