How Can I Purchase a Book with My Budget?

• It is necessarry to make application to Shimane University Library when you want to purchase a book with your budget.
• The book can be equipped your office as "lending".
• The book is in principle treated as an equipment and registered as a university asset.

The Library Is a Portal of Purchasing a Book.

When you purchase a book or an audio-visual material for research or education by your budget, please make an application to Shimane University library. You only need to make application, and all procedure such as an order to a bookstore, acceptance inspection, entry to finance and accounting system are performed by the library.  As shown in the Operation Manual for a Contract ("契約事務マニュアル(教職員用)), it is ineligible for an order by a teacher so please do not order to bookstore directly.

Note

・Please ensure to check your budget balance in the zaimu kaikei financial accounting web system before making a purchase. The library regards your budget as available at receiving your application. Changing budget is NOT available after we received the application.

・ You need to log in MyOPAC and to send information about the book. If you need detailed information, please contact book[at]lib.shimane-u.ac.jp. ([at]→@)

・We will send the arriving notification by e-mail when all procedures that ordering to the bookstore, confirming delivered book and registering as assets are completed. All procedures take about 2 weeks; in case of ordering from overseas, it might take over one month.

・ When you get the arriving notification mail from the library, please come to the library. The books are put on shelves for each department in a room behind the Service Desk.
　A substitute person (including students) can also pick up the book.　

　FAQ

・Is there a time lag?

Unlike other goods, the purchase of books is managed through the library system order placement to payment. Therefore, after all the processing, the data must be reflected from the library system to the zaimu kaikei financial accounting web system. This process is done by the library, but since it takes time from order placement to payment, there is a time lag between the receipt of the purchase order and its reflection in the zaimu kaikei financial accounting web system. Please be careful when managing your budget, especially at the end of the fiscal year.
Please refer to the status in MyOPAC until it is reflected in the zaimu kaikei financial accounting web system.

・When is the deadline of purchase at the end of fiscal year?

The deadline for purchase applications at the end of each fiscal year will be announced by e-mail each year. Please note that the deadline for Grants-in-Aid for Scientific Research is earlier than that for other budgets.Usually, the deadline for purchase applications is the end of January for Kakenhi and mid-February for other budgets, but please be sure to check the Library's announcements for details.

・In the case of purchasing books by advance payment

Replacement payments are handled as much as possible in accordance with Appendix 3 of the “Contract Administration Manual (for faculty members, etc.)”. If you wish to do so, please consult with the library staff before placing an order.

・In the case of using Amazon

When you wish to purchase something through Amazon, please be sure to submit a purchase request through MyOPAC, instead of placing an order directly through Amazon business. Also, be sure to write that you wish to purchase the item from Amazon in the “Correspondence” field. If the item is used, please be sure to specify the “Seller”. The library will be responsible for placing the order with the vendor and  entering the information into the financial accounting system.

※In the case of used products, only vendors with an antique dealer's license are acceptable (please refer to the Contract Administration Manual).

・Please note that even if you wish to use Amazon business, we may change the vendor at our discretion, taking into consideration price, delivery date, and other factors

・Amazon Kindle does not accept invoice payment, so you will have to pay in advance. In this case, please submit a purchase request through MyOPAC and consult with the library.

・In the case of purchasing e-books with public funds

First, please enter the information in MyOPAC and then be sure to indicate in the “Correspondence” field that you wish to purchase an e-book and the reason why you wish to purchase the e-book.

If you are no longer a member of the University after purchasing an e-book, you cannot return or transfer it to the University, and it cannot be reused by the University. If there is a print version, we request you to purchase a print version in principle for the proper execution of the budget.

・Is it possible to purchase a book I authored for gift at my budget?

Under Shimane University's regulations, it is NOT possible to use a budget or a Kakenhi to pay for the cost of books, postage, etc. for the purpose of distribution, such as dedication of books.

・Can I purchase an article of an e-journal with my budget?

As for the purchase of e-journal articles, credit card payments are generally required, so the usual payment with a budget is not possible, but it is possible for faculty members to pay in advance and be reimbursed later. If you need to pay in this way, please contact the Accounting Procurance Division.

Books Are Assets of University

In principle, books are registered as assets of University. If the book is not suitable to be assets, it may be treated exceptionally as consumables. Consumables are expected to be used for less than one year.

If you have a question, please contact the staff below.