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Textbook Settings
Textbook Settings
Configure subject mappings, grade assignments, and issue rules before running the bulk textbook issue process.
Textbook Settings is the configuration screen that must be completed before using the Textbooks issue screen each year. It maps subjects to grades, assigns the correct sets of textbooks to each class group, and sets the lending rules that govern how textbooks are tracked. Changes made here affect the entire textbook module — it is advisable to review these settings at the start of each school year before issuing begins.
Before the Textbook module can be used, at least one Publication Type must have the Textbook flag enabled. This flag is set under Parameters → Publication Parameters → Publication Types and distinguishes textbook stock from regular library stock.
| Setting | Description |
|---|
| Textbook flag |
When enabled on a Publication Type, items catalogued under that type are treated as textbooks and become available for bulk issue via the Textbook module. This flag must be set before any textbook BRNs are catalogued. |
| Publication Type name |
Typically named Textbook, but may differ per school. Any name is valid as long as the Textbook flag is enabled. |
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Set the flag before cataloguing. If textbooks are catalogued under a Publication Type without the Textbook flag, they will not appear in the Textbook module. Changing the flag after cataloguing applies prospectively but may require re-cataloguing existing records.
Each subject must be mapped to the grades that use it. A single subject (e.g. Mathematics) can be assigned to multiple grades, but may have different textbook titles per grade. The mapping tells the system which BRNs are relevant when performing a bulk issue to a specific class.
| Field | Description |
|---|
| Subject name |
The name of the subject as it will appear in the Textbook module and on reports (e.g. Mathematics, Life Sciences, Physical Sciences). |
| Grade |
The Member Type (grade level) to which this subject–textbook combination applies. Multiple grades may be linked to the same subject. |
| BRN |
The Bibliographic Record Number of the textbook title assigned to this subject and grade. Each subject–grade combination should have exactly one BRN unless different editions are in use simultaneously. |
| Copies per student |
The number of physical copies (ARNs) issued to each student for this subject. In most cases this is 1, but some subjects may require additional copies (e.g. a student workbook accompanying the main textbook). |
Example — Subject mapping for Grade 9
| Subject | Grade | BRN | Copies per student |
|---|
| Mathematics | Grade 9 | BRN-00412 | 1 |
| English Home Language | Grade 9 | BRN-00387 | 1 |
| Life Sciences | Grade 9 | BRN-00451 | 1 |
| Physical Sciences | Grade 9 | BRN-00463 | 1 |
| History | Grade 9 | BRN-00398 | 1 |
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If a new textbook edition is adopted mid-year, add a new subject–grade–BRN row for the new edition rather than replacing the existing one. This preserves the issue history linked to the previous BRN.
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Elective subjects. Elective subjects (e.g. Visual Arts, Music, Drama) should still be mapped here even if only a subset of students in a grade takes them. The Textbooks issue screen allows selection of individual students when performing the bulk issue, so not every student in the grade needs to receive every subject's textbook.
Issue rules define the lending parameters that apply when textbooks are issued through the Textbook module. These settings complement (but do not replace) the Privileges configured under Member Parameters — the Textbook module applies its own rules for loan period and overdue tracking.
| Field | Description |
|---|
| Loan period (days) |
The number of days from the issue date after which the textbook is considered overdue. For textbooks issued for the full school year, this is typically set to the number of days in the academic year (e.g. 365 or the exact term length). |
| Fine per day |
The daily overdue fine amount applied to each textbook after the loan period expires. Leave at zero if the school does not charge textbook fines. This value is in the local currency configured under system settings. |
| Replacement value |
The amount charged to a student if a textbook is declared lost. This is set per BRN and is used to generate replacement invoices from the Textbook Report. Leaving this blank means no replacement charge is applied. |
| Allow renewal |
Specifies whether a textbook loan may be renewed (i.e. the due date extended without physically returning and re-issuing the item). For year-long textbook loans, this is typically set to No. |
| Issue date |
The date from which the loan period is calculated. Defaults to today's date when the bulk issue is run but can be backdated if needed (e.g. if settings are entered after issuing has already begun). |
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Loan period and year-end returns. Set the loan period to align with the last day of the school year on which textbooks are expected to be returned. If the loan period is set too short, overdue notices will be generated before students are expected to return their books.
Example — Typical year-long issue rule
A school runs from 15 January to 30 November. Textbooks are issued on the first day of school and must be returned on the last day. The loan period is set to 319 days (the number of calendar days between 15 January and 30 November). The replacement value for each title is entered individually on the relevant BRN record. No daily fine is charged, but a replacement charge applies for lost books.
Each grade level in the Textbook module corresponds to a Member Type in Papyrus Cloud. The settings screen allows the administrator to confirm which Member Types participate in the textbook issue process. Member Types excluded here will not appear as selectable grades in the Textbooks issue screen.
| Field | Description |
|---|
| Member Type |
A patron classification (e.g. Grade 8, Grade 9, Grade 10) as defined under Parameters → Member Parameters → Member Types. Only Member Types with students who receive textbooks should be included. |
| Included in textbook issue |
Toggles whether this Member Type appears in the Textbooks screen. Member Types such as Staff, Teachers, or Leavers should typically be excluded. |
| Default category filter |
Optionally restricts the bulk issue screen to a specific Category (class group) by default when this Member Type is selected. For example, when Grade 8 is selected, the screen can default to showing class 8A. This is optional — leaving it blank shows all categories for the selected grade. |
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Teacher textbooks. If teachers are issued their own copies of textbooks through the Textbook module (rather than via standard Front Desk circulation), the Teachers Member Type must be included here and the relevant subject–grade mappings must include a Teachers grade row.
Once Textbook Settings are saved, the school is ready to run the bulk issue process. The recommended workflow is:
- Confirm all textbook BRNs are catalogued with the correct Publication Type (Textbook flag enabled).
- Verify that all physical copies (ARNs) have been received, barcoded, and checked in to stock.
- Complete the subject–grade mapping and issue rules in Textbook Settings.
- Use the Textbooks screen to run the bulk issue to each class.
- Use Textbook Summary & Report to confirm issue counts and identify any gaps.
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Run a Textbook Summary report immediately after completing the bulk issue as a sanity check. The summary shows total issued vs. total stock per title, making it easy to spot any students who were missed or any titles that are short on copies.