Complete SAM Term Setup

After you setup the terms/nested terms in CourseTracks, you must setup your terms/nested terms in SAM and apply the pricing.

There are a number of factors involved in setting up the term in SAM. Follow the complete list of steps in this topic, or click the link below for quick access to a specific topic.

To access SAM Term setup:

1. Log into SAM.
2. Enter your store number.
3. Select Manage Store.
4. Select Term.
5. Select Manage Term.
   
6. Select the Add/Edit button under the Action column to manipulate the specified term.
   

Important: If you are setting up a nested term, select drop-down next to the parent term to reveal any nested terms. This can also be selected in the Add/Edit Term menu.

Dates

Once a term is setup in CourseTracks, the following information is transmitted to SAM. Be aware of the CourseTracks fields and where the information displays in SAM.

In SAM u Manage Store u Term u Manage Term:

1. Review the dates to ensure:

• Class Start Date is one to two weeks after the Order Release Date.
• Last Date to Process Drops is two weeks after the Class Start Date.
• Order End Date is four weeks after the Last Date to Process Drops.

Apply the Charge and Collateral Accounts

When setting up both the parent and nested terms in SAM, Charge and Collateral accounts are automatically set up in SAM. It is not necessary to create accounts manually in CARP.

The Term Settings are pre-populated with the Charge and Collateral account information that was auto-generated.

Campus Collateral

Student Collateral: This option requires students to be responsible for non-return rental charges. Upon selection, a confirmation prompt populates to proceed. Before selecting this option, ensure you have communicated and received approval from your RM and Follett ACCESS operations manager.

Course Charge Status

Work with your campus to ensure that the Course Charge Status is approved by the campus contact, if not already contractually approved, to verify they approve the Course Charges set up.

In SAM►Manage Store►Term►Manage Term►Add/Edit:

1. If the store isn’t already contractually approved from the Follett ACCESS contact/amendment for term pricing, then an appropriate Course Charge Status must be selected from the drop-down:

• Approved by the appropriate campus contact (orders will release with uploaded approval file)

• Not yet approved by the appropriate campus contact (orders will not release until approved)

• Student Fee Model – No approval required based upon the Follett ACCESS contact/amendment

• Contractually Agreed to Course Charge – No approval required based on one agreed upon course charge for all courses in the Follett ACCESS contract/amendment
  

2. If you select that the Course Charge Status is approved by the appropriate campus contact, you must upload the course charge approval file from the campus contact.

3. After selecting the file to import, you must select the checkbox to agree that the file being uploaded contains the approval by the appropriate campus contact, then select Proceed.
   

Tax Exemption

In SAM u Manage Store u Term u Manage Term►Add/Edit:

1. Select Yes from the Tex Exempt drop-down if the campus is tax exempt.
2. Enter the campus tax ID number in the Tax ID field.
   Important: If the campus is not tax exempt, change the Tax Exempt selection to No and the Tax ID field will no longer populate.
3. Select Update.
   
   

Shipping Preferences

Use to setup delivery preferences: Store Pickup or Ship to Student.

Store Pickup

Use if students pick up the course materials for Follett ACCESS at the store.

In SAM u Manage Store u Term u Manage Term►Add/Edit:

1. Select the Store Pickup option from the Delivery Method drop-down.
   Important: When selecting Store Pickup from the Delivery Method drop-down, the Charge Shipping option does not populate.
2. Select Update.

Ship to Student

Use if the course materials are to ship to the student's home address (or the address provided in the SIS).

In SAM u Manage Store u Term u Manage Term►Add/Edit:

1. Select the Ship to Student option from the Delivery Method drop-down.
2. Select Yes from the Charge Shipping drop-down if shipping fees are being applied in the course fee. Select No from the Charge Shipping drop-down if shipping is not being charged.
3. Select Update.

Digital Delivery Configuration

The Follett ACCESS program is transforming the way Follett delivers course materials and it continues to grow year over year. Digital Delivery Fee is a surcharge that students are responsible for if there's fulfilled digital material. This was included in the SAM 1.38 build.

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.

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 as of May 2020

   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

Opt-In Setup

To activate as Opt-In at the store level:

1. Select Store Settings from the Manage Store menu in SAM.
2. Select the Opt-In checkbox under Opt-In Settings.
3. Select Update.
   Important: You must complete the above steps before the Opt-In settings display on the Add/Edit Term page.

To hide the course charge from students on the customer portal:

1. Select Store Settings from the Manage Store menu in SAM.
2. Select the Hide Course Charge checkbox under Opt-In Settings.
3. Select Update.
   Important: If you select Hide Course Charge, the course charge does not display in the customer portal. This is useful when the campus charges more than the Follett charge to the students, but still wants to offer opt-in.

To customize the Follett ACCESS customer portal (opt-in portal):

1. Select Store Settings from the Manage Store menu in SAM.
2. Select the checkbox next to Override the School Name to change the school name that displays.
3. Enter the updated school name to display in the portal.
4. Select the checkbox next to Overide Customer Portal Text to change the customer portal text that displays.
5. Enter the updated customer portal text.
6. Select Update.
   Important: If you are customizing the Follett ACCESS customer portal, you must use the customer portal URL for all communications and links so that the student is directed to the custom page. To find the customer portal URL, go to SAM ►Store Settings ► Customer Portal Settings.

To setup opt-in at the term/nested term level:

The opt-in functionality must be set on the parent and nested term levels. If your institution wants only select courses to be opt-in, you can create a nested term and then add the selected course to the nested term.

In SAM u Manage Store u Term u Manage Term u Add/Edit:

1. Select Yes from the Opt-In drop-down.
2. Select Yes from the Send Automated Email drop-down to send the welcome email.
   Important: If you select Yes from the Send Automated Email drop-down, confirm with the campus that they are in agreement of Follett sending emails, and make sure we are whitelisted.
   If you select No from the Send Automated Email drop-down, the URL for the customer portal must be provided to the institution and placed in a location that they will communicate to the students.
3. Enter the Open Portal On date.
   Note: The Open Portal On date indicates when you want to start allowing students to opt-in to the program. The maximum it can be set is 30 days before the Order Release Date. Ensure you have a conversation and coordinate with your campus.
4. Enter the Close Opt-In On date.
   Note: The Close Opt-In On date indicates when you want to stop allowing students to opt-in to the program. The maximum it can be set is the Order End Date (Sales End Date) - 2 Days. Ensure you have a conversation and coordinate with your campus.
5. Select Update.
   

Opt-In Email Template

Welcome Email

Opt-Out Setup

To activate as Opt-Out at the store level:

1. Select Store Settings from the Manage Store menu in SAM.
2. Select the Opt-Out checkbox under Opt-Out Settings.
3. Select Update.
   Important: You must complete the above steps before the Opt-Out settings will appear on the Add/Edit Term page.

To activate as Opt-In (Opt-Back In) at the store level:

1. Select Store Settings from the Manage Store menu in SAM.
2. Select the Opt-In (Opt-Back In) checkbox under Opt-Out Settings.
3. Select Update.
   Important: Opt-In (Opt-Back In) allows a student to opt-out and then opt-back into the program for the dates set in the Add/Edit Term page.

To hide the course charge from students on the customer portal:

1. Select Store Settings from the Manage Store menu in SAM.
2. Select the Hide Course Fee checkbox under Opt-Out Settings.
3. Select Update.
   Important: If you select Hide Course Charge, the course charge does not display in the customer portal. This is useful when the campus charges more than the Follett charge to the students, but still wants to offer opt-out.

To customize the Follett ACCESS customer portal (opt-out portal):

1. Select Store Settings from the Manage Store menu in SAM.
2. To change the school name that displays, select the checkbox next to Override School Name.
3. Enter the updated school name to display in the portal.
4. To change the customer portal text that displays, select the checkbox next to Override Customer Portal Text.
5. Enter the updated customer portal text.
6. Select Update.

Important: If you are customizing the Follett ACCESS customer portal, you must use the customer portal URL for all communications and links so that the student is directed to the custom page. To find the customer portal URL, go to SAM► Store Settings ► Customer Portal Settings.

To setup opt-out at the term/nested term level:

The opt-out functionality must be set on the parent and nested term levels. If your institution wants only select courses to be opt-out, you can create a nested term and then add those select courses to the nested term.

In Sam u Manage Store u Term u Manage Term u Add/Edit:

1. Select Yes from the Opt-Out drop-down.
2. Select Yes from the Send Automated Email drop-down to send the welcome email.
   Important: If you select Yes from the Send Automated Email drop-down, confirm with the campus that they are in agreement of Follett sending emails, and make sure we are whitelisted. If you select No from the Send Automated Email drop-down, the URL for the customer portal must be provided to the institution and placed in a location that they will communicate to the students.
3. Enter the Open Portal On date.
   Note: The Open Portal On date indicates when you want to start allowing students to opt-out of the program. The maximum it can be set is thirty dates before the Order Release Date. Ensure you have a conversation and coordinate with your campus.
4. Enter the Close Opt-Out On date.
   Note: The Close Opt-Out On date indicates when you want to stop allowing students to opt-out of the program. The maximum it can be set is the Last Day to Process Drops date. Ensure you have a conversation and coordinate with your campus.

If your campus assesses students a different amount for the course charge than Follett does, complete steps 5 and 6. If not, proceed to step 7.

5. Select Store Settings.
6. Select Hide Course Charge under Opt-Out Settings.
7. Select Update.

Opt-Out Customer Portal Email Templates

Course/Student Fee Application

Course Pricing

1. Select Pricing Model from the Student Adoption Matching (SAM) main menu.
2. Select Section Pricing.
3. Select the term from the drop-down menu under the Section Term Pricing section.
4. Select the Edit button in the 8th column to the right of the page to edit the Course Charge or Section Pricing Model for any particular line item.
   Note: If you are a new store or have never setup pricing in SAM for that term, the ADD button also displays.
5. Select Course Pricing from the Section Pricing Model drop-down.
6. Enter the agreed upon course charge in the Pricing field or select the up or down arrow until the agreed amount is reached.
7. Select the Update box once finished or select the Cancel option to back out of any changes you do not wish to apply.
   Note: If you have the same course fee for all Follett ACCESS courses, follow the steps above and then select the Edit link to the right of the course fee that you just added. Then, click the Apply To All Courses check box to assign the same fee to all of the remaining courses. If you have multiple related sections with the same course fee for all Follett ACCESS courses, follow the steps above and then select the Edit link to the right of the course fee that you just added. Then, click the Apply To Related Sections check box to assign the same fee to all related sections.

Note: Filters on each column make searching easier.

• In the top right corner of the column where you are looking.
• Click the circle and a Show items with value box displays.

Student Pricing

1. Select Pricing Model from the Student Adoption Matching (SAM) main menu.
2. Select Student Pricing.
3. Select the term from the drop-down menu under the Section Term Pricing section.
4. Select FullTimeStudent or Part-Time Student from the Student Pricing Model drop-down.
5. Enter the amount in the Price field.
6. Select Add.

Note: Repeat this process for both FullTime Student and Part-Time Student, or one of them at a minimum.

Credit Hour Pricing

This pricing model necessitates receiving Credit Hour information from the campus, for each section, so that SAM can properly calculate the amount that students are responsible to pay. There are two ways that this can be accomplished depending on the student enrollment delivery type:

• GIS Flat File: For campuses that create a manual GIS Flat File, there’s a field at the end of the file where the campus can specify the number of credit hours associated with the particular section that student is enrolled.
  Note: This does not impact stores using Section Fee or Student Fee Pricing Models, as this field is optional. It is only required if using the Credit Hour Pricing Model.
• ConnectOnce: For campuses that send enrollment information to SAM via ConnectOnce, there currently is not a way to obtain the Credit Hour details. However, further enhancements are being done to allow this information to be passed into SAM. You will have the ability to manually enter the Credit Hour value for each section in SAM until those enhancements are introduced.

Access the Credit Hour Pricing Screen

1. Log into SAM.
2. Enter your store number.
3. Select Manage Store.
4. Select Pricing Model.
5. Select Credit Hour Pricing.
6. Select the Term and which Credit Hour Pricing Model that you would like to manage.
   The default is CH - Credit Hour.
   SAM displays the term information.
7. Enter the calculated Price Per Credit Hour.
8. Select View to display all sections that are marked Follett ACCESS in CourseTracks.
   SAM automatically calculates the Credit Hour Charge based on the Price Per Credit Hour multiplied by the Credit Hour value.
   
   

Important: If student enrollment is imported via ConnectOnce, you must select Edit to manually enter the Credit Hour value in the Override Credit Hour field to properly calculate the Credit Hour Charge.

No Course Materials

There is also a No Course Materials checkbox on the Credit Hour Pricing screen. If a student is enrolled in a section that is not delivering any course materials and is part of the Follett ACCESS program, SAM will still charge students for the Credit Hour(s) associated with the section. To be able to check this box, the adopted section in CourseTracks must be flagged as Follett ACCESS and have no materials marked as Follett ACCESS. While this may be uncommon, it can occur in examples of vocational sections/campuses.

Opt-In & Opt-Out Functionality for Credit Hour

Similar to the Student Fee Model, for stores that are setup with the Credit Hour Pricing Model, opt-in and opt-out functionality are also available. Also similar to Student Fee, it is at a student level rather than a section level. Meaning, students who decide to opt-in or opt-out from the Follett ACCESS program will be done so for the entire program.

Students have two methods in which they can opt-in or opt-out of the program:

• Student uses the Customer Portal link provided in the SAM automated emails or from the campus.
• Store manager uses the Customer Portal on behalf of the student.

Student Experience

Upon logging into the Customer Portal via the link provided, the student is presented with a page asking whether they’d be interested in opting-in or opting-out of the program (depending on how the store is configured).

The information that displays breaks down the details, such as Course Name, DDCS, the overall Total to Student. They can also select View Course Material to display what materials are included in the specific DDCS.

Important: Be aware that whichever select the student makes, this will either opt-in or opt-out them fully from all sections listed.

Store Experience

If a student has decided to opt-in or opt-out of the Follett ACCESS program and the store is managing the process, complete the steps below via the Customer Portal option in the SAM interface.

Accessing the Customer Portal to Opt-In or Opt-Out:

1. Log into SAM.
2. Enter your store number.
3. Select Manage Store.
4. Select Support.
5. Select Customer Portal.
6. Select the term and use optional search parameters to narrow down the search (if required), then select Search.
7. Locate the student and click Select.
8. Choose to Opt-In or Opt-Out the student.

Important: Be aware that whichever selection is made on behalf of the student, this will either opt-in or opt-out them fully from all sections listed.

Student Direct Pricing

Review these resources for information on student direct pricing.

• Student Direct Instructions
• Follett ACCESS Student Direct - Deleting a Section in SAM Video
• Follett ACCESS Student Direct - Editing and Deleting Emails and Dates Video
• Follett ACCESS Student Direct - Adding a Section in SAM Video