Who should read this document?
Preferably a curriculum director, technology coordinator or the university’s programmer, who is able to:
- maintain or access course rosters
- access and upload student information
- download institution programmes, and set up data integrations (i.e. FTPS integration)
BibliU needs student enrollment data from your institution to:
- Provide students with the right material for their course; and
- To accurately bill and report on:
- Number of students using the content (including late enrollments)
- How many students have dropped out
- How many students have opted out (optional)
There are four steps to ensuring that we have the right data:
- Set up data feed via FTPS connection with BibliU
- Complete the .csv file with the required enrollment and student data
- Upload the .csv file to the BibliU database
- Automate the upload of the .csv file to the BibliU database (optional)
Step 1: Setting up an FTPS connection with BibliU
What you’ll need before you start:
- An FTP client - this is a piece of software that allows your system to connect to the FTPS server.
- A common choice is Cyberduck which works on both Windows and Mac OSX. It can be downloaded here: https://cyberduck.io/download/
- FTP Login Details - BibliU will send you a unique username and password:
- Example - username : exampleInstitution password : aHfsdhlkT6sd
- BibliU’s FTP details - these are our specifications for how we set up an FTP integration.
- Protocol: ftp-ssl (ftps) (preferred, secure) or ftp (fallback, not secure)
- Server Address: ftp.bibliu.com
- Port: 21
Configuring the FTPS
This uses Cyber Duck on MacOS for the purposes of explaining how to set up an FTPS connection. The steps will be broadly the same for a different operating system or a different FTP Client such as WinSCP.
- Open Cyber Duck and click on the "Open Connection" button in the top left corner
- Use the drop down to set the connection type to "FTP-SSL" (Another name for FTPS)
Fill in the "Server" address as ftp.bibliu.com
Check the port number is 21
Enter the username and password sent to you by BibliU.
- Click connect
- You will be presented with a file browser of your folder on the BibliU FTPS server to upload your data (See Step 3 below).
Step 2: Building your Spreadsheet
Once the FTP connection has been set up, you will need to fill a .csv file in CSV UTF-8 format.
You might find it easier to complete this data by accessing your roster reports.
BibliU requires the following data fields to pull enrollment data and provide accurate remittance.
Please find a downloadable .csv template at the bottom of the article 👇. Note, when using this template, please make a copy of it and rename it to your Institution Name and the Term that you are uploading for.
- StudentID: This is the unique student identifier at their university
- The ID for each user must be unique
- FirstName: Student first name
- LastName: Student last name
- EmailAddress: Student institution email address
- This must be the same as they would use to log into their LMS system
- Term: This is the corresponding term period for the academic year (e.g. Spring2022)
- StartDate - the date that the section starts
- EndDate - the date that the section ends
- CensusDate - the last date to add or drop the course
- CourseTitle: This is the basic name of the course (e.g. Intro to Biology)
- CRN: Course Registration Number (e.g. 54812)
- CourseCode: This is the course identifier, excluding the section code (e.g. BIO-110)
- CourseAndSectionCode: This is the course identifier listed above, with the specific section code added on (e.g. BIO-110-01)
- Enrollment Status - TRUE for active to enroll, FALSE for inactive to remove from course
- 📍 Please inform us if you intend to use any other terms other than TRUE and FALSE
You can add students to more than once course in the same spreadsheet. Add the Student ID to an additional row and fill in the row with the desired Course, Term, SectionCode, StartDate, EndDate and Enrollment Status.
Step 3: Importing your Spreadsheet
Once your spreadsheet is complete and formatted correctly, follow the steps below to import your .csv file into your FTP feed.
- Fill in the "Server" address as ftp.bibliu.com
- A new window will pop up. Check the port number is 21; enter the username and password sent to you by BibliU and click “Connect”
- You will be presented with a file browser of your folder on the BibliU FTP server.
- You can either drag and drop files into the file browser window to upload or use the action button in the centre of the top bar action > upload to upload you files.
- The data will then be uploaded into our BibliU system
Step 4: Automate File Transfer
It is best practice that you send your enrollment .csv file once every 24 hours to BibliU’s FTP. This ensures we have the most up-to-date information for remittance and access purposes.
Many institutions that partner with BibliU set up an automated file transfer that automatically uploads the .csv file.
We’ve put together these instructions that walk through the steps to setting up an automated script using WinSCP as an example. It includes:
- Scripts that you can copy over to a task scheduling app such as Windows Task Scheduler.
- Screenshot and step-by-step actions to take.
If you have any further queries on automating the file transfer, please let your Customer Success Manager know. They will put you in contact with the Implementation Team.