Transition to Virtual Bookstore

1. Q. How will instructional supplies (e.g., Cosmetology kits, art supplies, school supplies, etc.) be sold to students?
2. A. Students may be able to purchase supplies through the virtual bookstore or directly from vendors. Area Deans were required to submit a list of non-text needs to the VPAS office by December 15, 2024.

1. Q. How will the virtual bookstore work with programs like EOPS or Financial Aid?
2. A. The virtual bookstore accommodates vouchers for Financial Aid, scholarships, and special programs, allowing eligible students to purchase materials seamlessly.

Overview

The Bookstore Voucher system is designed to provide students with funds that can be used exclusively in the Akademos online bookstore. These vouchers are typically issued by campus departments, programs, or third-party partners. Once created, the funds cannot be used elsewhere.

Purpose

This guide is intended for staff and authorized users who issue bookstore vouchers to students. It includes step-by-step instructions for using the Voucher Creation Tool, including how to issue single or multiple vouchers at once, and how to troubleshoot common issues.

Included Resources

• Bookstore Voucher User Guide
  A comprehensive walkthrough of the Voucher Creation Tool, including:
  
  • Creating individual and batch vouchers
  • Navigating the interface
  • Understanding voucher status and redemption tracking
• Student Materials (PDFs)
  Informational handouts for students covering:
  
  • How the Bookstore Works
  • How to Order Course Materials
  • Learner Experience
  • Return a Textbook
  • The eLibrary
  • VitalSource Troubleshooting (Mobile)
• Voucher Email Sample
  A generic example of the email students receive when the "Notify Student" box is checked during voucher creation. This helps students understand how to redeem their funds. See Sample
• Success and Error Message Guide
  A troubleshooting resource that explains:
  
  • Common confirmation messages
  • Typical error messages encountered during voucher creation
  • Suggested resolutions for each scenario
• Sample Invoices
  • Parent Invoice: Provides a summary of all vouchers used within a specified time period, including the total amount issued. See Sample
  • Child Invoice: Offers a detailed breakdown of each voucher transaction, including itemized purchases. See Sample
  • Invoices are generated monthly and sent to the contact(s) listed on the Voucher Authorization Form. Multiple recipients can be included if needed.

If you have questions or need help with the voucher process, please contact the appropriate department listed in the guide or reach out to the Business Services team.

1. Q. How will the virtual bookstore comply with the Higher Education Opportunity Act (HEOA) regarding textbook information disclosure?
2. A. The vendor ensures compliance with HEOA. Pricing and textbook information will be automatically disclosed when books are adopted and linked to the college's system.

1. Q. Will basic supplies be available on campus?
2. A. Yes, the college is working with its current vending contractor to supply vending machines for items like pens and pencils. The Jaguar Market will also have some basic supplies available to distribute to students beginning Fall 2025.

1. Q. Will the virtual bookstore rent textbooks? What about shipping and return costs?
2. A. Yes, textbook rentals are available, and shipping is free for orders over $79. Returns will incur a mailing cost, and delivery typically takes 3-5 days, depending on the origin.

1. Q. Will the virtual bookstore sell new and used textbooks?
2. A. Yes, both new and used textbooks will be available. The store also supports ZTC/OER materials.

1. Q. Will the virtual bookstore sell college merchandise?
2. A. Yes, promotional gear will be sold on a print-on-demand basis.

1. Q. How will graduation items like caps and gowns be sold?
2. A. The college is working directly with a vendor to provide these items.

1. Q. What is the return policy for textbooks if a student adds/drops courses?
2. A. Textbooks can be returned, but students are responsible for mailing costs.

1. Q. What happens if a student claims they didn’t receive their order?
2. A. Students can file a claim with the virtual bookstore.

1. Q. What if textbooks arrive damaged or missing?
2. A. Students should file a claim with the virtual bookstore for resolution.

SJCC Shipping Tip: If you use a P.O. Box or do not have a shipping address, please contact the SJCC Virtual Bookstore Support team at SJCCVirtualBookstore@sjcc.edu to schedule an in-person appointment for assistance with placing and receiving your order.

1. Q. How will the virtual bookstore support students without a permanent address?
2. A. Students can select an option if they have no permanent address and will be referred to next steps. Books approved to be sent to campus will be sent to the mailroom, taken to student services where they can be picked up with a PIN and student ID.

1. Q. Will P.O. Boxes be an acceptable shipping address?
2. A. No, the virtual bookstore does not ship to P.O. Boxes.

1. Q. What shipping options will be available?
2. A. Students can choose from various shipping methods, including overnight and expedited options.

1. Q. How will faculty order textbooks?
2. A. Faculty will use an adoption platform with a dashboard to track updates and deadlines. DEADLINE FOR FACULTY TO SUBMIT ADOPTIONS IN ORDER FOR HARD COPY TEXTS TO BE READY FOR FALL 2025 SEMESTER IS 16^th MAY 2025 – MORE DETAILS TO FOLLOW.
   *  Getting Started: Course and Section Select (0:44): see video
   *  Previously Adopted Materials Collect (1:16): see video
   *  Add New Materials (1:04): see video
   *  Review and Submit Adoptions (0:39): see video
   *  If you experience any login issues, please contact help@vitalsource.com

1. Q. What if a professor changes the assigned textbook after the term starts?
2. A. Refunds will depend on the college’s policies; typically, costs for changes are not covered.

1. Q. How will out-of-print or low-stock textbooks be managed?
2. A. The adoption platform alerts faculty about availability issues. Digital versions are often the easiest alternative.

1. Q. Will students be able to resell textbooks?
2. A. Yes, the vendor offers a guaranteed buy-back program based on the condition of the book.

1. Q. Will the virtual bookstore sell digital textbooks?
2. A. Yes, the bookstore is a leader in digital resources. Refunds are available if the resource has not been accessed beyond the return limit.

1. Q. Will technology items like laptops or calculators be sold?
2. A. We ae exploring this possibility - these items can potentially be made available upon request.

1. Q. What are the virtual bookstore’s hours of operation?
2. A. The virtual bookstore operates 24/7/365 online.

1. Q. Will there be a local representative for the bookstore?
2. A. Yes, the vendor has a local representative based in Monterey.

1. Q. Will the college earn revenue from bookstore sales?
2. A. Potentially based on the agreed upon contract and sales volumes.
3. Q. What does the new vendor contract look like and when was it approved?
4. A. Please see the Board approved contract. The contract was approved by the Board on 11th March 2025.