PUBLICATIONS POLICY

South Carolina residents may receive one free copy each of ten not-for-sale publications. School teachers and libraries may receive three free copies of five not-for-sale publications. Libraries may receive one copy of any publication (free or for-sale) for shelf stock. Out-of-state residents may receive one free copy each of three publications. Orders for larger quantities of free publications will be priced on the basis of printing, production costs, volume ordered and shipping costs. The online ordering system provides pricing information. For-sale publications are available through the county Extension offices at the published price. Wholesale orders are available for resale only.

County Procedures Regarding For-Sale Publications

1. One dollar ($1.00) will be the minimum charge for a for-sale publication.

2. In lieu of a receipt issued for each sale, a log must be maintained. The log will list the names of people who bought publications, the amount collected and the publications purchased. Bulk orders of not-for-sale publications will require a receipt.

3. A separate account within the local checking account should be established that will accommodate both income and expenditures.

4. Deposits into the local account will be made as often as needed, but no less than weekly or whenever money collected reaches $100.

5. A secure (locked) place must be available to keep undeposited funds.

6. A secure place must be available to keep inventories of "for sale" publications.

7. Counties must order and purchase "for sale" publications through the Bulletin Room.

8. Counties should order all publications through the CUFAN_ORDER computer ordering system. Telephone and e-mail orders will not be accepted from county offices.

9. The computer will first verify an order and a packing slip will be generated. The Bulletin Room ships out orders on Tuesdays and Thursdays.

10. The Bulletin Room will issue an invoice quarterly for all for-sale publications purchased by the county during the quarter. When payment is received, the Bulletin Room will write a receipt and include it with the county's next order. It should be transferred to your county receipt record.

11. A single price will be established by Extension Administration that counties charge for a publication. This price will be enough to cover postage and sales tax. Out of the publication account, counties must pay: (a) postage charges for any publication (cannot use penalty mail for "for-sale" publications), (b) for-sale publications given to volunteers, (c) other postage and, (d) certain equipment that relates to sale publications (approval basis).

12. One copy of a "for-sale" publication will be provided free to each county. All other copies must be paid for by the county.

13. Counties may "wholesale" publications to other vendors in quantities of ten or more for resale. Wholesale price (county purchase price + retail price) will be divided by two (2).

Procedures For Keeping Log On "For-Sale" Publications By Counties

1. Record all "for-sale" publications on the publication log. When selling "free" publications (quantities in excess of publications policy guidelines) write a separate receipt and deposit money in the publications account.

2. Along the top of the form, fill in the name(s) of the publication(s) to be sold. Enter the number of bulletins received from the Bulletin Room on the beginning inventory line. List names of employees receiving a free copy by recording (NC) in the collection column.

3. As publications are sold, fill in the date, name of purchaser, number of each title purchased and amount collected. At the far right, sum all figures by the respective column.

4. At least weekly, or whenever $100 is collected, draw a line under the last name and total each column. Prepare a deposit slip and deposit the money in your local checking account. Also, reconcile this log with the deposit to see that the number sold agrees with the money collected. If there is a difference, note this on both the log and deposit slip. Write the deposit slip number on the log by the total deposited. On the log below the line, enter the total of all copies sold. This will enable you to calculate the number of bulletins remaining on inventory. Keep this log in a safe place. It is the permanent record of funds collected for publication sales.

5. The money box for publications must be kept in a secure place.

6. Anyone in the office may make sales, but all sales and dispersals must be recorded in the log by the person making the sale.

7. Maintaining records on the remaining inventory is important. You should be able to match up the remaining inventory with the number that should be there at any time. (Number of publications on the publication log, plus number in inventory, should equal amount received from the Bulletin Room).

8. When an existing publication is upgraded to pay status, copies of the "not-for-sale" version cannot be sold and should not become part of the publication log.

Process For Getting a Publication Printed

1. Authors/specialists and department chairs submit requests for printing by electronically sending an Approval for Extension Printing form to the appropriate Assistant Director of Extension.

2. Assistant Directors review requests for publications to be printed, identifying those that might be for sale.

3. When the manuscript is completed, the author sends it and other materials to the Publications office.

4. Publications Editor and staff schedule editing and design to prepare publication for printing.

5. As stocks are depleted, authors, department chairs, school directors and assistant extension directors will be notified. The publication will be revised, reprinted or removed from inventory, according to the author's instructions.

Pricing For-Sale Publications

The pricing of Extension publications will be based on the following formulas:

        Retail Price = Printing Cost + Department Rebates + Tax + Postage + (10% of Printing Cost + Postage + Tax) round upward to nearest half dollar.

        County Price = Printing Cost + Department Rebates + Tax + (10 % of Printing Cost + Postage + Tax).

        Wholesale Price and Price to Departments = (County Price + Retail Price) divide by two (2).

The author's department(s) receives half of the department rebate and the Publications office receives the other half. The rebate is a fixed amount for each publication sold and is based on printing cost according to the following schedule:

The county price is the price that county offices must pay for "for-sale" publications ordered from the Bulletin Room.

The wholesale price is the price that retailers must pay the county office when buying publications for resale and is the price departments must pay when purchasing publications from the Bulletin Room. The wholesale order must be greater than 10 copies, and the retailer should resell the publications at the retail price.

The retail price is the price printed on the publication and should be charged at the final point of sale. Anyone not buying copies to be resold must pay the retail price.

Pricing Not-For-Sale Publications

When orders are received for quantities of not-for-sale publications that exceed the limits of the publications policy, the price is twice the printing cost plus the actual cost of postage and shipping. The print cost is available to faculty and staff in the ordering system database.

All 4-H publications will be free. Each 4-H member who signs up for a project will be assessed a $1.00 project fee, except for School Enrichment Programs and EFNEP.

Distribution of Publications to Specialists and Departments

Specialists and departments should order all publications through the CUFAN_ORDER program. Orders made through the computer are shipped on Tuesdays and Thursdays.

The Bulletin Room will notify ALL USERS of the delivery of all new publications. All listed authors may request 10 free copies of for-sale publications subject to the publications policy (can't sell them). All listed reviewers may request one free copy.

Specialists may pick up one copy of free publications in the Bulletin Room without entering the order in the computer. The Bulletin Room staff will make a record of single copies distributed and adjust inventory periodically.

Quantities of free publications may be picked up immediately by going to the Bulletin Room and placing the order at their computer terminal.

Quantities of for-sale publications must to ordered through the computer. If the publication is needed immediately, the Bulletin Room will accept payment and fill the order.

Copies of for-sale publications may be requested for in-service training, but those requests must be approved by the Department of Information, Computer and Program Resources in writing with the date and number of people to be trained.

Specialists and departments who want copies for sale and distribution at meetings may purchase them at the wholesale price from the Bulletin Room. Specialists may receive a quantity of for-sale publications on consignment by bringing a signed Interdepartmental Order (IDO) to the Bulletin Room. Within two weeks, the IDO can be retrieved when the payment and unsold, undamaged remaining copies are returned to the Bulletin Room. The IDO will be held in the Bulletin Room for two weeks and then submitted for payment.

An order form for out-of-state residents is available and may be handed out at meetings in lieu of transporting and selling publications.

Specialists are encouraged to build the price of publications into the registration fee of training programs.

Distribution of Publications to County Agents and County Offices

When a new publication is delivered, the Bulletin Room will e-mail an announcement to ALL USERS. One copy of new for-sale publications will be sent free to each county office and each county library. Copies of new not-for-sale publications may be ordered on-line.

County offices should order all publications through the CUFAN ORDER program. Orders made through the computer are shipped on Tuesdays and Thursdays.

County offices must submit a minimum order of five copies when ordering for-sale publications that cost less than $10.00 per copy (county price). If the county office does not wish to stock the minimum of five, the client may be referred to the Bulletin Room to purchase a single copy.

County offices may buy for-sale publications from the Bulletin Room at a price lower than wholesale. The county may sell to retailers at wholesale price in quantities of 10 or more if the publication is to be resold. Sale of publications that will not be resold must be sold at the retail price. County offices maintain control of any funds taken in that are in excess of the price paid for the publications.

Agents may receive a quantity of for-sale publications on consignment by bringing a signed Interdepartmental Order (IDO) to the Bulletin Room. Within two weeks, the IDO can be retrieved when the payment and unsold, undamaged, remaining copies are returned to the Bulletin Room. The IDO will be held in the Bulletin Room for two weeks and then submitted for payment.

Miscellaneous

The Bulletin Room will handle orders involving purchase orders and/or invoices when the order is mailed directly to the Bulletin Room.

All publications mailed from the Bulletin Room will be mailed fourth class (book rate). Rush orders will be shipped at the expense of person/county placing the order.