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## Textbook Hire Scheme-The Issuing of Textbooks

Issuing textbooks in a large department of a secondary school is a large undertaking that must be highly organized to avoid a chaotic situation where many classes arrive together to receive textbooks. It must prevent students and classes from being left without their textbooks when the teaching of the work program begins.

The issuing process at the beginning of the year:

The head of department should use the teaching schedule to assign arrival times for each class to visit the storage room to pick up a textbook each. (A class of 25 usually takes ten minutes to receive their books before returning to their classroom to fill out their information.)

The books that are issued in a certain period are arranged in tables so that the classes can be simply advanced online with the teacher at the end.

Each teacher in the classroom will have a precise class list where they will note the number of the textbook that is given to each student. The teaching assistant will need a database containing updated class lists to record these numbers later in the day.

The class returns to their classroom where the student writes their name, class class, issue date and subject teacher in capital letters and neatly on the proforma pasted on the inside back cover. They should also record the status of the textbook there.

The teacher then checks that the students have filled out this form. The teacher must also note in his notebook the number of the textbook given to each student. This helps when disputes arise between students about whose book is out of place.

The original class list is given to the department’s teaching assistant, who records all numbers in the class list database to be used when books are returned at the end of the school year.

If a student complains about the condition of the textbook, it may mean purchasing a few extra copies.

Issuance of textbooks for small classes or groups of subjects:

These groups do not need to go to the storage room. Arrangements can be made to deliver the smaller number of books directly to the teacher for classroom delivery in the same manner as suggested above.

Issue of textbooks during the year:

New students will be enrolled; other students will lose their textbook or their book gets damaged. These students will have a new textbook issued by the assistant professor or head of department through the usual registration processes. The class teacher must notify any of the people of the situation and send the student to them at an agreed time. They should also note the textbook number in their records.

Books lost at this time are simply replaced and given to the student reminding them of their responsibility to pay for a replacement at the end of the semester or school year. Most often, the lost book appears at the time of inventory.

Books that are damaged during the course and can be repaired will be repaired immediately and returned to the student. The most damaged books are those where a student is caught in a storm traveling to or from school. Water damage renders textbooks unusable and therefore confined to the recycling bin. The teaching assistant makes a note in the textbook data that the book is no longer available.

A final note: Advice to students

The book is the student’s responsibility. Any lost, stolen or damaged books will be paid for. It is the responsibility of the student to have in his possession the book(s) given to him, with his name on it. The book must be brought to all classes, unless the teacher orders otherwise. Students must report damaged, stolen or lost books as soon as possible so that replacement books can be issued by the head of department. These students should be referred to the Head of Department for prompt action to ensure that students are kept up to date with their work. If a lost or stolen book is found, a full refund will be given to the student. It is the student’s responsibility to check with the department head for this book at the end of the year to see if the book has been released.

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