Before you begin, make sure that you Adoption Form Parameters has been created, as shown below, and the comments section has the wording you would like to print on each adoption.

TX-SU-2-1

You must also make sure that the “Future” term has been created in Term Maintenance.

TX-SU-1-2-1

To print the adoption forms

1. Log to TX-RP-1-23
2. Enter the Store and “Historical Term” to select previous titles from. You may also enter Beg/End Dept., Course and Section to limit to.
3. Enter in the “Current” or Future term to print the adoptions for.
4. When the screen with Process Complete displays, select the Continue button in the upper right.
5. From the bottom of the menu screen, select PM-Printer Mgt. option
6. A list of the current print jobs will display. Click on the job that you wish to print and then select the “Print a Job” button on the right. You will then have the normal selections to choose from.

Overview

This document will walk Faculty and/or Staff through the process of creating an Adoption request via the campus bookstore’s website. Please keep in mind that this is a request. The bookstore staff will have to approve and enter the information that you request into their system for the course at the school.

All of the connection information should have been sent to you prior to you attempting to create an Adoption request.

Once your request(s) have been submitted the store’s staff will be informed via e-mail.

If you have any questions please contact the campus store.

The website will timeout if left unattended. If a session times out with inactivity you will have to restart the process from the beginning.

1. You will need to connect to your Campus Store’s website and Sign In.

• You should have been provided a User name to sign into the website. The user you are assigned will have the permissions to make Faculty Adoption requests. If you have not been provided an account, or you are already a customer of the site without faculty permissions, contact the store so they can add your account to the Faculty group, enabling you to create Faculty Adoptions.

2. Type in the user name and password you were provided into the “Log On” fields.

• Your Password is case sensitive; please keep this in mind. Your User Name is not case sensitive

3. Create a Faculty Adoption Request.

• You will notice that there is an icon located on your landing page for Faculty. Select this icon to proceed on to the Faculty request

4. Select Enter an Adoption

• This will take you into the Adoption Form

5. Enter in your information and the instructor’s information

• If the person entering the Adoption Request Form is the Instructor select “I am the Instructor” for this course. This option will automatically fill in the fields from the above information.

6. Inputting Course information

• You must fill in all of the information on this section: Campus, Term, Department, Course, and Section. You can also enter the Estimated Enrollment and any comments you would like to add to the request.

7. Selecting the books for your section.

• There are several ways to search and add books to your section. You can use any of the options across the top of this form to view and select books.
• Note that the information you entered in the previous screen is displayed under the Adoption Progress.

8. Select the textbook you wish to adopt.

9. Update Adoption book information.

• Once you select a book for adoption you can update any information about the book and add comments to the requested book.

10. Adopt the book for the section

• Once you have selected all the books for your Adoption you will need to review the information about the request.

11. Reviewing the Adoptions Request information

• Verify that all of the information is correct.

12. Verifying your recommended book.

• Verify that all of the information regarding the book are correct.

13. Adoption Request complete

• Once you have submitted the request a Thank you message will appear and an e-mail verifying the information you submitted will be sent to the address listed in the Requests, step 5. An e-mail will also be sent to the bookstore.
• To submit another request select “My Account” to go back to the Faculty Adoption page.

Overview

Faculty or department personnel will log in to the bookstore’s online faculty adoption website and submit their course requests or adoptions. These requests will be reviewed by the Department approvers and/or the Bookstore where the adoptions will be accepted and/or denied. Once the adoptions are accepted the TCS Textbook adoption system will be updated with the requests automatically. If they are denied the faculty will have the opportunity to modify the adoption and resubmit them for department/bookstore approval.

Faculty and Department Sign In

Each faculty and department member will need to sign into the campus WebStore system in order to enter the faculty adoptions. The account should be setup using the email address of the faculty/department personnel. The first time signing into the WebStore system the staff will need to choose the ‘forgot my password’ (Screen 1) option so a new password can be generated and emailed to the staff.

Once the new password is received via email continue to log into the WebStore system with the new password. The password can be changed by clicking on the ‘Account Details’ button (Screen 2) and by entering the old and new password information (Screen 3). Save the changes at the bottom of the page. This password will be used as long as the account is setup in the system (multiple terms).

 

Inputting Faculty Adoptions

Each faculty/department will be responsible for inputting their course requests/adoptions into the system. Signing into the WebStore system the personnel will be presented with three (3) options: Account Details, Order History or Faculty. Click on the Faculty button and then ‘Proceed to Faculty Adoptions’ to submit adoptions (Screen 4).

Select the desired term to submit the adoptions. Then a list of adoptions will display. The ‘Status’ column will display the current status of the adoption. The ‘New’ status adoptions will be at the top of the page, click on the ‘Begin Adoption’ (Screen 5) to continue with the adoption process.

The preliminary information about the adoption will be displayed on the screen for the faculty/department to update and review. (Screen 6)

Section A (Screen 6) will display the instructor name, email and estimated enrollment. The faculty/department will need to review and update this information if needed.

Section B (Screen 6) will give the options for attaching titles to the course adoption. The ‘Add Book’ has a drop down feature with search criteria for choosing the correct title to adopt to the section:

1. Search by Adoption History – This feature allows the staff member to search previous adoptions to find the title they would like to adopt for the current term.
2. Search by ISBN – Input the ISBN of the title.
3. Search by Author – Input the author of the desired title.
4. Search by Title – Input one or more words in the title.
5. My Previous Adoptions – This would allow the staff to search historical adoptions they have submitted in the past for this department/course/section. Making it easier to use the same title used for previous semesters.

Section C (Screen 6) will give the staff the ability to apply the same titles that were added to the current section to other sections by using the ‘Apply to Other Adoptions’ link. They can also use the ‘Copy Adoption’ link to copy all of the Adoption details and title adoptions on the section and easily paste them to another section.

Once the adoption detail and title adoptions have been made, ‘SAVE’ the adoption by pressing the ‘Save Adoption’ button on the bottom of the screen. This will save and exit the currently selected adoption and return the staff to the Adoption listing.

Completing the Adoption

The system is designed to allow the staff to modify many adoptions and then submit all the adoptions at one time. Once the staff has modified all adoptions and added the titles necessary, they must complete the adoption by scrolling to the bottom of the adoption listing and ‘Submitting the Adoption’ (Screen 7). If the adoptions are not submitted by clicking on the ‘Submit Adoption’ button all changes will be lost.

Approving Faculty Adoptions (if necessary)

If the system is setup to require department “approvers” then proceed to the next steps.

Once the department approvers have logged into the online adoption system, they need to click on the faculty button and then ‘Proceed to Adoption Approvals’ (Screen 8).

The department approver will be presented with a page containing all adoptions waiting on approval. They can filter the listing by Campus, Term, Department or Course. If they would like to only approve one or all pending adoptions, the check boxes to the side of the screen can to be used. Once they have made their selection of the adoptions (by check marking the desired adoption) to be viewed, updated and approved they must add these to their “Queue” for processing (Screen 9).

To view, update and approve the adoption the department approver must review the “queued” adoptions and decide if the current adoption information is correct. Double check the following fields:

1. Adoption Details – Ensure the Professor Name, Email and Estimated enrollment are all correct. Make changes where necessary.
2. Books – Ensure the correct title is adopted to the section, and that the title is Required, Optional or Not Wanted.

Once all information has been reviewed and/or updated, the department approver can either ‘Mark as Ready’ to continue with more approvals, or click on the button to save and exit out of the adoption queue.

Continue with the adoption approval process until all items in the queue have been updated and approved. Watch for any email notifications where other adoptions have been submitted for approval and continue the process.

 Overview

Faculty or department heads will login to the bookstore’s online faculty adoption website and submit the course requests or adoptions. These requests will be reviewed by the Department approvers and/or the Bookstore where the adoptions will be accepted/denied. Once they are accepted the TCS Textbook adoption system will be updated with the requests automatically. If they are denied the faculty will have the opportunity to modify the adoption and resubmit them for department/bookstore approval.

Required/Optional Flags

Adoption book flag- (TX SU-3-25)

Adoption Book Flag: Here you will put the code you want to use for the flag. Examples include

R – Required
O – Optional

Description: Enter the description for the flag here. Examples include

Optional
Required
Recommended

Required: This flag says if the book is required or not. Examples are

Y – Yes
N – No

Include on web: This allows you to show this flag on the Adoptions page.
Note: This flag does not affect adoption entry in the back office.

Blank – Display on Web
Y – Display on Web
N – Not Displayed on Web

Store Setup

Set Term and Store Notification emails – (POS 26.4.1)

Input your store number.

Choose ‘FA’ for Faculty Adoptions from the bottom options (the options on the first screen are not changed for faculty adoptions).

Ensure the Term is setup correctly for the active adoption term. Input the terms that are available for the faculty to submit adoptions. If a term is no longer needed, choose the line of the term and press the space bar and then press enter to remove the term.

Store Notification Email(s): Once the faculty/department has approved the adoption the bookstore will receive an email. Input the email address for the personnel to receive the notification emails where an adoption has been approved and is ready for the bookstore to process, enter one address per line.

Number of History Links to Show: This is how many terms to show the faculty when they are searching previous adoptions. If it’s blank it will default to 12 terms.

Faculty Setup

Online Faculty Adoption Structure

The store must determine how the faculty adoptions will be entered into the system. A couple of questions need to be answered:

1. Will the faculty/instructors be entering their own adoptions?
2. Will the departments be required to approve the adoptions once the faculty/instructors have submitted their requests?

If the instructors will be allowed to enter their own adoptions through the online adoption system, then all email addresses MUST be attached to the department/course/sections they are teaching. This can be done with a course import from the administration (TX 1.23.1) OR this can be done manually by the bookstore as they are entering in the department/course/section/instructor information (TX 1.1).

Each faculty/instructor staff member will need to have an account setup in the adoption system. If a file is being imported with the email addresses from an administrative import, follow the next steps, otherwise, the bookstore will need to manually input the email addresses as they are entering the adoptions (TX 1.1) and then run the Update Pref Customer from Adoptions process (TX.1.23.22).

Import Adoption Headers – (TX 1.23.1)

You must have a file from your administration to proceed with this import. If not, please proceed to the next section. For more information on this import process, please contact the TCS Service Center.

Enter the Adoption term you will be importing. – The term will already have to exist in Term Maintenance (TX.SU.1.2.1).

Enter the path of file to import * – The name of the file must be “Adpt-Imp.txt” or “course.asc” for the Budgetext format. Please ensure that the path exists and the file is named correctly for the import to be successful.

Add Non-existing Departments and Courses * – Enter a ‘Y’ if you wish the program to automatically add Departments and Courses that are not currently on file, but are contained within the import file. If you enter ‘N’, then the program will warn you each time it finds a Department or Course that is not on file and will not add the adoption record.

Convert spaces in key fields to: Spaces are not allowed in the key fields of a store, term, department, course and/or section number. If your import file contains spaces enter the character you would like it converted to. If you leave it blank the spaces will be stripped out. Asterisks (*) are not allowed.

Create eCommerce records for faculty* – Enter a ‘Y’ so the system will automatically create the eCommerce records (Pref Customer record) so faculty can log into the faculty adoptions.

Update Processing Type* – Options are ‘R’ Report only, ‘I’ Import only and ‘B’ Import and Report

Once you are satisfied with your entries you MUST choose ‘R’ Run Procedure. If you need assistance with this process please contact the TCS Service Center.

*** Important ***

If you are doing multiple imports throughout the term, after the first import, choose ‘R’ report ONLY to see any changes that need to be MANUALLY input in the adoption system.

If department personnel are required to approve the submitted adoptions by the faculty, then their emails MUST be setup in the department/classes section (TX SU 1.6.2) Screen 1.

(Screen 1)

If more than one person in the department is allowed to input adoptions then email address of the additional personnel must be entered in the next screen. Once the department personnel email address has been entered into the department maintenance (Screen 1) press enter until the options at the bottom of the screen are displayed. Press the ‘A’ for adoptions and the screen will change to allow for entry of ‘Submittal Emails’ for additional Update and Submit personnel. They will be allowed to update and submit the adoptions submitted by the faculty staff for this department.

If the adoption policies requires an ‘Approver’ that person’s email address must be entered into the ‘Approval Emails’ section. They will be allowed to update and approve the adoptions submitted by the faculty staff for this department.

Approval Level Required for Completion:

1. Will the faculty/instructors be entering their own adoptions?
2. Will the departments be required to approve the adoptions once the faculty/instructors have submitted their requests?

If you answered question 1 – YES – and question 2 – YES, then the approval level required for completion needs to be set to 1.

If you answered question 1 – YES – and question 2 – NO, then the approval level required for completion needs to be set to 0 (zero).

Update Pref Customer from Adoptions Process – (TX 1-23-22)

If the bookstore manually enters the faculty/instructors email addresses when building the adoptions (TX 1.1) then the preferred customer file must be created so the faculty can log into the online adoption website. Any department emails that are entered (previous section) will also be created by this process.

Enter the Store number.

Enter the active term for the online adoption period.

Optional – Enter a department or course to filter the update.

Change Adoption Instructor Info – (TX-1-23-23)

If the bookstore should need to change an email address, Name or Phone number for an instructor (i.e. Instructor get married/divorced or just wants to use a different email than the schools) you can make the change here and then run the process and that will change for all
courses the instructor is attached.

Enter Old Email
Enter New Email if it has changed.
Enter New Name if it has changed.
Enter New Phone # if it has changed.

Changing Customer/Faculty Account Type Flags – (POS 26.21)

Once a customer/faculty account has been created (steps above), they are automatically setup as an ‘F’ faculty member account status. This means they have the ability to input and/or approve adoptions. If you need to change their status at any time see the below steps.

POS 26.21 – Customer Maintenance

(Screen 2)

Name or ID: This will be the faculty/instructor’s email address.

Account Type: Options for the account type:

• F = Faculty, this allows the account details, order history and the faculty buttons to be available online.
• A = Administrator, this allows the account details, order history, faculty and administrator buttns to be available online. Should be reserved for bookstore staff only.
• C or blank = Customer, this allows ONLY the account details and order history buttons to be buttons to be available online. Not to be used for faculty/instructors, this is for student customers only.

If you are setup as an administrator you can also change the account type for a customer online. Once logged in go to the Admin panel section, find the customer and change the account type.

TX 1.23.3 – Instructor Email List – OPTIONAL

This report is for those department/course/sections where an instructor email has been assigned to the section. The report can be generated to show the bookstore all the instructor email addresses that will be notified when running the email process.

TX.1-23-4 – Department Email List – OPTIONAL

This report will show the Department email addresses entered in to the primary contact field and the mail addresses for those entered in the Submittal- and Approval fields.

Notifying Faculty through Email – (TX 1.23.5)

When the bookstore is ready to open the Online Faculty Adoptions website the faculty/departments must be notified that the term is open.

TX 1.23.5 – Adoption Notification Email – (Screen 3) – This will send an email to either the instructor or departments (your choice). This notification is setup by the bookstore (subject/email body).

(Screen 3)

Term: Input the term for which the adoptions are active.

Notifications can be filtered to only be sent to a particular department or for a particular course. These are not required fields.

Email Department: If you ONLY want to send the email out to the department emails setup on the department/classes, enter a ‘Y’. This will NOT send out a notification to the faculty/instructors.

Reply To Email: Enter the email address that the faculty/instructors/departments should use to send inquiries back to the bookstore.

Subject: Enter the subject of the email.

Email Body: Enter the body of the email.

Send Test Email: Enter a ‘Y’ to ONLY send a test email to the email address entered in the ‘Reply to Address’.

 

Adoption Pending Approval – (TX-1-23-6) optional

This report will show all of the adoptions and the status of waiting for Department or Bookstore approval.

Enter Store #– required.

Enter Term – required.

Department – this will filter and only show the department selected.

Course – this will only show those with the selected course number.

Pending – this will show only those with the status entered. Options are ‘D’ for Department, ‘S’ for Store, ‘B’ for Both.

Adoptions with NO Text Assigned – (TX-1-23-7) optional

This report will give you a list of the courses that have been submitted by with ‘NO TEXTBOOKS REQURED’ submitted by the Instructor/Department.

STORE – required

TERM – required

Department – this will filter and only show the department selected.

Course – this will only show those with the selected course number.

Faculty Adoptions (TX-1-23-21) optional

This report will show all of the adoptions that have been submitted by the faculty.

Enter Store #– required.

Enter Term – required.

Department – this will filter and only show the department selected.

Course – this will only show those with the selected course number.

 

Store Approval of Submitted Adoptions – (TX 1.23.24)

Once the faculty/department has submitted an approved adoption the bookstore will receive an email notification. This should be a trigger for the bookstore to know that adoptions are pending their approval.

OPTIONAL: Report TX 1.23.6 – Adoption Pending Approval

This report can be run to see how many adoptions are pending approvals by the bookstore and/or the departments (if necessary). It is recommended to display to the screen/terminal for review.

Adopt from Pending – (TX 1.23.24)

Once the bookstore receives a notification that adoptions are pending approval, they must review and make any required changes to the adoption before the adoption will be added to the specified course. This step will allow the bookstore to cycle through all pending bookstore approval adoptions to view and update them into the TCS system.

(Screen 4)

Input the store and term to update the pending adoptions. You also have the ability to filter your selection by Department or Course. Run the Procedure. The system will show how many adoptions are pending, press continue.

(Screen 5)

The system will present the first approved adoption on the screen. If the faculty/instructor entered any comments, a window will display (Screen 5) with the comments. You have the option of Printing the comments, Canceling the acceptance or selecting OK to have the comments added to the “FacComments” field. These comments only for the bookstore personnel and will not display unless you add them to the “Web Comments” field or the “Shelf Tag Note” field.

(Screen 6)

Look for ANY ‘/’ slashes in the screen (Screen 6). These are the changes that were submitted by the faculty/instructor and will need to be updated by the bookstore. Update the record by removing the slashes and inputting the correct information in the field.

To help the bookstore with determining the quantity to cover (QTC), the ‘inq’ column is available so the bookstore can view historical information on this title. By putting a ‘Y’ in the ‘inq’ field, a screen will display with previous terms historical information and the bookstore can make a better determination on the quantity needed. The ‘EBB’ field is available for the bookstore to input estimated buyback figuresfor this title.

By clicking the ‘Save’ or pressing ‘ENTER’ the system will prompt with the fields that need to be updated and then exit the adoption screen. If you would like to proceed to the next pending record, press ‘N’ for next, this will save the currently displayed adoption and cycle the next pending adoption to the screen.

Be sure to SAVE the record or press ‘X’ to exit the record without saving your changes. By pressing ‘X’ or exit, the system will add the adoption back to the pending bookstore approval file for processing later.

Other options along the bottom of this screen allow the bookstore to navigate throughout the pending adoptions.

‘SP’ Skip to Previous – Allows the bookstore to bypass the currently displayed adoption and move to the previous adoption in the pending file.

‘SN’ Skip to Next – Allows the bookstore to skip to the next pending adoption and skip the currently displayed adoption.