ConnectOnce Course Import Process Guide

o Follett

ConnectOnce Course Import Process

Cl Follen Higher Education Group, 2013-Conrident lal and Propnelary

SIS Datatel

Oclober 25, 2013

ConnectOnc:e Course Import Process Guide

Background

Follett's ConnectOnce Course Import process is a technical solution that retrieves the course dataset by

discovery and promotes to CourseTracks,

By implementing ConnectOnce Course Import process the Institution will streamline and simplify the

course import process,

Implementation Responsibilities

Follett

• Design and implement the Background job that would gather the data for a term and the campus

store

• Provide technical support as it relates to CannectOnce integration

• Agree to assure privacy of Campus and student information

• Provide training and tutorial documentation for the various functions of ConnectDnce to the

institution

Institution

• Provide approval and support necessary on an institutional/evel in order to Implement (onnectDnce

o Host the Follett-provided Virtual Appliance in the institution's virtualization

platform (VMware or similar)

o Provide a JOBC connection string to the SIS database

o Grant read-only access to the tables listed below

Technical and Business Requirements

Technical integration will be required between the Institution and Follett. Integration with the SIS for

course data will be a collaborative process wi th ourConnectOnce implementation team and the

university SIS administrators.

The Institution must provide an IT lia ison for (onnectOnce in order to coordinate the process.

Integrating ConnectOnce at the institution is very straightforward and is typically completed by the

institution IT team working with Follett in approximately 1 hour,

Cl follett HIgher Educ.ahon Group, 1013-Confidential and Proprietary

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(onneerOnce Course Import Process Guide

ConnectOnce Overview

The ConneclOnce Virtual Appliance (VA) is deployed to provide a secure environment for the Connector

for your SIS version and integration method.

Follett configures the Connector for your specific SIS version and integration method inside the VA.

Folletl queries data via the ConnectOnce VA through a secure VPN connection only as needed to provide

Follett services to students and instructors at your institution.

Follett Infrastructure

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ConneclOnce Virtual Appl iance

Institution Infrastructure

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The ConnectOnce Virtual Appliance IVA) is a VMware virtual machine that provides a secure

environment for the Connector that integrates with your SIS. The ConneclOnce VA is legally owned and

fully maintained by Follett, including security and maintenance updates, similar to a cable-TV box. Once

configured with basic network information, such as an IP address, the ConnectOnce VA channels all

external communication with Follett through a secure two-way VPN connection over HTIP port 443.

ConneetOnce VA requirements :

• VMware ESXi 4 and above

• 2 virtual processors

• 4 GB RAM

• 20 GB storage space

ConneclOnce Connectors and Agents

C Follen Higher EduciilUon Group, 2013 -ConfidentIal and Proprietary

-- October 25, 2013 3

Connect Once Course Import Process Guide

Connectors reside in the (onnectOnce VA and are how ConneetOnce integrates with a specific system at

an institution. (onnectors are specific to SIS versions and integration methods.

Agents reside outSide of the ConnectOnce VA and 'add-on' or extend the integration capabilities of the

SIS in cases where a Connector cannot integrate directly with the SIS. Agents are used In conjunction

with a Connector to simply allow the Connector to Integrate w~h the SIS. Most institutions and SIS

ve rsions do not require an Agent.

ConnectOnce Course Import process

Course Import Information

This process will eliminate the current course import process where the campus drops off a file in their

designated mailbox via GIS which in turn is uploaded into CourseTraeks.

The new process wil l automatically retrieve the information via ConneetOnce and send to CourseTracks.

Data Elements Read by Connect Once

How Foll ett Reads Data

Follett regularly reads data through ConnectOnce for all courses, instructors and enrollments.

Follett reads course data through ConnectOnce as needed to update course and enrollment data in

(ourseTracks, our course materials management system.

Note that ConnectOnce only reads information from institution systems and needs read-only access.

JOBe

ConnectOnce will automatically gather data elements when provided the read only access to the tables.

Course Import will require read only access to the underlying database via JOSC to the following tables.

JDSC string along with a valid use rna me/password is required once access has been granted and there is

no additional work required from the Campus.

Term Information

The program needs data for the current term only for Course Import .

Data Element Description

Term ID The ID assigned to the term by the institution.

Term Name The title (name) of the term.

o Follett Highet EducatIon GtOUp, 2013-Confidential and Propnetary

October 25, 2013

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Connect Once Course Import Process Guide

Data Element Description

Term Start Date The start date of t he term.

Term End Date The end date of the term.

(ourses A list of courses that belong to the term.

Division Information (if any)

Data Element Description

Division 10 The 10 assigned to the division by the institution.

Division Name The title (name) of the division.

Departments A list of departments that belong to the division.

Department Information

Data Element Description

Department 10 The 10 assigned to the department by the institution.

Department Name The title (name) of the department.

Courses A list of courses that belong to the department.

Course Information

Data Element Description

Course 10 The 10 assigned to the course by the institu tion.

Course TI tle The title (name) of t he course.

eRN Course reference number

Term ID The term 10 for the course.

Sections A list of sections that belong to the course.

C) Follett Higher Education Group, 2.013-Confldentlal and ProprIetary

Oclober 25, 2013

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ConneClOnce Course Import Process Guide

Data Element Description

Divisions A list of divisions the course belongs to.

Depa rtments A list of departments the course belongs to.

Section Information

Data Element Description

Section ID The ID assigned to the section by the instrtution.

Section Title The t itle (name) of the section.

Cou rse ID The institution course 10 - the to assigned to the parent

course.

Actual Enrollment Final enrollment number from the Registrar's office.

Section Capacity Number of Students t he class can contain.

(Class Size)

Section Key School·assigned identifier for a course section as an

alternative to Division, Department, Course and Section.

Status The cu rrent status of the course: active I cancelled I deleted

includED Flag includED Flag would Indicate the Cou rse is part of the

includED program.

Course/Section Enrollment Information

Data Element Description

Course ID The 10 assigned to the course by the institution.

Section 10 The 10 assigned to the section by the institution.

Person 10 The 10 assigned to the person by the institut ion.

Role ID The role 10 for the person's role in the course/section.

., Follett Hllher Education Group, 2013-Confidential and Proprlelary

October 25. 2013

Course Import

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Connect Once Course Import Process Guide

Person Information

Data Element Description Course Import

Person ID The ID assigned to the person by the institution. Optional

User Name The login user name assigned to the person by the Optional

institution.

Person Given Name The first name of the person. Optional

Person Family The last name of the person. Optional

Name

Person Full Name The full name of the person. Optional

Person email The email address for the person. Optional

Person Address The primary mailing address for the person. Optiona l

Instructor l ast l as t Name of the Instructor Optional

Name

Instructor First First Name of the Instructor Optional

Name

Confidential Information

Follett will have access to confidential information held by the Institution induding specific "non-public"

information the safeguarding of which is governed in part by the provisions of the Family Education

Rights and Privacy Act (FERPA) and other federal and state laws. This in format ion includes biographic

and financial information obtained from a student or parent in the process of providing educational

services. Biographical and financial information includes. but is not limited to: name, shipping and email

addresses, phone numbers and student IDs, and if applicable, f inancial aid information. The Institution

represents that it has the right to provide Follett with access to such information for the purposes

hereof.

o follett H1Sht'f Educallon Group. 2013-Confidentl~1 and Propo!!lary

October 25. 2013

ConnectCnce Course Import Process Guide

Follett agrees to maintain the confidentiality of such information as mandated by applicable state and

federal laws using the measures Follett uses to protect its own information of like character, but In each

case with at least a reasonable standard of care, and to only aCcess such information for the explicit

business purposes of the ConnectOnce Program, including providing the services contemplated

thereunder. Follett will return or destroy all confidential information it rece Ives from the Institution upon completion of the (onnectOnce Program.

Follett further acknowledges that any uncured material breach of the confidentiality obligations set

forth above will be considered a material breach of the ConnectOnce Program, at which time the

Institution may terminate the (onnectOnce Program In accordance with the termination provisions

thereof. (For purposes of clarity, any such breach or termination shall not affect or permit the Institution

to terminate the Bookstore Operating Agreement (BOA) or any other contract between the parties or

their respective affiliates.

This document authorizes Follett, at Its own cost, to construct a connector for the University to access

data for CannectOnce.

CI FOllett HIB~r Educ~tjon Group. 2013 -Confidential and Propnetary

Oc1obef 25, 2013 8

Connect Once Course Import Process Guide

Approvals

Follet t Store #

Approved By:

Signature

Name

ntle

VILe President. Aim;IlI:sf(a,n\rc 5J;rJILCS , School/University

CoI1Lf3G Df-~ .lXsuI--t-Email

Phone

Contact Information for ConnectOnce Implementation

Name

TItle

Depanment

Email

Phone

Best Time to Contact

o Follett Higher £dUcatKHI Group, 2013-Confidentlill ilnd Propnet.uy

.. - -..~ "'''''.:.,:, .- -. .. ; October 250, 2013

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