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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
Oclober zs, 20ll 2
(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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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
Course Import
Required
Required
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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
Course Import
Optiona l
Optional
Optional
Course Import
Required
Required
Optional
Course Import
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Required
Optional
Course Import
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Required
Optional
Optional
Optional
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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
Optional
Optional
Course Import
Required
Req uired
Required
Required
Requ ired
Required
Required
True or Fa lse
Course Import
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Optional
Optional
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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
Phone
Best Time to Contact
o Follett Higher £dUcatKHI Group, 2013-Confidentlill ilnd Propnet.uy
.. - -..~ "'''''.:.,:, .- -. .. ; October 250, 2013
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