Complete ACCESS Adoption
There are multiple ACCESS adopted title flags/attributes that must be properly set, to ensure the success of your ACCESS program.
Important: Titles adopted as part of an ACCESS program MUST BE SET TO REQUIRED usage in the title details screen. Recommended usage is not supported.
Flagging ACCESS Titles as IncludED Material
Flagging New Only Fulfillment and Override Rental
Continuation Logic Setup and How it Functions
For specific information about adopting course related supplies, see Course Related Supplies.
Flagging ACCESS Titles as IncludED Material
For SAM to fulfill course materials through the Follett ACCESS program, the title needs to be marked as IncludED Material on the Adoptions: Title Detail screen in CourseTracks.
To flag the IncludED Material check box on the Adoptions: Title Detail screen
- Follow the normal path for adoptions.
- Select the includED Material checkbox on the Adoptions: Title Detail screen, as shown below.
Note: For non-Follett ACCESS sections, this checkbox does not display.
CourseTracks uAdoptions uTitle Detail screen
Once a Follett ACCESS material is adopted and flagged as IncludED Material, the column header, inc Mat in the adoption summary tab will show as YES.
CourseTracks ►Adoptions ►Course & Section Detail screen►Adoption Summary
Flagging New Only Fulfillment and Override Rental
As shown below, the New Only Fulfillment and Override Rental checkboxes are available in the title detail screen of physical titles, provided the section itself has been flagged IncludED.
These checkboxes are used to override Follett ACCESS logic, which will default to the lowest cost option for the title in question.
Note: New/used on-hand inventory for a title does not impact this lowest cost option logic.
For example, if new only fulfillment is not checked, orders will be generated for used — even if on hand inventory of used is 0 and new inventory is >0.
The lowest cost option logic sequence is as follows.
1. Rental Used -> 2. Rental New -> 3. Purchase Used -> 4. Purchase New
CourseTracks uAdoptions uTitle Detail screen
The below chart outlines when these check boxes are available and their effects.
| When | New Only Fulfillment Checkbox | Override Rental Checkbox | If New Only Fulfillment is Checked | If Override Rental is Checked | If Both Boxes are Checked | If Neither Box is Checked |
| Title is not rent eligible | Available to be checked | Not available to be checked | Orders will be generated as purchase new | N/A | N/A | Orders will be generated as purchase used |
| Title is rent eligible | Available to be checked | Available to be checked | Orders will be generated as rental new | Orders will be generated as purchase used | Orders will be generated as purchase new | Orders will be generated as used rental |
| Title is Digital | Not available to be checked | Not available to be checked | N/A | N/A | N/A | N/A |
| Item is a supply | Not available to be checked | Not available to be checked | N/A | N/A | N/A | N/A |
Important: If titles are encountered which show as Rental Used Only in CourseTracks, in which the student needs to rent as part of the campus ACCESS program, you must perform the Local Rental Tier 12 Request Process prior to adoption.
Titles adopted into Follett ACCESS course sections should not be flagged as New Only or New Only On Efollett in the Title Restrictions section on the Adoptions: Title Detail screen.
CourseTracks uAdoptions uTitle Detail screen
However, some titles may be fulfilled as New Only, when that is the only format available from the vendor; But, SAM does not support a New Only restriction. In this case, you must use the New Only fulfillment and Override rental restrictions on Follett ACCESS materials.
Continuation Logic Setup and How It Functions
Continuation logic is only an option to use for digital course materials. Physical materials are not tracked or handled by SAM in this way. Contact your Follett ACCESS operations manager if you have any physical materials that are considered continuation materials.
The purpose of continuation logic is to ensure that ACCESS digital material course fees are not charged to students in situations where identical digital material is being used in subsequent terms, and the publisher has allowed access for more than one term, for a set price. In these instances, the digital material is initially provisioned and charged, but during the continuation period, if the same material is being used, it is re-provisioned but not charged.
Please refer to the following example:
- Follett ACCESS store X is using a Campbell’s Biology BryteWave title (ownership/purchase) for BIO.100 as part of their ACCESS program for Fall 2019.
- Some students intend to take BIO.101 during the Spring 2020 term, which uses the identical Campbell’s Biology BryteWave title. Store X wants to prevent students from being charged the associated course fee a 2nd time.
- Store X sets Fall 2019 BIO.100 as a continuation course, and sets a continuation duration of 180 days for the BryteWave title.
- SAM generates orders for this BryteWave title on the store’s Fall 2019 order release date of 8/4/2019. This begins the continuation days countdown.
- SAM generates orders for this identical BryteWave title on the store’s Spring 2020 order release date of 12/1/2019. Orders generated for students who were provisioned the title for Fall 2019 do not charge the course fee, as these new orders are within the 180 period set for Fall.
The following process may be performed to flag a section as continuation, and specify continuation periods for adopted titles.
- Begin by flagging the section itself as continuation.
Navigate to the update course and section screen shown below.
CourseTracks ►Adoptions ►Update This Course/section screen
- Select the Continuation - YES radio button.
Then select UPDATE or UPDATE & GO TO ADOPTION as shown below.
- For continuation logic to function, a continuation period must be entered into the Title Details screen of an ACCESS title, as shown below.
In order to enter a continuation period, the following must be true:- Course section is flagged as IncludED.
- Course section is set as being a continuation course.
- The adopted ACCESS title in question is flagged as IncludED.
- The adopted ACCESS title in question is digital.
CourseTracks uAdoptions uTitle Detail screen
