Time-Sensitive Request: Course Material Information for Students as Required by Federal Law

Barbara A. Bichelmeyer, Provost & Executive Vice Chancellor
Monday, March 20, 2023, 3:49 p.m.
KU Lawrence Faculty, KU Lawrence Unclassified Professional Staff, KU Graduate Teaching Assistants

Dear Colleagues,

Thank you for guiding our students through the first half of the spring semester. I hope you were able to enjoy a slower pace during spring break.

As you know, the Higher Education Opportunity Act requires the university to inform students at the time of enrollment what textbooks and supplemental materials are required and/or recommended for a course.

The following are submission dates for textbook information:

            Summer Semester: April 1

            Fall Semester: May 1

            Spring Semester: October 24

Please know KU Bookstore will always accept adoptions after the deadline; however, in such situations, KU Bookstore staff cannot guarantee the materials will be available in the first week of classes.

The lead instructor for the course is required to provide course material adoption information to the KU Bookstore so information about required textbooks and supplemental materials will appear in the official online requirement listings on KU Bookstore’s website. This is the case even if you do not intend to order course materials through KU Bookstore, or when the materials are free and openly available. The website also has a direct link from Enroll & Pay, as required by this law. The KU Bookstore must have this information, to facilitate the procurement process for sponsored and scholarship-recipient students and to allow students to charge their required course materials to their student account.

The KU Bookstore offers three ways for you to submit your course materials needs:

  1. Use the customized course link included in the automated reminder emails from KU Bookstore (which are sent from reply@verbasoftware.com),
  2. Complete the online requisition form, or
  3. Email requests to textbook@ku.edu.

Along with required materials, please also submit optional or recommended texts that you will list on your syllabus. Please also list any additional supplies you will require the student to purchase for each class, including clickers, goggles, lab coats, or supplies and reference packs. If you are not using such materials for your class, you must still submit the form, indicating there are no required readings or supplies for the course.

Before submitting your request, please:

  1. Consider using low-cost or no-cost materials:
  1. Review Open Educational Resources (OER) options: Freely accessible and open licensed content that fits within your instructional framework may be available. The Open Textbook Library is a good place to start, and KU Libraries offers grants to support the adoption of these and other OER.
  2. Consider library-licensed resources: E-books, articles, and streaming video may be accessible via KU Libraries. KU Libraries may be able to place print items and DVDs on reserve to provide access to students.

Instructors wishing to receive no-cost and low-cost designations per Marking Affordable Courses guidelines should provide their adoption information at their earliest convenience to ensure appropriate designation at classes.ku.edu.

  1. If choosing commercially sourced texts and materials, please:
  • Check the edition: If a new edition has become available, ask yourself if content updates are significant enough to necessitate an update to your request. If used copies or digital access become limited or unavailable for an older edition, the KU Bookstore will contact you to go over the new edition and options.
  • Check the price: Either through independent research, by inquiring with KU Bookstore staff, or from publisher representatives involved in the process. It is worth noting that publisher representatives often report the “net” price to faculty, which references the new book cost to the KU Bookstore, which is different from the retail price. Additionally, textbook costs can be lowered through negotiations with publisher representatives. Please keep the KU Bookstore apprised of negotiated prices so students using financial aid to purchase course materials are not left at a disadvantage.
  • Coordinate with publisher representatives if using courseware: If your course will use courseware or a homework platform, please ensure the course is set up with the publisher and any necessary learning management system integration is prepared before submitting. The KU Bookstore can help you find the right publisher representative if you don’t know who you should contact.

For instructors who are taking over a course after initial instructor assignments, please contact the KU Bookstore to (1) confirm if course materials were submitted by the previously assigned instructor, and (2) inform the KU Bookstore of any revisions that need to be made to the course materials list.

If you have any questions, please reach out to the following individuals:

  • Textbook Department/Buyers, Course Materials Requisition, KU Bookstore,  textbook@ku.edu
  • James Rourke, Assistant Director, KU Bookstore, jrourke1@ku.edu
  • Rachel Barnes, Print Production Manager, Jayhawk Ink, rbarn04@ku.edu
  • Josh Bolick, Head, David Shulenburger Office of Scholarly Communication & Copyright, jbolick@ku.edu

Thanks for all you do for KU!


Barbara A. Bichelmeyer
Provost & Executive Vice Chancellor