How to Operate the Club
Distributing the Catalogues
Parent Online Ordering
Pack by Class
Receipt of Order
There are two pupil catalogues: Funfare for ages 3 to 8 and Book Zone for ages 9 to 16. You can issue both catalogues to a pupil/parent to provide a wider range to choose from or for older or younger siblings to participate. There are three issues of the catalogues per year with a completely new selection of books – Autumn (Sept-Dec), Spring (Jan-Mar) and Summer (April-June). We ask you to indicate which issues you require in advance of the school year, but if you opt not to receive an issue, we will always send you a single sample copy of the catalogues to give you the opportunity to request the bulk catalogues if you decide to run that issue. We can reach most destinations in the world within a few days via courier if you need them urgently.
Using the Online Organiser is the best way to administer your club and to enter and submit your order. If your school is located outside the Euro Zone you can use the Organiser to generate a pupil order form in local currency – you will be guided through the process but we suggest that you start with the actual exchange rate and then add a percentage to cover postage and any other costs. The pupil order form in your currency can then be printed and circulated with the catalogues.
Distributing the Catalogues
Please hand out the catalogues on the basis of one per pupil and we suggest that you give a deadline for orders to be returned and there’s space to show a date on the order forms. You get a better response if everyone involved with the club – teachers, parents and children are enthusiastic about the books so you might like to draw attention to particularly attractive or popular titles. It always helps if class teachers can spend a little time going through the catalogue with their class and discussing the books. We also provide colourful posters on which you can display the details of the club and the deadline for returning orders. You may want to circulate a note to your parents with the catalogues – please see Sample Parent Letters
You will receive back the pupil order forms from parents/pupils normally with payment and we recommend that at an early stage you check that the correct amount has been received and that you separate payments from order forms. When you are ready to process the orders, go to the Online Organiser where you can choose to enter the orders either by Class and Pupil or by Catalogue. As you enter the Paid books you will see how much commission you have available to ‘spend’ on Free books. You do not have to complete your order in a single session, entries are automatically saved and you can add to it or amend it later. When you have completed the order you can submit it and an automatic acknowledgement will be sent to the coordinator name and email address that we have on your record.
Parent Online Ordering
Parent Pay enables the Club Coordinator to set up a website to which parents can add their orders online and make a secure credit or debit card payment to Baker Books. To set this up you need to go to your online account and follow the steps shown under Set Up/Set Up Parent Pay. If you have some parents who do not want to pay by card and prefer the traditional method of a Cash with Order payment to the school that’s fine but a separate School Order will have to prepared. Please go to Parent Pay for more details.
If you have difficulty with getting a continuous signal for online ordering an offline version is available as a download with the link provided on the left hand side of the screen and will create an XML order file for sending via email. Please note that compared with the more recently developed online ordering, the Offline Organiser has limited facilities and should only be used if absolutely necessary.
Many books are discounted and the catalogue price, together with the recommended retail price (RRP), are shown in GB Pounds. The Euro price includes the standard charge for post and packing so in Euro Zone countries, the catalogue can be circulated without additional price lists and an order can be prepared entirely in Euros. The printed Teachers’ Choice catalogue and order form are priced in GB Pounds only
You earn commission on the value of your order total (or total Paid books) and the standard rate is 20% which can then be ‘spent’ on Free books which may be selected from any of the current catalogues but especially Teachers’ Choice which is intended for this purpose and has a wide range of books suitable for the school library. Please enter your Free books in the area indicated on your online order. When ordering books from the Teachers’ Choice catalogue you will need the printed Teachers’ Choice order form to identify the title and book number that you require. Free books are sent post free provided they are ordered at the same time as your Paid books.
Pack by Class
To enable easy distribution of the books on arrival in the school we offer this service for larger orders (normally over GBP 1,000) that are placed using the online Organiser. Provided you enter the order by class then we can pack your order accordingly and will mark the outside of each carton with the class details. Please request this service when completing your order by ticking the box in Order Summary.
Free Carrier Bags
Colourful and biodegradable carrier bags are available free – please indicate the quantity required when completing you online order in the space provided in Order Summary. We indicate which carton contains the bags.
We use either Courier or Air Parcel post, selecting the best method for the size of consignment and its destination but we’re always happy to use the method you request. Consignments despatched via Air Parcel are sent as ‘printed matter’ which normally minimizes the involvement of customs or payment of duty – this method is suitable for all sizes of orders.
When setting your exchange rate for pupil purchases you will need to take into account the rate we charge for post and packing and any additional costs you may incur with importation, administration or sending payment. Our standard charges shown below are a percentage of the order total (or total Paid books) and there is no charge for sending Free books provided they are ordered and sent with the Paid order.
Rates for Postage & Packing: UK free, BFPO 10%, Europe 15%, Rest of World 20%
Higher rates may apply in some countries, currently: Turkey 25%, Nigeria 30%
Consignments are normally sent on a ‘door-to-door’ basis but in a few destinations, collection from a local depot may be required. Our rate covers the cost of delivery and customs clearance but does not include any local charges for which the school will be responsible. We can usually provide any special arrangements you require including collection by or delivery to your UK forwarding agent which will be free of charge.
Estimated delivery time is 3 to 5 working days from despatch for Europe and 5 to 10 days for outside Europe. We will do all that we can to achieve the times stated but delays may occur, particularly with customs procedures, that are outside our control
Secure credit or debit card payment can be made with your online order via WorldPay or you can pay a balance on your account at any time via your online account. Alternatively we can supply your order ‘on account’ for payment within 30 days of the invoice date. Online bank payments or transfers can be made payable to Baker Books – please request that all charges, including UK bank charges are to be paid by the sender and most importantly, please provide a payment reference that we can recognise such as Invoice No. or club reference or send these details to us separately via email. We can only accept a GB Pounds cheque or draft if it is drawn on a UK bank. Our bank account details appear on your invoice and statement of account and are shown below.
Account Name: Baker Books International Ltd
Branch Bank: Lloyds TSB, 147 High St, Guildford, GU1 3AG, UK
|Currency||Account No.||Sort Code||IBAN||BIC|
|GB Pounds||01608502||309374||GB59 LOYD 3093 7401 6085 02||LOYDGB21022|
|Euros||86136811||309374||GB22 LOYD 3093 7486 1368 11||LOYDGB21022|
Euro payments can be made direct to the account shown above. We can also accept payment by cheque but please note that charges make it uneconomic for us to receive a cheque for less than €100. The Euro prices in the catalogues are fixed for each issue and the exchange rate used includes the charge for post and packing.
Please do not pay an amount less than is shown on our invoice without first agreeing this with us. Delay in receiving payment can hold up the next order and interest may be charged at 2% per month for overdue accounts. We also reserve the right to require payment in advance of despatching an order.
We expect to supply a complete and accurate order and a pink Despatch Note is sent with the books and the Invoice is sent via email at the time of despatch to the Club Coordinator. In the event that the order is supplied incomplete then the Despatch Note will indicate the titles to follow but the Invoice will include all books supplied including those ‘to follow’. These are some of the actions we take when an order is sent incomplete for which we will give you a full explanation about what we have done:
Title temporarily unavailable – we may send your main order and the unavailable title will normally follow within a few days. If the delay is longer we will usually provide a gift book with the main order and the title ordered will follow.
Title permanently unavailable – in this rare event we will provide a good substitute book or books (normally with a higher value) but with the option that, if dissatisfied, the pupil/parent can choose a free alternative title to the value of the original book ordered or request a refund. If a refund is requested, to enable you to give a refund, we will normally issue a credit note to the school account.
Your invoice is sent via email to the Club Coordinator and this shows the method and date of despatch together with the number of cartons sent.
Courier despatch – a consignment number is also shown on the invoice and, if your order has not arrived within the expected time, you can go to international tracking for either TNT or UPS websites (as appropriate) to track your shipment or ask us to do this. If there is a problem you may find that the quickest way to resolve it is to speak to someone in your local depot, alternatively, please let us know so that we can sort it out.
Air Parcel Post – there is no tracking system. If there are multiple cartons in your consignment they may not all arrive on the same day. The estimated delivery times may be exceeded for some destinations so we recommend allowing at least two weeks in Europe and four weeks outside Europe before informing us that a carton or a consignment is missing. Delivery/collection arrangements vary from country to country but if there is a delay, we recommend initially contacting your local postal depot to see if the cartons are being held there. If a carton or consignment has not arrived at its destination within approximately three weeks in Europe and five weeks outside Europe and attempts to locate it are not proving successful we will, if necessary, ask you to provide a list of missing books. Replacement books will normally then be sent free of charge. If the original consignment arrives during this process or after the replacement books have been sent, please advise us immediately.
Receipt of Order
Please ensure that you have received all the cartons in a consignment – a consignment of 6 cartons will for instance be numbered 1/6, 2/6 etc. We recommend that on receipt of your order that you check it in against the pink Despatch Note, or for larger orders that are packed by class, you can check against your class list. If you find any discrepancies then please let us know the details – we like to understand how the discrepancy has occurred and these are some of the actions we take:
A wrong book has been sent – we will send the correct book free of charge
A book that you ordered is not shown on the Despatch Note – the likely cause is that the title has not appeared on the order so we will supply it
A book that is listed on the Despatch Note is missing – if we have picked and supplied the wrong title then it is likely that you will also have a surplus book which we’d like to know about – we will send the correct book free of charge. If your order is packed by class it also helps to know which class it was missing from. If you report several missing books we may request more information to try and establish what has happened – where books have gone missing in transit we will normally replace them free of charge.
A book is faulty or damaged – we will replace it free of charge. It’s always helpful to have details of the problem, we don’t normally ask for the book to be sent back but a photo of the fault or damage attached to an email can be useful for assisting our claim from the publisher or carrier.
A pupil/parent does not want or does not like the book ordered – due to the high cost of returning a book to the UK and the need to receive it in mint condition to allow resale, we think it is impractical to provide a return/refund service for this reason. We suggest that the Club Coordinator seeks alternative solutions – perhaps another family would be interested in the unwanted book or one of the school’s free books might be acceptable. We will however, if necessary, on the advice of the Club Coordinator assist in finding a reasonable solution.
A parent objects to the content of a book or feels mislead by the description – provided the Club Coordinator feels that it is a reasonable complaint we will issue a refund or a credit note to the school account.
Card payments – we can issue refunds to a cardholder from whom we have received a payment or to a nominated cardholder where full details are provided.
Schools outside the UK – to avoid charges on small refunds to school accounts via bank transfer we normally issue a credit note to your club account and request you to arrange the refund to the parent. The credit note can be used against any amount currently due or deducted from a future amount due.
We’re always available to answer your queries, just email on email@example.com and we’ll answer by return if we can and definitely within 24 hours. You can also phone during UK working hours on +44 (0)1483 267888. Your feedback on any aspects of the club is always appreciated, particularly with suggestions for improvement.