Using Our Adoption Tool

What is the Adoption Tool?

BibliU's Adoptions Tool was created to optimize the content adoption workflow. Users are able to submit new requests, manage existing requests, search through our catalog, and view the adoption status of all courses. This allows faculty to easily submit and resubmit their adoptions and for administrators to quickly view the information that is important to them. BibliU's integrations and automations help to streamline these processes and make them as efficient as possible.

How to access the Adoption Tool?

To log into the BibliU Adoption Tool you will need to go to admin.bibliu.com. This will take you to a login page similar to our reader where you will be asked to choose your institution. Once you select your institution it will take you to your sign in page where you will enter your university credentials and will be logged into the tool.

How to upload a booklist?

Uploading the booklist

One of the main ways to make requests, especially in bulk, is using the Bulk Upload option. Now that you have successfully logged in, you are ready to upload a booklist. Within the app, navigate to the Bulk Upload page.

From this page, you want to click on the purple Browse to upload button towards the top of the page.

This will open the Finder and prompt you to select a .CSV file. Once you have located the booklist file, please select it to proceed the upload process. 

This will load for about a minute while the upload is being processed.

Correcting any errors

Now that the upload has been processed, you will see a few stats about the upload including the number of rows, users, books, and courses detected. It will also display the number of errors and duplicates if applicable.

At this time, it is good to scroll through the review page and make sure all the columns are mapped correctly and nothing major catches your eye. If not, and there are no errors, then you are good to click the Confirm upload button to finish the process.

But if you are not so lucky, there may have been a few errors flagged.

One thing to note: If there are duplicate rows on the upload, these will be detected but there is no action needed from you to correct this. If a row is completely identical, we consider it a duplicate. No matter how many duplicates of a row there are, we will only pass one along to the booklist.

No need for panic, the errors are able to be corrected within the app! If a row is flagged as errored, it will be displayed at the top of the list. In order to tell which field contains the error, you can either look for the row highlighted in red or hover over the Error button to have the specific error displayed. Once you know what needs to be fixed you can hover over the actions button for that row, and then click Edit. This edit window will then pop up:

Once you have fixed the errored row, the page should reprocess and show that the error has been resolved! Once you have solved all errors, the Confirm upload button will appear. You can click on this to finish the upload process.

What happens now?

Once you have confirmed the booklist upload, you will be redirected to the Booklist page where you can see the newly uploaded requests.

These requests have now been passed to the BibliU Ops Tool and our internal teams will begin work on procuring these requests. Faculty members and administrators can now login and see all of their requests view the progress of the requests as the statuses start to update over the coming days!

After upload, the project manager can track status changes on the booklist, add any additional content required and optionally give faculty access to the tool to either monitor their own course content, or add additional requests.

Faculty Adoptions

Booklist upload for faculty

As shown in the previous step, a booklist can be uploaded in advance of faculty adoptions to reduce the amount of work required to select content, meaning that upon login, faculty will have the option to either confirm past adoptions again or flag where no adoptions are needed. 

The faculty members can view their owned courses and review the titles which have been associated with those courses as part of the booklist upload.

Search

Faculty members will be notified that they can login to the Adoptions tool and search the BibliU catalog and select content assigning it to their courses. Staff can search a catalog of over 2 million titles, instantly view the digital version, share inspection copies, and request new titles to be sourced. BibliU’s catalog includes publisher textbooks, Open Education Resources, and research materials.

Request

If a faculty member is not able to find their materials in Search, they are still able to make a request for it. We have a request form that faculty can fill out which will be sent straight to the Booklist and our team at BibliU to procure.

Status Updates

Booklist statuses

Throughout this process, BibliU's adoption tool ensures that adoptions are never the cause of delayed access to content for students, and the entire experience is digitized and automated where appropriate. This means that adoptions are delivered quickly and accurately, with visibility for faculty over their adoptions, for continually smoother implementations.

What do the different statuses mean?

Below are the different statuses and their descriptions:

• Requested: The request has been successfully validated and has been submitted to BibliU
• Processing: BibliU teams have picked up the request
• Removed: The request has been removed either by a user of the institution or the course was canceled on the course schedule
• Flagged: The request has been flagged by BibliU teams for review by the institution. This could mean that we are unable to provide the exact edition or content type requested
• Unavailable: The request is not available to be provided by BibliU
• Available: The request is available to be provided by BibliU and is awaiting implementation
• Delivered: The request has been fully implemented and is ready to be viewed by users at the institution

Course Management

What is the Course Schedule?

BibliU's adoption process is designed to be streamlined and efficient and requires customers to provide a Course Schedule Automation* that helps ensure data is accurate and received efficiently, and requires the schools to send an automated feed of their course schedule to the shared SFTP folder.

The template required looks as follows: 

How do we automate it?

Institutions will send us this completed course schedule at least once-a-day in a shared SFTP folder. SFTP credentials can be found in 1password.

Schools will follow the processes linked below in order to connect to their shared FTP folder and automate the csv transfer:

How do I send my students' enrollment data to BibliU?

How to Automate File Transfer - Windows (with WinSCP via FTPS)

How does the automation affect the tool?

• Any changes to course data will automatically be reflected in the Adoption and Ops tooling
• The single title request flow in the Adoption tool is shortened and provides a better experience for the user
• The ability for users to make edits to course data in the Adoption tool is disabled which allows for more accurate data
• Professors courses will automatically show up on their 'Adoptions' page on the Adoption tool which makes it easy to request content for those courses or to check on the statuses of existing requests
• Professors will be automatically assigned to courses and will receive their books without needing to go through the LMS
• Removed courses will have their requests canceled and removed from the booklist
• Courses that are missing adoptions will be identified on the 'Courses' page

What is the Courses page?

The Courses page is where users can go to view the adoption status of each course along with being able to mark a course as "No adoptions needed".

Currently, the three different statuses that a course can have are:

• Submitted (meaning this course has at least one adoption submitted)
• Not Needed (meaning this course has been marked as "No adoptions needed")
• Missing (meaning this course has not had an adoption or been marked as "No adoption needed")

Users are able to search for their course to quickly see the status. One current limitation of this page is that filtering and sorting have not yet been added. If a user needs to filter through a large list of courses, the best way would be to click the "Download Course Data" button on the page which will save the data to your computer as a .csv. You can then upload that into Sheets and filter there.

One last feature of the Courses page is the ability to mark courses as "No adoptions needed". This can be done for a single request through the actions menu on the right-hand-side of the table. Or you can select multiple courses and mark as "No adoptions needed" on the toolbar.

Video Summary

Please view the linked video to view a walkthrough of the Adoption Tool:

Adoption Tool Workflow.mov