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General Description
Policy Provisions
Performance Evaluation
Subject Experts
Athletes with Textbooks Included in Their Scholarship

Document Number: BOOK--103 Revision #: 1.0
Document Owner: Executive VP Date Last Updated: 07/11/2013
Primary Author: Executive Director of Facilities and Safety Status: Approved
Date Originally Created: 02/14/2012

General Description

Information about the policy for athletes with textbooks included in their scholarship awards relative to Bookstore policies and procedures.


Delineation of policy.


All faculty, staff, students, and administrators

Responsibility: Athletics
Business and Finance

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Relevant Knowledge: In order to comply with this policy you should know:
Current University policy

Terms and Definitions: Additional training

Corrective Action

Loss of privilege, general

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Policy Provisions

Schedule Policy

Students must give their schedule to their respective coach at least two (2) weeks prior to the beginning of the semester. The coach must approve in writing the purchase of textbooks for each student and submit the request(s) to the bookstore no later than one (1) week prior to the beginning of the semester. If given by or before the designated due date the bookstore will have the books pulled and ready for coach pick up prior to the first day of the semester.



Book Policy

The books requested will be pulled for each student, cost charged to the department, and stamped with “Property of Cumberland University”. An excel spreadsheet with the student’s name, books received and date distributed is created as the books are pulled. The spreadsheet is sent to the business office for the appropriate holds are placed on the respective student’s account. Books will then be picked up by the coach, assistant coach or a graduate assistant designated by the coach. Attached to each student’s textbooks will be the receipt of charges for the department records along with a student agreement stating the following:


Attention Students:

· It is your responsibility to return all* books borrowed to the bookstore at the end of the semester. (*Including web cards and used workbooks).

· If books are not returned in a timely manner your coach will be notified and a hold will remain on your account preventing you from receiving your grades or registering for classes the following semester.

· In the event that the textbook is lost or stolen it is your responsibility to reimburse the cost of the textbook to the university to have the hold removed from your account.

· Please contact the business office (615-547-1250) or the bookstore (615-547-1236) with any questions or concerns.


Students are to print name, sign and date the agreement upon receipt of their textbooks. After all textbooks have been distributed the coach will return the signed agreements to the bookstore.


At the end of the semester students are to return the books to the bookstore wherein their name is found on the spreadsheet, highlighted as returned and sent to the business office for removal of the hold. In the event of a lost or stolen text the student will be charged retail for the text and must pay prior to becoming official for the following semester.


As the texts are returned they are held by the bookstore for use by the athletic team(s) in future semesters; doing so alleviates unnecessary department charges. If the books are found unusable due to change in title by the instructor or age of edition they are donated to departments on campus or to local charities for use as teaching tools.


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Performance Evaluation
Performance Metrics: Compliance with standard policy and procedure

Consequences: Further training
Loss of privileges

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Subject Experts
The following may be consulted for additional information.
Director of Athletics

Executive Director of Facilities and Safety

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