Purchasing from the ALR

Credit Allocation

Credit allocation refers to the financial system for the purchase of learning resources by the Department of Education and Early Childhood Development and/or schools for use by students and teachers in the public schools of Nova Scotia.

Learning resources include such items as textbooks, software, and manipulatives.

The credit allocation is assigned to schools based on student enrolment and can be accessed by individual schools to make purchases of from the Authorized Learning Resources (ALR) in support of Regional Centre for Education and/or school priorities. Authorized learning resources will be purchased from the Nova Scotia School Book Bureau using the On-Line Ordering System.

Order Periods

The credit allocation is managed on a fiscal-year basis, meaning that it starts in April and ends in March.  Schools are able to submit orders at three points in that cycle. Specific dates are set each year, but generally those periods should be used as follows:

  • April – a significant order for the upcoming school year
  • June – another order for the upcoming school year, to address changes in courses, etc. that weren’t known in April.
  • October – materials required for the remainder of the school year

After fulfilment of the third order period, remaining funds will be rolled up to respective RCEs for use by the RCE in the final, January order.

Pricing

Note that prices are subject to change throughout the school year.

Monthly "Statement of Credit Allocation"

A statement is prepared monthly by the NSSBB for each Regional Centre for Education and each school showing the unexpended balance at the beginning of the month, charges during the month and the unexpended balance at the end of the month. The statement prepared for the school includes the 40% credit allocation, and purchases from the Authorized Learning Resources. Invoices are attached for statement reconciliation.

The following is an explanation of the columns in the statement:

  • Date—the day on which the entry is posted to the account
  • Invoice—invoice number assigned by computer
  • School #—the Regional Centre for Education/School identification number to which the charge is applied
  • Debits—the total of the invoice for each transaction which has been completed in the preceding month
  • Credits—any credit applied to the account
  • Balance—the net unexpended amount of the allocation. If the account has a debit balance, the order will not be shipped and the school will be advised of the over-expenditure. Backordered resources are not invoiced until they have been received and shipped out to schools.

Receipt of the Order in the School

  • A packing slip for each shipment will be enclosed in the carton marked "Packing Slip Enclosed."
  • Carefully check the items received against the packing slip and advise the NSSBB of discrepancies in writing no later than 10 days after receipt of the goods or within 10 days of school opening in September if order was received after school closing. Discrepancies reported after 10 days cannot be adjusted by the NSSBB. Quantity adjustments will be noted on the line immediately following "QTY SHPD." These changes should be taken into consideration when checking quantities received against quantities ordered.
  • Adjustments by the NSSBB based on written notice of discrepancies will be dependent on verification of the number of cartons or packages received in the shipment. Staff assigned for receiving should be advised to count cartons, check against the waybill, record on all copies of the waybill any carton shortages and retain the copy of the waybill sent with the shipment. Do not accept material addressed to another school.

Returns

  • Returns are not accepted unless prior approval is received in writing from the Supervisor of the NSSBB. Any request for returns must be directed through the principal or designate. Only material ordered through credit allocation for the present fiscal year will be considered for return. Books marked or stamped or otherwise made unsalable will not be accepted. All approved returns must be sent back on a prepaid basis.
  • Approval for returning material shipped by the NSSBB in error is automatic. When notification of the error is received, it will be verified by the NSSBB. The error will be corrected immediately, and on the correction packing slip schools will be requested to return the materials previously sent in error. Where errors of this nature occur, the materials should be returned to the NSSBB. Contact the NSSBB for shipping information.
  • Items returned without permission will be returned to the school with shipping charges collect.

Cash Purchases

There may be times when a school needs to make a cash purchase – in other words, they are not using their credit allocation.  The following applies to those purchases:

Purchases may be made by mail or in person.

Tax on textbooks is 5%. Tax on software, manipulatives, audio/visual material, as well as consumable materials such as workbooks, blackline masters, and some kits is 15%.

Schools purchasing by school cheque are exempt from the 20% markup. There is a 15% shipping and handling fee on the net amount (before taxes) of the order, with a minimum shipping and handling fee of $10.00. Orders for pick up will be charged a 7.5% shipping and handling fee on the net amount (before taxes) of the order, with a minimum shipping and handling fee of $10.00.

Mail orders must include the title, stock code number, and a cheque or money order for the price plus appropriate tax. Cheques or money orders must be made payable to the Minister of Finance.

The Nova Scotia School Book Bureau orders on demand. When full payment for learning resources has been received, your request will be processed. Please allow 3 - 6 weeks for delivery.

School requests for a refund on cash purchases will be paid to the Regional Centre for Education, and they in turn will reimburse to the individual school.

For information or assistance, contact the NSSBB.