SAM (Student Adoption Matching)
Overview
SAM (Student Adoption Matching) is actually an UI (User Interface) to manage the entire Follett ACCESS program on a store level.
The interface you see below is only accessible to internal users like, store users, business users, and support team.
Once the store has gone ahead and did everything in CourseTracks, they can then add the term in SAM.
We need to search the store number (example: 1230) in the field next to Manage Store to get the details of the particular store.
Here we get the following details:
SODA Store Number: When the store started initially with SAM, SODA store number is SODA instance or SODA store number.
AR Store Number: This is an Accounts Receivable number that is the main store number.
AR Financial Aid Code: This code is not necessary now, as this was an older billed number.
After you enter the store number, select the Manage Store button.
Select TermuManage Term from the top menu bar.
You can see that Spring 2021 displays, as we did not add Summer 2021 or other terms. However, there is a lot of different information you can view.
Manage Term
If this was Summer 2021 , rather than Edit in the Action column, the Add button would display. However, since Spring2021 is a term already set up, Edit displays. If the store wants to create a term in CourseTracks, they must add it to SAM in the TermuManage Term menu.
If the store does not add the term in SAM prior to the Order Release Date, SAM does not allow the term to be added at all. This is a regular issue reported bu stores. This is common around rush when the store forgets this step, then there is an issue occurs for all students to get their order generated on their Order Release Date.
Rather than displaying Edit, if it would have shown the Add button; and if it was after the Order Release Date, Add would be grayed out and the store would not be able to do anything about it. L1 would have to request an update from the debt team to go ahead and move the Order Release Date past the current date.
Note: This is a poor example because students would not have the materials for almost three weeks. Hence, we would have to move the Order Release Date to either tomorrow or the day after to allow the store to add this term so that the order is generated properly.
Select Edit.
The Edit Term screen displays, where the term is ultimately set up.
Edit Term
Term Info:Here is the entire section as directly pulled from CourseTracks. Also, the store does not manually enter any date here, but what SAM does is a different setting like.
Term settings, with things such as if the "ORD" is approved or not, that means if a store has a margin approval sheet and they communicate with their campus contact to ensure what was charged to the students is exactly what the office wants to charge. So, they would give it a sign up or approve that the ORD has been approved and the orders released appropriately. If the ORD approved section is "No" then even at order release date, the order won't generate until it is approved.
Tax Exempt is self-explanatory, if "Tax Exempt" is "No" then would also be looking to charge tax; if set to "Yes," SAM will require a " Tax Exempt" certificate ID that they would have to enter so that tax would not be charged on the transaction generated from SAM and fulfilled.
Delivery Method: In this example, it is a "Store Pick Up" so any physical order that is generated, students would have to pick up from the store. Otherwise, this could have been changed at the time to Shipment, where any physical order would be shipped directly to the student. Of course, digital are impacted where that typically depends on what the download provider does, an email will be sent to the students to instruct the students how to access it. However, this "Delivery Method" option is solely for the physical product.
Create Instructor Order is when we fulfill materials for instructor without charging them anything. If the "Create Instructor Order" is set to "Yes" then that means that instructor will also receive a copy of the material, but they won't have to pay anything for it. If this "Create Instructor Order" is set to "No" then none of the instructors will get the order.
Collateral Settings
There are two types of Collateral Type.
Campus Collateral means if a store is in a rental program and the student does not return the rental material in time frame that they were supposed to that student goes to collections. Rather than the student paying the collection fee, it's actually the campus that pays for the student not returning that material. So, generally store is a part of a rental program or have rental materials fulfilled in Follettt Access will be "Campus Collateral".
Student Collateral is exactly the same, however rather than the campus paying for students for not returning the material, student is directly responsible for paying for the material that they didn't return.
Opt-Out Settings
Opt-out means it is an auto-enrollment as all students are part of Follett ACCESS program until they opt-out using Customer Portal. Students get an auto-generated email for enrollment in the Follett ACCESS program. If they don't want be a part of this program, then they need to opt-out and it will provide a link to that Customer Portal to opt-out either at a Section Level if it is a Course Fee Model, or if it's a Student Fee to opt-out at the program level.
Send Automated Email means student will get regular automated emails about the opt-out, so that student is informed about their additional opt-out updates.
Open Portal On is the day when students can decide to go into the Customer Portal to opt themselves out. Students can opt themselves out from any program before 2 days advance. If student forgot to opt themselves out before 2 days, then they will have time till the "Close Opt-out on" date to opt themselves out.
If a store has nested terms and took a look on CourseTracks to set up the nested term, they can manage those individually by selecting the Select Nested Term drop-down.
Store Settings
Store Settings are typically configured after the implementation is complete.
Store Settings Fields
Pricing Model Type: Indicates the pricing model specific to the campus agreement. Selections include Course Charge and Section pricing, which are synonymous. There is also Credit Hour and Student Fee pricing.
Early Invoicing: If checked, stores are allowed to create invoices in advance of the Last Date to Process Drops, where usually invoicing needs to wait until the last date or several days after before allowed.
ORD Approve: See Edit Term section above.
Course Charge Status: This is a specific file that a campus will approve.
Digital Order Confirmation Email: -This will provide any digital download provider that we work with where the email is generated to the student to inform them about their material access. If this is checked, then that email has been sent; if this is not checked, then it's telling the course system to not send any digital confirmation to the student.
Physical Order Confirmation: If checked, then we inform the student about their order pick up status and information about physical order. If unchecked, then student doesn't get any update about the same.
Out of Compliance Email: This is an email which goes to the regional to inform them if the store's course is out of margin. If this is unchecked, and the course is out of 20% margin, then stores need to coordinate with the regional manager for the same.
Allow Opt in /out After LTDPD: This means giving the access after the last closed date of opt-out/in. If this is checked, stores have access to go to customer portal and opt-in/out after the last date to process drops.
Auto-Approved Order Queue: When we have adoption changes that take place after the order release date, we don't generally want them to automatically go through. It causes automatic refunds to be issued to students. If a store maybe deleted the adopted material and pulled the material from the digital section and the student's enrolled in business section had been refunded, and that should not be the case. It only allows the new digital order, or if anything is unadopted, or new adoption for physical order, or un-adoption for physical orders that required manual approval. So, this will only allow new digital adoptions to be automatically approved so orders generate.
Collateral setting - See Collateral Settings above.
Digital Delivery Fee: A fee applies to digital order courses. Level-1 should not be concerned about this.
Opt-out Settings: See Opt-out Settings above.
Opt-in Setting: For those who are not enrolled for automatically enrollment in Follett Program's, for those particular campuses have to opt-in individually.
Customer Portal: This is a portal where students login to manage their accounts, courses, opt-in, opt out, rental collateral, etc.
Address: Store address details, name, contact, address information pulled directly from CourseTracks.
These are the Pricing Models mentioned above.
Under the Pricing Model, select the pricing model the store is participating. Course charge and section pricing are synonymous with each other. Student fee for Student Pricing, Section Pricing and Credit Hour Pricing.
Section Pricing
As the store is Course Charge Pricing, that's why when selecting Section Pricing, the new window came up, and put a random Store number 1230, as an example.
This point once we select, the actual pricing model we just need to pick the term for they are interested in Spring 2021 and Course Pricing, not Student Pay. Student pay is heavily under-utilized; the majority of stores do not participate in this type of payment program.
Select Course Pricing from the Select Pricing Model drop-down, and select Search.
This is where the stores are responsible for putting in pricing for their sections. These are all completed sections in CourseTracks.
We can see that the store has put in a Course Charge. This is the value that they are required to enter.
If we select Edit.
Then we can edit that value if we like, generally we don't necessarily want to, but we can. If once store comes in, they can put in the value, and it will automatically give them margin.
It's typically 20% or greater. If it's below that, then the out of compliance email comes through, but what stores can do as these are all accounting sections. So we can check the Apply to related section at the top right corner, that will give all related course charge and sections, and then we can update the margin.
The other option is Apply to all courses, then the same value will be applied to all courses, which usually stores don't do. They only select the Apply to related section.
If the pricing was not entered and the course charges are blank, then that would prevent orders generating from the students. SAM does not know what value to be generated for any order as what dollar amount to be generated order as.
So, now we would do a quick filter here.
There is only section 26663.
This store has already put in the Course Charge pricing for the section, so we know there is no pricing-related issue.
This is requirement to getting the materials into SAM to allow the orders to be generated.
Basically, the last phase is Enrollment. SAM needs to know what students are in the program and what sections they are participating in. There are two ways of enrollment.
Ways of Enrollment
ConnectOnce is set up with the ConnectOnce implementation team. We get automatic feed into the campuses SIS (Student Information System). This has some different views where we can see what students are participating in what sections and the kind of information required to produce orders and deliver either digital or physical materials. ConnectOnce has automatic set up where we get that feed four times daily.
GIS Flat File is a manual tab delimited file that the campus provides to us with all of the same information, it's just a manual process.
If we hover over the cursor on the Report section, then there is SAM Import Errors option, which we are going to select.
SAM Import Errors
You have the option to enter a date range, then select Search.
Then this screen displays, where we can see that this is store 1230, we get a feed from them, and it looks to be about 3 to 4 times delay on enrollment.
Then they do check what type of file name it is, as this is "Student Registration web service", that means this is ConnectOnce. If it was a Text file (txt) that means that was a GIS flat file, and they are sending files manually to SFTP for SAM to pick up, so that we can go ahead and we can read that Enrollment.
The screen shows the Create Date.
It will give the date when the file is created, just to be aware a lot of time it is UTC rather than anything else.
It also shows how many rows are there.
It shows if there is any errors, then a count of the error.
If we don't select anything and we don't select the Show Rows button, we just leave it as/is and only select Select.
It only shows students that are in error. This could be a scenario where orders are not generated due to some specific issues.
If we only check to show all the rows and then click Select, then it displays all students who are in error, as well as students with no errors. The details which are in CourseTracks, these are all the details of those students. In this list, we can see all of the student that did not have any issue with their order as there is no error status or reason populated.
If we check Click to display all data, then all data is shown.
We get the enrollment details for ConnectOnce four time daily through FTP. If it is a GIS Flat File, then sometime we get the date twice a day or sometime once a week. Hence, if any student comes in and says he/she did not receive any material, then we need to check this date. If the data is not updated, then we need to understand that the enrollment details have not been updated or else there has to be some error.
