Course Material Guidelines

CASE PACKETS READING PACKETS (COPYRIGHT PERMISSIONS) Re-ordering existing packets In-class Materials	ELECTRONIC CASES (hbs) FACULTY REGISTRATION ON HBS WEBSITE Teaching Notes Ordering single cases for review

CASE PACKETS
Packet Design
In order to reduce the costs to the students as well as the number of packet returns, packets for elective courses must be divided so that the first packet covers the first three weeks of the course.

Case Packets
Please use the SOM Business Office Case Order Form to order Harvard, Darden, Kellogg, Babson, IESE, IMD, Richard Ivey, Stanford, University of Hong Kong and Business Horizon cases and/or reprints. Your order will be directed to SPBS for fulfillment.

Fair use of copyrighted material allows minimal copies to be distributed in class.  Handouts of large articles (more than 5 pages) must be submitted as a course packet so that copyright approval can be obtained. 

For the packets, please indicate on the initial job ticket how many are to be put on sale in the Mailroom and how many should be delivered to you for TAs and faculty copies. The TA must pick up the packet from the faculty support person, not the Mailroom.

Please use the OSA pre-enrollment numbers and order conservatively. The mailroom staff will be keeping a close eye on the inventory and SPBS will be able to re-supply the inventory overnight based on demand.

Quick Steps

1. Submit an order to SOM’s copy company, SPBS using the Case Order Form.
2. Note: There are a few cases that can only be shipped hardcopy. SPBS will contact you if that is the case to let you know the estimated delivery date.
3. Be sure to separate the number of copies ordered to those that will go to the Mailroom for sale and those which will be faculty and TA copies and will be delivered to the support staff or faculty member.
4. SPBS assembles the packets and determines a price to charge students.
5. SPBS delivers the course packets to the Mailroom for sale to the students.
6. Students purchase the course packets from the Mailroom and may pay by credit card, cash, check or Bursar charge.

READING PACKETS (COPYRIGHT PERMISSIONS)
SPBS secures all the copyrights before they can fully prepare and price a course packet for sale. As a result, they need sufficient time to secure that copyright, which can sometimes be time-consuming. Please keep in mind that if you provide the publisher information upfront, the process will be that much faster since they’ll have to ask you for this if you don’t.

For clipped-out articles from magazines and newspapers, please include all relevant citation information: publication name, date and page number. For chapters of a book, submit a copy of the copyright page.

Note: some publishers only allow 10% (some up to 20%) of a book to be copied for this purpose. If a faculty member would like to hand out more, they may need to have the students purchase the entire book.

Quick Steps

1. Submit an order to SPBS using the Copyright Permission Form by e-mail to spbs@snet.net.
2. SPBS will review the form and fax it to the publisher for permission.
3. You will receive e-mail notification once confirmation is received from the publisher that copyright permission has been secured.
4. SPBS will copy and assemble the materials then determine a price to charge students per course packet.
5. SPBS delivers the course packets to the Mailroom.

RE-ORDERING ALREADY EXISTING COURSE PACKETS
All reorders are placed by facilities/mailroom staff.  Reorders are tied directly to student demand at the mailroom window.  Packets are printed and delivered, on demand, for each individual student in less than 24 hours. To avoid costly double ordering, faculty or their support person should not place telephone or online reorder to SPBS.  Should students report a shortage of packets to faculty, be assured the order has been placed and will be available by the next business day. Contact The Hub for reorder confirmation.

IN CLASS MATERIALS
Whenever possible, please use the new Classes V2 software for in class materials. When in class materials are provided through this tool, students will only have to pay to print the pages – no billing is done on our part.
Photocopying costs for in-class handouts are prorated out to the registered students a couple of times per semester if the per person charge is over $1.50. Faculty and support staff should place all in-class handout copy jobs through the Copy Center in B62. Be sure to mark the "in class" box on the SPBS job ticket. This will insure the students get charged. You may also e-mail Science Park with the file that you need copied. Please e-mail spbs@snet.net the file with this order sheet.

For other items that will be handed out in class for which the students should be charged, we need to know about it in order to charge the students. Please email the SOM Business Office indicating the items, the amount, the course and section, when you intend to hand out the item, and if the items listed have already been purchased or need to be ordered by the Business Office. We will include the cost in the next in-class billing. We cannot go back and bill students after the semester is over for in-class materials, so please alert us to these charges promptly.

Generally, HBS cases should be distributed in packets, not in class. We do not have an easy mechanism to charge students for them when they are handed out in class. If there is a pressing pedagogical reason to hand them out in class, order them through SPBS, indicating that they are for in-class handouts. SPBS will include the copyright cost with their regular in-class bills and cost will be prorated out to students with the other photocopying costs.

If the faculty member chooses to not bill the students for in-class materials for any reason, then those material costs will be charged to the faculty member's research and teaching account.

ELECTRONIC CASES (HBS)
For HBS cases that are going to be posted electronically on Classes V2 support staff will need to complete the HBS Single Click form and submit it to singleclick@hbsp.harvard.edu. This will allow you to secure the copy right and provide the students on-line access to the case. For copy rights that will cost $2000 or less, please provide your purchasing card information.Otherwise, HBS should send an invoice.

Charge the invoice or EMS report to the course support account and let the Business Office know that the charge will need to billed out to the students.

TEACHING NOTES
HBS Teaching Notes can be ordered through HBS Online by registered faculty only. Administrative assistants cannot order Teaching Notes. See above for registration instructions.

To register at HBS online please see the HBS Educator Registration website. Faculty will need to provide HBS the link to the SOM website, http://www.mba.yale.edu/.

Access will not be granted unless the professor's name is on the school's site. If a part -time faculty is not on the website and would like access, HBS Online requires a faxed request on school letterhead and the SOM Business Office will be happy to expedite that. Please email your request to the SOM Business Office.