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ECU Business Services Textbook Loan Program

The Textbook Loan Program is a cooperative venture between ECU Vending Services and Dowdy Student Stores. The program is not a "benefit" of employment, but rather, an educational outreach program paid for out of profits made in campus vending machines. 

It is available to permanent ECU staff and faculty, or their eligible dependent children or spouse.

The primary source of communication for the textbook loan program is through E-mail and the ECU Announce List.

Notification will be sent by E-mail via the ANNOUNCE listserv when textbook loan books may be picked up. In addition, courtesy reminders may be sent via Announce regarding application deadlines and textbook deadline return dates. Program participants are responsible for keeping up with deadlines and due dates.

Those interested in the Textbook Loan Program, are strongly encouraged to subscribe to the Announce listserv. Instructions are available by clicking here.

It is not the responsibility of Dowdy Student Stores or Business Services to ensure that every employee of the University is individually notified of application and book return deadlines for the Textbook Loan Program.

Textbook Loan Application Process:
  1. Download the PDF application and submit it to the Dowdy Student Stores in the Wright Building or the Health Sciences Bookstore, Brody 1S-04, as soon as you know you plan to register for class, and prior to the deadline for the term. If completing the application online, be sure to print the completed file before closing, as the data will not be saved with the file.

    Applications must be submitted by the program deadline, and the following supporting paperwork must be submitted no later than the first day of class:
    • One copy of your "receipt for payment" from Banner or Pirate Port
    • Your complete textbook listing from Pirate Port indicating if a book is Optional or Required. (please ensure your name is printed on each sheet submitted)

  2. Email your supporting paperwork to TEXTBOOKLOAN@ECU.EDU or bring your supporting paperwork to the Dowdy Student Store in the Wright Building or the Medical Bookstore in Brody 1S-04.

  3. To obtain your book(s):
    • Visit the main office in the Dowdy Student Stores for your approved booklist.
    • Choose the required textbooks for your courses from the shelves.
    • At the designated check-out, present a copy of the booklist and sign required paperwork.

  4. Books must be returned by the deadline specified, which is three business days following the final exam for each course. When returning Textbook Loan Program books, indicate that these are LOANER books, and not RENTAL books.
  • You are required to sign an agreement stating that you will return loaned books within three business days following the final exam, or immediately upon withdrawal from the course or separation of employment from the university, whichever comes first. The replacement cost of the books will be due if the books are not returned in satisfactory condition by the date specified.

  • A separate completed textbook loan application must be filled out for each semester and for each person in the family who plans to apply. Semesters include Fall, Spring, Summer 1 and Summer 2, and the 11-week summer term.

  • There is a cap of $250 in retail price of books to be borrowed for Fall, Spring, and the 11-week summer term; and a $125 cap for each Summer 1 and Summer 2 term.

  • If submitting paperwork after the announcement to pick up loaned books has been sent out, please allow 3 business days to process before picking up your books.

  • Only ONE application per employee will be accepted, effective Fall Semester 2010. If both a wife and husband are employed by ECU, each employee is allowed one application.

  • Notification will be sent by email via the ANNOUNCE listserv when textbook loan applications are approved and books may be picked up. (Click here for directions on how to subscribe to the ECU Announce List.) If you have any questions, please email: TEXTBOOKLOAN@ECU.EDU.
What is the Textbook Loan Program?

The Business Services Textbook Loan Program allows eligible East Carolina University employees to apply to borrow required textbooks from Dowdy Student Stores for classes taken at ECU for themselves or eligible family members. In order to participate in the program, specific criteria must be met and a Textbook Loan Application Form completed.

How many people in my family can participate?

Only ONE application per employee will be accepted each term. If both a wife and husband are employed by ECU, each employee is allowed one application. The application may be for the employee, spouse, or dependent child meeting the established criteria. Steps for participation are outlined on this web site.

How is the program funded?

The Textbook Loan Program is not a "benefit" of working at the university, but rather, it is a program made possible through the generosity of ECU Business Services making available the profits earned in administrative building vending machines. These funds are used to administer the program and absorb all costs involved. Your continued support of ECU Vending Services allows ECU to have this unique program. By using campus vending machines, you are helping to improve the quality of life within the university community.

Who is eligible and how does the program work?

- Used or new required textbooks only will be loaned to eligible permanent employees (30 hours or more) of ECU under the Textbook Loan Program. Materials such as optional texts, course packs, loose-leaf text versions, custom-published products, digital books, online access codes, computer software, equipment or supplies, special order items, even if required, are not included in the textbook loan program. In addition:

- Required texts will be loaned for any course required in an ECU undergraduate or graduate degree program, or for an ECU professional development course taken by a permanent staff or faculty member. His/her spouse may also be eligible.

- Required texts will be loaned to a permanent ECU staff member for use by his or her dependent child registered for a course required in an undergraduate degree program.

- Course(s) must be taken at ECU.

- Textbooks are loaned for the length of one term. Terms include: Fall Semester, Spring Semester, Summer Session 1, a course that runs the full 11-week Summer Term, and Summer Session 2. Note that Summer Sessions 1 and 2 are considered separate terms. A new application must be completed for each semester/term.

- Each eligible recipient may borrow textbooks in retail value up to $250 for each Fall and Spring semester (apply separately for each term). Participants in summer sessions may borrow textbooks valued up to $125 for each Summer Session (apply separately for Session 1 and Session 2). The full 11-week Summer Session has a cap of $250.

- All textbooks must be returned, during that same term, within three business days following the last exam, or immediately upon withdrawal from the course or separation from the university, whichever comes first. If the textbooks are not returned by the deadline or are not returned in a satisfactory condition, participants must pay the full replacement cost for those textbooks. The ECU employee is ultimately responsible for the timely return of the book(s), and lateness will jeopardize future participation by the employee as well as his or her family members.

- Exchanges for any reason, including the dropping/adding of courses, will be handled through Dowdy Student Stores.

- When a staff member borrows books for a family member and ends employment with the university, the book(s) must be returned immediately or replacement cost paid in full immediately.

- Books may not be returned after the due date, but must be paid for in full at that time.

-Failure to return books or make payment to Dowdy Student Stores will disqualify future participation in the program and may affect employee's status at the university, regardless of whether the books are for the employee or the employee's family member.

- If you decide you want to keep the borrowed textbooks, you may inform Dowdy Student Stores and pay the "replacement cost" at any time before the end of the agreement period without jeopardizing future participation.

How will I be notified that I can pick up my approved textbooks?

Notification will be sent by email via the ANNOUNCE listserv when textbook loan applications are approved and books may be picked up. Click here for directions on how to subscribe to the ECU Announce listserv.

Will I receive a personal email letting me know which books qualify for the loan program?

No; you will not receive a personal email if at least one of your books qualify. You will, however, receive a personal email if you do not have any books that qualify for the program. Please note that you will not receive a personal email regarding book return at the end of the semester as deadlines are posted online. Reminders are usually sent to campus via Announce.

Can you pull my books and have them ready for me?

No; we cannot pull your books for several reasons. You may have several books on your booklist, and the total is more than the allotted amount for the term. You will need to decide which books you wish to borrow, and which you will purchase. Second, we don't have the storage space or staffing for boxing loaned books.

What if my booklist changes?

If your booklist updates and you need to have additional textbooks approved, just stop by the main office and let us know. We can usually approve them while you wait if staff is available, and your account is already in place.

Why does the Textbook Loan Program not cover all book expenses for staff and faculty family members, no matter what degree is being pursued?

Participant "groups" or "categories" are limited due to funding. This program was developed as a way for ECU Vending Services to "give back" to the university. The small amount of profit earned in vending machines is distributed back in various ways. For example, the Residence Hall Association receives some of the profits earned in the residence hall machines. It was felt that something of educational value could be done with the profits earned in administrative area machines. In 1996, the textbook loan program was developed in order to help provide employee development for ECU staff.

Later, it was determined that the funds available could support extending the program to include spouses and dependent children. At this time, there is not ample funding to cover another "category" of students that would include medical students or doctoral candidates. For this same reason, not all class materials can be covered, especially items that cannot be reused by another student, such as a workbook or course pack.

Due to its growth in participation and without any additional funding provided, in 2010, a limitation was added whereby one application per ECU employee is permitted for borrowing books through the Textbook Loan Program each term. If a husband and wife are BOTH ECU employees, one application per employee will be accepted. The cap is per employee, not per family.

Consent To Garnishment

As a participant, you understand that it is a privilege to take part in the Business Services Textbook Loan Program. Your successful participation in the program will contribute to its continued growth, as well as to the ability of other university employees having the option to enhance their job skills or to pursue educational goals.

As a participant, you agree to comply with the conditions of the Business Services Textbook Loan Program and to accept full responsibility for the textbooks loaned to you under the program. Participants agree that the textbooks will be returned in satisfactory condition and agree to return the textbooks within three business days following the last day of exams or immediately upon withdrawal from the course or separation from the University.

If the textbooks are not returned by the deadline or are not returned in a satisfactory condition, you, as a participant, agree to pay the full replacement costs for those textbooks. If you fail to pay for or to replace the textbooks by the established deadline, you understand that you will no longer be eligible to participate in the Textbook Loan Program and agree that your wages may be garnished for the replacement costs. As a participant, you understand that you may refuse to authorize garnishment of your wages and that, if you fail to meet your responsibilities to return the books or to pay the replacement costs for the university may pursue reimbursement under Chapter 143, Article 60 or other applicable provisions of the General Statutes of North Carolina. Participants understand that Chapter 143, Article 60 in Section 143-553(a) provides that if you owe money to the university because of your failure to return or reimburse the university for the books, you can be terminated from your university employment.

As a participant, you acknowledge that a copy of Chapter 143, Article 60 is printed on the Textbook Loan Program form for your reference and review. You further acknowledge that you have read this entire Consent to Garnishment and the North Carolina statutes that are included herewith. You fully understand the Consent to Garnishment and the consequences to you, if you fail to return the loaned textbooks by the deadline or in a satisfactory condition, and you agree to be legally bound by it

Summary of Chapter 143, Article 60 of the General Statutes of North Carolina

Chapter 143, Article 60, in Section 143-553(a) of the General Statutes of North Carolina, provides that if you are employed by a State Agency and you owe money to the State, you must make full restitution of the amount you owe as a condition of your continued employment. East Carolina University is a state institution of higher education and a state agency. That means that if you owe money to the University and you fail to pay the money you owe, the University may take action to terminate your employment.

However, you may not be terminated if there is a genuine dispute about whether you owe money to the State or how much money you owe to the State. Also, you may not be terminated if there is an unresolved issue concerning insurance coverage, or if you are pursuing administrative or judicial remedies to have the dispute or the issue resolved. Although you will not be terminated as long as you continue to make repayments to the State in good faith on a schedule agreed to by the University, the University may terminate you if you stop making payments.

Section 143-554 provides you with the opportunity to appeal your termination to the State Personnel Commission according to the normal appeal and hearing procedures provided by Chapter 126 and the State Personnel Commission. You may wish to consult with the Employee Relations Officer at 328-0017 to fully understand your appeal rights and the deadlines that may apply for filing an appeal.

Staff and Faculty Participation:

- Must be a permanent ECU employee, this includes military personnel assigned ROTC programs while under orders.
- Employee must be considered "in good standing" at the university, with no disciplinary actions pending.
- Must have completed ECU admissions requirements and be enrolled at East Carolina University before picking up books.
- Course(s) must be required for an ECU undergraduate or graduate degree program, or an ECU professional development course.
- Course(s) must be taken at East Carolina University.

If borrowing textbooks for a dependent child or spouse, the following criteria must be met in addition to those criteria listed above:

- If book(s) are for child, child must be listed as a dependent on the most recent federal income tax form filed.
- If book(s) are for spouse, the name of spouse must be shown on the most recent federal income tax form filed.
- Child must be considered "in good standing," and not on probation.
- Child's record must not be "tagged" for any reason.
- If book(s) are for a child, the child must be enrolled and pursuing a first-time undergraduate degree at East Carolina University.
- If book(s) are for a spouse, the spouse must be enrolled and pursuing a first-time undergraduate degree or master's degree at East Carolina University.
- ECU employee must agree that materials to be loaned will be recorded under the employee's name and will be the financial obligation of the employee if not returned in satisfactory condition by the deadline.

Term
Application
Deadline
Classes Begin
Last Day for
Book Return
Fall 2017
August 4, 2017
August 21, 2017
December 18, 2017
Spring 2018
December 15, 2017
January 8, 2018
May 9, 2018
Summer Term 1 2018
May 4, 2018
May 14, 2018
June 25, 2018
Summer Term 11-wk 2018
May 4, 2018
May 14, 2018
August 3, 2018
Summer Term 2 2018
June 8, 2018
June 21, 2018
August 3, 2018
Fall 2018
August 8, 2018
August 20, 2018
December 17, 2018
Spring 2019
December 14, 2018

May 7, 2019

Deadlines and class begin dates are subject to change, but will be posted on this web site as they become available. Please check back close to the deadline to ensure your application is submitted, and books returned in a timely manner.

Returning Loaned Books

When returning books borrowed from the Textbook Loan Program, please come to the customer service desk at the front of the Dowdy Student Stores in Wright Building.  Let the employee know that you are returning books for the Employee Textbook Loan Program.  The employee will check your books in, have you sign a receipt and then give you a copy of the receipt.

DO NOT SELL THESE BOOKS BACK. Books sold through the buyback program cannot be retrieved. If you sell your Textbook Loan Books, or don't return them by the deadline you will be responsible for the replacement cost of the book.

Other Important Points to Remember

  • When a staff member borrows books for a family member and ends employment with the university, the book(s) must be returned immediately or replacement cost paid in full immediately.

  • Books may not be returned after the due date, but must be paid for in full at that time.

  • Failure to return books or make payment to Dowdy Student Stores will disqualify future participation in the program and may affect employee's status at the university, regardless of whether the books are for the employee or the employee's family member.

  • If you decide you want to keep the borrowed textbooks, you may inform Dowdy Student Stores and pay the "replacement cost" at any time before the end of the agreement period without jeopardizing future participation.


Owned & operated by East Carolina University, our profits are returned to scholarships and campus programs. When you shop with Dowdy Students Stores, you are helping to support ECU students.