Q&A on Adoptions

Q&A on Textbook Adoptions

1. When are course adoptions due?

Your course adoptions are due in to the Campus Store around one week previous to student registration, in accordance with the Higher Education Opportunity Act of 2008 (HEOA).

2. Besides for HEOA, why is it important to adopt my courses by this date?

When course adoptions are submitted on time:

  • The Campus Store has the needed time to reduce retail costs by sourcing books online, maximizing used book quantities, and buying books back from students. In addition, students have enough time to source books online and through other students.

  • Academic Services has the necessary time to procure the appropriate material for special-needs students.

When course adoptions are not submitted on time:

  • It impacts the Campus Store because late course adoptions, especially within three weeks of the start of term, by diverting the store’s resources away from fulfilling textbook reservations, tracking down late orders, assisting students, and setting up the textbook floor.

  • It impacts other faculty because ordering textbooks is a long and multi-layered process that, if delayed by late orders, makes it difficult for the store to catch old editions, out of print books, and backordered titles with enough time for faculty to make the appropriate course adjustments before the beginning of the term.

  • It impacts Calvin College because the Campus Store is a non-profit entity returning 100% of store profits back to Calvin College. Late course adoptions divert our resources away from serving the students while making it more difficult to offer competitive prices, thus reducing essential revenue for the college.

We realize that there are unavoidable circumstances like ill-health, family emergencies, and course adjustments that prevent courses from being adopted by a reasonable date. However, the sooner we receive course adoptions the better we can serve you, your students, and Calvin College as a whole. Partial adoptions are welcome if you are unsure of all of the textbooks, but we do order off of this information so it is important for it to be as accurate as possible. 

3. What information do I need to provide when submitting my adoption?

Please be careful when submitting this information. And remember, the more information you give the better the results will be.

  • Course number.  
  • Section letter(s). 
  • Expected enrollment for the term. 
  • Instructor's name(s) and phone number(s). 
  • Author, title, publisher, edition, ISBN number (Please make sure you are picking the ISBN that is the student edition of the book as Instructor Editions have a different ISBN). 
  • Required/Recommended/Optional status of the book. 
  • We also need to know if no books will be required. 
  • Please mark if it must be NEW. We will always try to get used books first unless if you specify that it must be new. Example: workbooks that are written in 
  • If you want it packaged with any access codes, media, CDs 
  • Please also indicate what book will be used first in the semester. I'll order a higher quantity of that particular book in hopes to avoid first week shortages.

One of the most important pieces of information that faculty can provide to the Campus Store is the required/recommended/optional status of each text. It may be helpful to review what these status codes are and what we understand each of them to indicate:

REQUIRED: The instructor announces in class that the text is essential for success in the course. Students will be responsible for assigned readings covering most if not all of the text. The book will be discussed regularly in class and the material will be covered in exams and quizzes.

RECOMMENDED: The instructor conveys to the students that the book is considered an important resource for the field, discipline or course topic, and therefore may be of interest to students majoring in the discipline, but that either no portion or only a small portion of the text is covered in the course or utilized as a basis of exam material. It is not necessary to purchase the text for success in the course.

OPTIONAL: The instructor conveys to the student that this title is available as additional reading, made available for their reference value. These books will enhance the information found in other course materials but will not contain any required readings.
If the book is a recommended or optional title, it will be helpful if you indicate a suggested order quantity on your order.

4. What if I don't know the class size or other information?

Please fill out as much as you can. You can always call the Campus Store and we will help you with your order. The information you provide us will be included on our booklists, shelf tags and our website, so please ensure it is correct and complete. Needless to say, we also do order off of this information so the more accurate it can be, the less money will be spent on correcting mistakes. 

5. What if my order is exactly the same as a previous semester?

If you are using the exact same books as before, send an email to campus-store@calvin.edu and include what semester it was that you previously used the books. Please make sure to include any of the above information (listed on question #2) that would be helpful, as well. 

6. When do the orders get placed with the publishers?

We order from the used book wholesaler starting at the end of October. Purchase orders for new books are sent in after we can no longer find any more used books or when we know that we have to order directly from the publisher—roughly in the middle of November.

7. What if I change my mind about the book order after it has been placed?

If you have any information about course adoption changes, (title cancellation, course cancellation, sections added, instructor change, etc.), after you have submitted an order, please contact the Campus Store immediately at campus-store@calvin.edu
Any changes in orders after the book has been shipped may result in the department being charged freight costs incurred as well as the costs of used books bought directly from students based on the book order. If a last minute book needs to be expedited, the expedited charge may also be charged to the department. 

8. Will you let me know edition changes, out of stocks, etc?

If the text has changed edition, or format, we will notify you immediately. If there is no stock at the publisher and there is a likelihood of stock not arriving in time for classes, the Campus Store will contact you for further action. 

9. How do I order a desk copy?

Desk copies can be obtained directly from the publishers. Faculty are responsible for obtaining their own desk copies. We are willing to assist you, though, if you cannot find a copy or the publisher's representative. 

10. What about course packs or lab manuals from Printing Services?

Course packs or lab manuals are considered as texts so you can include them in your list of texts on your adoption form. Please specify if it is the same material as you have previously used and when it was used. If you are changing ANYTHING about it, we need to know that, otherwise we might order a previous version. Even if you have used a manual or reader every semester, please still indicate if you are using it as we will never make assumptions. 
If you are using anything that is copyrighted, we will need enough time to request permission to reprint. This can often take up to 8 weeks to hear back. It is never too early to submit your copyright request! We do not need to know enrollment numbers for us to request copyright. Please see the copyright page for more information on how to go about submitting your request.

11. I probably will not be able to submit my book order on time. When is the last day to do so?

Please remember that you are legally obligated to submit your order by October 17 (See HEOA for more information). If to the best of your ability, you still cannot submit your order by October 17, then please submit it as soon as possible after that so we can have plenty of time to get them ordered, received, and on the shelves.

12. How do I check to make sure the correct books are listed for my class?

In accordance with the HEOA act, we offer this link where you can select the semester and each course to see what books are listed. The default for blank courses is "Textbooks have not yet been determined." If you see this and you have previously submitted a textbook adoption, please let us know immediately. You can also always send an email, walk over, or call and we would be happy to tell you what books are assigned.
If you require any assistance or have any questions regarding the above information, please contact Paul Fahey by e-mail or by phone 616-526-7808






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