WNYRIC
Service
Description
10/28/2009
01:42 PM
Service Description:
...
Textbook Loan Service
Service Activity Code:
672.000
.
Web Textbook Loan Service: 672.000
COSER
7714
Primary Contact(s):
Name
Title
Tel. No.
E-Mail ID
Donna Albert
Manager
821-7237
dalbert *
Christine Kwiecinski
Application Support Representative
821-7388
ckwiecinski*
Kathy Reilly
Senior Control Clerk
821-7030
kreilly *
PRICING ALGORITHM:
Service is charged as a per student administrative fee. Book budget is determined by the district. Shipping is a percentage of the book budget.
TRAINING:
One half day training session is provided for school personnel using the textbook program (private and/or public). Non-public schools will be trained as part of the service. Public school personnel training will be provided for a fee. Unlimited telephone support for all users is provided as part of the service.
DESCRIPTION:
Our Textbook Loan Service will be going WEB.
Like the former legacy service, the new web product will assist public school districts in equitably distributing monies to
non-public schools attended by resident pupils. It also affords public schools the opportunity to take advantage of volume
pricing of textbooks for their own students. The WNYRIC staff works with vendors to enable schools to purchase refurbished
used books at greatly-reduced prices, if desired.
In addition to providing a vehicle to order books, this application will allow private schools to monitor their textbook
monies, including initial budget, running expenditure amounts and balances. Non-public schools will create student
residency listings from the new on-line database and send them to home schools districts via email for electronic verification
and then enter their book requisitions on-line. RIC staff handles all district vendor complaints and pays the publishers for all
textbook purchases. Books are shipped directly to the receiving schools. Districts may preview and print a variety of reports,
including those necessary to file for state aid and reimbursement.
Note: Any money allotted to book purchases or shipping charges that is unspent at the end of the fiscal year, will be returned
to the home district. Coordination fees will not be returned.
DELIVERABLES:
The following reports are available at any time as print preview and may be sent to a printer:
Expenditure report
Textbook Title Listing
Purchase History
Drop shipment of new/refurbished books directly to ordering school
All web pages needed to generate purchase requisitions and student listings
WNYRIC RESPONSIBILITIES:
Provide annual user meetings/manuals for updates on purchasing textbooks and any new training required.
Provide phone support to districts/schools on an as needed basis.
Troubleshoot problems with publishers on delayed or unfilled orders, or on billing discrepancies.
Request written quotations or bids for books (holding firm for a predetermined time frame) from vendors.
Provide new features/reports in the service as regulations change or enhancements are made.
The HELP DESK (1-800-872-0780) is in operation from 7:00 a.m. to 4:30 p.m. to assist Users
of this service.
An electronic back-up of the application data is performed daily and weekly. Retention of the daily tape is 21 days. The back up of the complete fiscal/school year is retained for 7 years. Off-site storage is utilized to further protect back-ups.
The staff at the RIC maintain strict confidentiality while performing their duties for this service.
A Disaster Recovery System is in place to provide an alternative-processing site should the center experience a disaster or outage of more than 24 hours.
All necessary forms are provided as web pages.
DISTRICT RESPONSIBILITIES:
District will establish budget to be utilized for the purpose of textbooks and communicate with the
non-public school the amount to be used per child
District will specify exact amounts which are to be charged to specific budget codes for textbook purchases.
District may attend annual user meetings as outlined by WNYRIC.
District must verify if students are actual residents of their district by signing the residency listing provided by BOCES and forwarding it on to the WNYRIC.
District is to provide a contact person's name, phone number and e-mail address to the WNYRIC and notify the WNYRIC if the contact person for this service has changed
NON-PUBLIC SCHOOL RESPONSIBILITIES:
Creation and maintenance of pupil database within the Textbook system, including district residence information to be used by the application
Assistance in development and maintenance of private and public school profile information, including primary and supplemental textbook contacts, emails and street addresses
On-line follow-up of student residency verification process.
Attendance at at least one training class.
* E-mail address - id noted above, followed by @e1b.org
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