Whats New in Follett ACCESS? June, 2020

SAM 1.38

The Follett ACCESS program is transforming the way Follett delivers course materials and it continues to grow year over year. To prepare for continued growth and be able to efficiently execute the program, processes must be in place, both systematically and operationally.

The focus of the SAM 1.38 release is to introduce support for two large Follett initiatives, Digital ISBN and Digital Delivery Fee. The introduction of these initiatives not only impacts Follett ACCESS programs, but also the Follett organization as a whole. Digital ISBN allows for a single national ISBN for digital material to be utilized. Digital Delivery Fee introduces a surcharge that students are responsible for if there's fulfilled digital material.

Important: By default, all store Follett ACCESS programs will have the Digital Delivery Fee disabled until existing contracts are renegotiated or new programs come on board.

Digital ISBN

Digital ISBN support will be introduced in SAM 1.38. This means that a single national ISBN will often be utilized for digital material, even with the Follett ACCESS program. With this change, a majority of situations will no longer require submitting a Content Request Form (CRF) to have custom titles built. Follett ACCESS Pricing, as well as the ability to fulfill digital materials in a Bypass fashion will be available, even if the national title has a different download provider.

Entering Follett ACCESS Pricing

Obtaining Follett ACCESS specific pricing still requires working with your publisher representatives. However, in a majority of situations, obtaining a Custom ISBN is no longer required and only details, such as Pub Reference Price or Retail Price and if it’s Net or List, are necessary. By default, the title fulfills through the National Digital ISBN Download Provider. If the title is supposed to fulfill via Bypass as the Download Provider, make sure to check the Bypass DLP checkbox under the pricing details.

From the Update a Title u Pricing & Inventory tab on a National Digital ISBN in CourseTracks:

1. Select the Follett ACCESS tab.
2. Check the Digital Manual Pricing checkbox.
3. Enter the Pub Reference price obtained from the publisher.
4. Select whether is in Net or List from the Net/List drop-down.

The title can now be adopted to the appropriate Follett ACCESS section(s) and marked Follett ACCESS.

Important: Depending on the vendor settings in CourseTracks, certain titles may not be able to have manual pricing entered. For example, RSBW titles do not allow users to change/update the price on the Follett ACCESS tab. Instead, you must log into RedShelf's Partner Dashboard to enter pricing details. This information is delivered to CourseTracks through a nightly feed to update the appropriate details.

Digital Delivery Fee

Also in SAM 1.38 comes support for the Digital Delivery Fee. Based on a contractual agreement with the campus, this means that students will be responsible for a Digital Delivery Fee for fulfilled digital Mmaterials. This can be broken down several different ways and there will potentially be many different flavors of this across Follett ACCESS programs. However, initially this will be disabled until existing contracts are renegotiated, or new programs come on board.

Accessing the Digital Delivery Fee Store Settings

1. Log into SAM.
2. Enter your store number.
3. Select Manage Store.
4. Select Store Settings.
5. Review the Digital Delivery Fee Settings:
   1. Charge Digital Delivery Fee: This checkbox tenables/disables the Digital Delivery Fee Settings from being set. If unchecked, the Digital Delivery Fee Settings do not display in Add/Edit Term.
   2. Digital Delivery Fee Level:
      1. Store: Allows the Store to be configured to apply the same settings across all subsequently configured terms. If this option is selected, additional options display and what’s entered here automatically imports to the Manage Term screen.
         1. Digital Delivery Fee Type:
            1. Fee Per Digital Unit – Select to indicate a student is charged a Digital Delivery Fee per digital material that is fulfilled during that term.
            2. Fee Per Student – Select to indicate a student is charged a Digital Delivery Fee once regardless of how many digital materials they have during that term.
               Important: Student is not charged a Digital Delivery Fee if there are no digital materials fulfilled.
         2. Digital Delivery Fee: Dollar amount charged either Per Digital Unit or Per Student that’s been contractually agreed to by the campus.

         3. Refund Allowed: Select Yes or No to indicate whether the Digital Delivery Fee is refundable when the associated digital material is returned.

         

      2. Term: Allows term-by-term to be configured individually with differing settings. If this option is selected, the additional options mentioned above are not visible on the Store Settings screen, but instead display on the Manage Term screen. This allows you full control of which terms are being charged the Digital Delivery Fee, the amount being charged, and if it’s refundable.

Accessing the Digital Delivery Fee Term Settings

1. Log into SAM.
2. Enter your store number.
3. Select Manage Store.
4. Select Term.
5. Select Manage Term.
6. Select Add on the term to configure.
7. If Charge Digital Delivery Fee is checked on the Store Settings screen, then the Digital Delivery Fee Settings populate on Add/Edit Term.
8. Depending on the selections on the Store Settings screen, there will be a few differences:
   1. Store: If Store is selected, then all settings from the Store Settings screen will be automatically imported to this menu and are unable to be manipulated.
   2. Term: If Term is selected, then you are required to indicate Yes or No to charge the Digital Delivery Fee and each of the following settings:
      
      1. Digital Delivery Fee Type:
         1. Fee Per Digital Unit – Select to indicate a student is charged a Digital Delivery Fee per digital material that is fulfilled during that term.
         2. Fee Per Student - Select to indicate a student is charged a Digital Delivery Fee once regardless of how many digital materials they have during that term.
            Important: Student is not charged a Digital Delivery Fee if there are no digital materials fulfilled.

      2. Digital Delivery Fee: Dollar amount charged either Per Digital Unit or Per Student that’s been contractually agreed to by the campus.

      3. Refund Allowed: Select Yes or No to indicate whether the Digital Delivery Fee is refundable when the associated digital material is returned.

   Reporting Changes

   With the introduction of the Digital ISBN and Digital Delivery Fee initiatives, reporting has also been updated. Most notably, the SAM Reconciliation, Operations Reconciliation, and SAM Adjustment reports. Invoicing was also updated with a Digital Delivery Fee column to indicate the values students owe for their fulfilled digital materials, if applicable.

   SAM Reconciliation, Operations Reconciliation, and SAM Adjustment Report Changes

   Field definitions have been updated to the following. Take notice of the new fields: Duration, Pricing Indicator, and Passcode.

   Field	Definition
   Store Number	Store number identifier
   Store Name	Store name
   Term-Nested Term	Parent or nested term identifer
   ACCESS ORD	Order release date from CourseTracks
   Order Start Date	Order start date from CourseTracks
   ACCESS LDTPD	Last day to process drops from CourseTracks for students to receive refunds
   Order End Date	Order end date from CourseTracks
   Class Start Date	Class start date from CourseTracks
   Class End Date	Class end date from CourseTracks
   Major Acct Name	Name on the major charge account from CARP
   Major Acct #	Major charge account number from CARP
   Customer Name	Customer name
   Customer#/StudentID	Customer number or student ID number
   Email	Customer campus email
   DDCS	Division, department, course, and section identifier
   Course Description	Description of the course from CourseTracks
   Section Add Date	Date student was added to the section
   Section Dropped Date	Date student was dropped from the section
   SKU	Stock keeping unit (SKU) number from CourseTracks
   SKU Description	SKU description from CourseTracks
   Rental	Identifies whether the item is rentable or not, designated by Yes or No
   Digital	Identifies whether the item is digital, designated by Yes or No. No indicates that the material delivered is a physical, print product.
   Continuation	Identifies if the course is a continuation from a previous term, designated by Yes or No
   Fulfilled Date	Date the orders were confirmed in SODA. Digital materials are automatically confirmed and this date populates once the process is complete. Print products require the store team to manually confirm the products in SODA before this date is populated. A blank in this field indicates orders that are not confirmed or may need to be reviewed in SODA as a possible exception.
   SODA Order #	Identifies the SODA order number once the order has been confirmed in SODA. A blank in this field indicates orders that are not confirmed or may need to be reviewed in SODA as a possible exception.
   WEB Order #	Identifies the web order number
   Order Status	Provides visibility to where order is in the process. Note: See the Order Status Definitions in the SAM Reconciliation Report topic.
   Returned Date	Identifies date that a Follett ACCESS material was returned. Most stores use the POS to return materials which populates this field the day after the return is completed. Use this field to determine if there was a return of materials after a student dropped from their Follett ACCESS course.
   Cancelled	Identifies if the order has been canceled in SODA or the course as a whole was canceled
   Duplicate	Used to indicate if duplicate physical materials occur at the student level
   Pricing Model Type	Displays the pricing model selected for the term – nested term
   Student Type	Displays the pricing model code for the students for the term – nested term
   Credit Hours(s)	Displays the number of credit hour(s) related to the section if a Credit Hour Pricing Model; if not, this column is blank.
   Price Per Credit Hour	Displays the price per credit hour entered into the Credit Hour Pricing screen if a Credit Hour Pricing Model; if not, this column is blank.
   Reg. Retail	Identifies the retail price of the item. This price may differ from the retail as defined in CourseTracks based on Follett ACCESS fee amount. If multiple materials are delivered, the Reg. Retail value may display an adjusted amount that allows them to total the fee amount.
   Return Amount if Dropped	Identifies the amount of the returned item only if the material was returned. This amount is populated whether or not the student dropped from the course.
   Total Cost of Student	If the campus is using a Student Fee model, this field contains the fee amount.
   Total Student Charge	Total charge for the course section for each student
   Opt-In Date	If the student opts-out and then opts back in, indicates when they opted back in
   Opt-Out Date	If the student opts-out, indicates when they did
   Dept Code	Identifies the department of the SKU
   SKU Type	Identifies the course materials type of the SKU
   Publisher	Identifies the publisher that provides the course materials
   Download Provider	Identifies the digital provider that is delivering the materials
   Duration	Identifies the duration in days of the digital material
   ISBN	Identifies the ISBN in CourseTracks for the title
   UPC	Follett unique identifier at the title level
   Universal Indicator	Universal indicator value set in MTC
   Pricing Indicator	Identifies what pricing indicator that was used from CourseTracks when the order was created: N: National Pricing Indicator S: Store Specific Pricing Indicator F: Follett ACCESS Pricing Indicator
   Passcode	Identifies the passcode obtained from provisioning a digital material through COESP