BYU-Idaho Online KnowledgebaseCore Processes Core Processes ListTextbook and Materials Update Process (New)

Textbook and Materials Update Process (New)

Changing texts and materials in online courses can be complicated. Please read all documentation and resources below. This process is followed whenever textbooks (digital or hardcopy) and other materials change in an online course. For a detailed checklist, refer to the Curriculum Development Process Checklist. 

Process (See below for additional notes and info)

1 Semester Prior to use 1 Semester Prior to use 2 Semesters Prior to use 2 Semesters Prior to use Textbook/Materials Change Process Textbook/Materials Change Process Curriculum Development Curriculum Development Employment & Scheduling Employment & Scheduling Bookstore and/or McKay Library Bookstore and/or McKay Library Time estimate: 1+ semesters Time estimate: 1+ semesters Process Step Process Step Separate Process Separate Process Decision Decision Document Document Initiation/Termination Initiation/Termination Course Council discusses needed materials Course Council discusses needed materials Requires a redevelopment? Requires a redevelopment? Course Council Designer requests project allocation Course Council Designer requests project allocation No No Course Lead to notify Online Associate Dean (OAD) Course Lead to notify Online Associate Dean (OAD) Yes Yes Project designer fills out Materials Change Form Project designer fills out Materials Change Form Improvement project begins & course is modified Improvement project begins & course is modified Confirms project completion & updates OSM Confirms project completion & updates OSM Delivery Specialist places order Delivery Specialist places order Link Link C C Course Council looks for OERs with McKay Librarian assistance Course Council looks for OERs with McKay Librarian assistance Designer contacts Academic Materials Manager at University Bo... Designer contacts Academic Materials Manager at University Bookstore Bookstore works with publishers to provide digital options Bookstore works with publishers to provide digital options A A Designer notifies course council of options & setup. Notifies... Designer notifies course council of options & setup. Notifies Quality Assurance team D D E E B B

Process Notes

  • (A): If adding materials or other minor adjustments and no significant course alterations are needed, the project may require no further project allocation in the future. Create a 4-hour project for the queue to document project if not done previously and modify instructions where needed in the course.
  • (B): For new & redeveloping courses only, designer use Pilot Course Information sheet to coordinate needed textbooks with Employment and Scheduling. For improvement projects, designer use the google form Materials Change Form.
  • (C): The designer assigned to make changes to the course may or may not be the council designer, depending on workload.
  • (D): The designer ensures that all parties are notified of digital textbook changes. This includes the course council, and also the Quality Assurance team so that they can perform LTI integrations that may be needed. 
  • (E): Before placing the order, the online delivery specialist confirms with the curriculum designer that the project was completed and the new book will match the course content.

Timing & Deadlines

During Project Scoping Semester (2 Semesters Prior to use)
  • This is the semester in which the project is entered into the project system.
  • New textbook and materials must be planned at least two semesters in advance. This allows the designer to request time to complete the project (typically the following semester).
  • Once the course is modified, the material will be ready for use the following semester (2nd semesters out from time of request). See more information on the Course Council website.
During Project Development Semester (1 semester prior to use)
  • Week 4: The curriculum designer assigned to a textbook or material change project fills out the Materials Change form by week 4 of the semester during when the work is performed. 
    • If the form is submitted before Week 4, the activities, quizzes, syllabus, discussion boards, rubrics, etc. must be updated in the reference course.
    • If the form is submitted after the Week 4 ordering deadline, the designer must wait until after section copies have been made. Then they can safely edit the reference course and complete the project.  If introducing a digital text, the new ISBN must be obtained by this deadline as well. Otherwise, use of the hard copy text must continue. 
  • Week 8: If the textbook is changing to a digital version, designers must notify the Quality Assurance team of necessary LTI integrations and testing.
  • Before Week 12 Starts: Quality Assurance must complete integrations and ensure functionality so sections can be created.

Best Practices

  • Auto-access books are preferable over e-book codes for online use because they allow students to get refunded if they drop the course within set timelines.
  • For a checklist of detailed instructions and further notes, please consult the Textbook or Edition Change Process checklist used internally by Curriculum Development.

Associated Policies

  1. All textbook or material changes are overseen by a curriculum designer. Course Leads work with their Council Designer to arrange begin this process, even if it is just an edition change. Course Leads do not work directly with the bookstore for online course materials, and will be referred back to the Council Designer for changes or help on this.
  2. If a textbook change requires course redevelopment, the online associate dean is notified and the course enters the development process.
  3. Do not include the e-ISBN number of the text in the syllabus. It will not match Amazon or other purchasing options. The e-ISBN used for BYU-Idaho is managed by the bookstore and will be different.

About this Article

Responsible*: Steven Willis (planning & coordination manager) 

Accountable*: OLC

Consulted*: Curriculum designers, online delivery specialist, course leads

Informed*: Online departments, Course Councils, bookstore, Organizational Learning Team


Sharing: Unrestricted

*Note: The assignments above do not indicate responsibility or roles in individual implementations of this process. Instead, they assign roles in documenting, overseeing, and improving the process as a whole.

For example, the planning and coordination manager (Steve Willis) is responsible for coordinating the documentation and improvement of this process, but has no role in individual implementations. See "How are Core Processes developed and approved?" for more information.

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