How Can I Purchase a Book with My Budget?
When purchasing books, audiovisual materials, or other resources for education and research using university funds (including Grants-in-Aid for Scientific Research (KAKENHI)), please do not place orders directly with vendors (bookstores, Amazon, academic societies, etc.). Instead, submit your request through the University Library. The Library will handle the entire process, from ordering and delivery to accounting procedures (including entry into the financial accounting system).
At Shimane University, purchased books are generally registered as university assets. These books may be assigned to laboratories or offices in the form of loans. We appreciate your cooperation in the shared use and proper management of university resources.
Purchase Procedure
- [Faculty and Administrative Staff] Check Available Budget Balance
Please confirm the available balance of the budget you intend to use in the Financial Accounting System. The selected budget will be regarded as fixed and available at the time of application, and cannot be changed afterward. - [Faculty and Administrative Staff] Submit a Purchase Request via MyOPAC
Please submit requests one item at a time through "Book Purchase Request" in MyOPAC. Detailed instructions are available in this user guide.
Faculty and administrative staff do not need to enter information into the Financial Accounting System. - [Faculty Members] If you wish the item to be treated as a consumable, please confirm that it complies with this rule.
If the item is to be treated as a consumable, faculty members and administrative staff are requested to state the following in the remarks section when submitting a purchase request:
- That you wish the item to be treated as a consumable; and
- The reason why the item should be regarded as a consumable. - [Library] Ordering and Receiving the Item
The Library will place the order, receive and inspect the item, and register it as a university asset. After processing is complete, an arrival notification email will be sent. For newly published Japanese books, the process generally takes about two weeks.
As stated in the Contract Administration Manual (Faculty and Staff Version) (internal access only), books are not items that may be directly ordered by faculty members. - [Faculty and Administrative Staff] Receive the Book
After receiving the arrival notification email, please pick up the book from the preparation room ( between the service desk and the elevator) on the first floor of the Main Library. A student or other representative may also collect the item on your behalf. - [Library] Entry into the Financial Accounting System
The Library will enter the necessary information into the Financial Accounting System.
If You Prefer to Purchase through Amazon
- Faculty members and departmental administrative staff may not place orders directly through Amazon Business.
- Please indicate "Purchase via Amazon requested" in the comments field. For used items, also provide the seller's name (limited to vendors holding a secondhand dealer license).
- The Library may choose a different supplier based on price, delivery time, or other considerations.
- The procurement process may take longer than personal purchases made through Amazon.
- Kindle e-books require reimbursement-based payment.
Items Eligible for Purchase and Responsible Offices
| Item | Responsible Office | Remarks |
|---|---|---|
| Books (Print Materials) | Book Services Section | Standard book purchase procedures apply. |
| Audiovisual Materials / Journals (One-Time Purchase Only) | Book Services Section | Submit a request through "Book Purchase Request" in MyOPAC and specify "Audiovisual Material" or "Journal (One-Time Purchase)" in the comments field. |
| Journals (Subscription Only) | Serials Section | Please refer to "How Can I Subscribe Journals with My Budget?". |
| E-Books | Book Services Section | Please first confirm whether the title is already available through the University's e-book collections via this search service. If purchase is still necessary, submit a request through "Book Purchase Request" in MyOPAC before placing an order yourself, and indicate "E-book requested" together with the reason for purchase in the comments field. The Library will contact you after reviewing the request. Please note that if both print and electronic versions are available, the Library generally requests the purchase of the print edition to ensure appropriate management of university-funded assets. |
| Items Difficult to Procure Except by Reimbursement | Book Services Section | Before placing an order yourself, submit a purchase request through "Book Purchase Request" in MyOPAC and indicate both "Reimbursement requested" and the reason for reimbursement in the comments field. The Library may contact you depending on the circumstances. |
| Purchase of Article PDFs Using University Funds | Accounting and Procurement Division | Please first confirm whether the article is already available through the University's electronic journal subscriptions via this search service. If purchase is still necessary, reimbursement procedures are required. Please consult the Accounting and Procurement Division. |
| Purchase of the Author's Own Publications for Donation Purposes Using University Funds | — | Purchases of books for complimentary distribution using university funds are not permitted under university regulations ("Guidelines on the Transfer of Property and Goods"). |
Notes and Frequently Asked Questions
Delay Before Payment Information Appears in the Financial Accounting System
Book acquisition procedures are managed through the library system, and it may take some time before information is reflected in the Financial Accounting System. Please pay particular attention at the end of the fiscal year. You can check the progress of your request through the "Request Status" function in MyOPAC.
Application Deadlines at the End of the Fiscal Year
The usual deadlines are as follows (details are announced by email each fiscal year):
- KAKENHI: Around the end of January
- Other budgets: Around mid-February
If you have any questions, please contact the Book Services Section of the University Library.
Last Updated: 20260702
Planning and Collections Group, Book Services Section
book[at]lib.shimane-u.ac.jp
Please replace [at] with @ when sending email.
Planning and Collections Group, Book Services Section
book[at]lib.shimane-u.ac.jp
Please replace [at] with @ when sending email.
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