The Textbook Requisitions system can be adjusted in a variety of ways to meet the bookstore’s needs using the administrative parameters. The administrative parameters are located under the Admin tab in Textbook Requisitions. Please note that it is recommended that you allow administrative rights for only one or two people within the bookstore to prevent unexpected changes to the system functionality from occurring.
...
After successfully logging in as an administrator, you will see several navigational tabs and a list of any requisitions created using your specific user account. If you click on the Admin navigational tab, you will see six administrative parameter options: Site Maintenance, Manage Terms, Manage Users, Manage Courses, Manager Courses, and Manage Locations.
Site Maintenance
You have three options under Site Maintenance: Maintain Site Settings, Maintain Product Usage Options, and Maintain Site Appearance.
Maintain Site Settings
These site settings control the basic functionality of your Textbook Requisitions site. There are four different options to choose from when working with the site settings: General, Book, Requisition, and E-mail. The general settings allow you to set contact information for the bookstore and to turn Textbook Requisitions as a whole on or off. The book settings are directly related to books that will be added to requisitions. The requisition settings are directly related to the creation of requisitions. Finally, the e-mail settings are directly related to the use of e-mail within the Textbook Requisition system.
...
Bookstore E-mail Address: This is the e-mail address the Textbook Requisitions system uses to contact the bookstore for requisition submission notifications and other system e- mails.
Bookstore Phone Number: This phone number will appear as the contact phone number for the bookstore within the Textbook Requisitions system.
Bookstore Reply-To E-mail Address: Enter the e-mail address you would like users to respond to if they have any questions when they receive an automated e-mail after submitting a requisition. This address will appear as the “from” address in the automated e-mails.
Disable Textbook Requisitions: Choose whether to allow users to access the Textbook Requisitions system. “Enabled” allows users into Textbook Requisitions; “disabled” prevents users from accessing the Textbook Requisition system.
Book Parameters
Bookstore Markup: Enter the percentage markup used for items which are listed with net prices in the book database (enter the percentage as a decimal, e.g., .25 for 25%).
Display Book Price: Choose whether to display prices when users look up books while creating a requisition.
Display Guaranteed: Choose whether to display the “guaranteed” option when users are adding a book to a requisition (Fig. 4). The “guaranteed” option is a descriptive menu with five options: guaranteed, late, researched, imports, not applicable.
Figure 4: Book Settings
Display Use Next Term: Choose whether to display the “Will book be used next term?” menu when users are adding books to requisitions (Fig. 4).
Display First Week Used: Choose whether to display the “First week book will be used” option when users are adding a book to a requisition (Fig. 4).
Display 10 Weeks at First Week Used: Turn this option on if you wish to have the “First week book will be used” drop-down menu display 10 weeks. Turn this option off if you wish to have the menu to display 9 weeks, which is the default.
Display Quantity Requested: Choose whether to display the “Quantity requested per section” field when users are adding books to requisitions (Fig. 4). This is an optional value separate from estimated enrollment.
Desk Copy: Choose whether to allow users to request a desk copy of a textbook while creating a requisition (Fig. 4).
Display Carry in General: Choose whether to make the “Recommend this book as a general book selection?” checkbox available when users are adding a book to a requisition (Fig. 4).
Display Latest Edition: Choose whether to make the “Need the latest edition of this book?” checkbox available when users are adding a book to a requisition (Fig. 4).
Manual Book Entry: Choose whether to allow users to manually add a non-approved textbook to a requisition. This appears as the Add a New Book option when requisitions are being created or modified (Fig. 5).
Figure 5: Add a New Book
Always Display 13-Digit ISBNs: Choose whether to display 13-digit ISBNs whenever possible in the Textbook Requisition system. Otherwise, 10-digit ISBNs will display.
Requisition Parameters
Auto Post: This option only applies to users of an NBC back office system, such as PrismCore.
Show Add Course Section: Choose whether to allow users to add courses and/or sections not on the course list (Fig. 6). If this option is turned off, requisitions may only be created for courses and sections that already exist in the database.
Figure 6: Create New Course/Section Options
Course Number as Numeric: Choose whether to require course numbers to be numeric only.
Requires Coordinator: Choose whether to display the Coordinator menu when users are creating requisitions. If this setting is turned on, users must select a coordinator from the menu to continue with the requisition process.
Show Add Coordinator: Choose whether to allow users to manually add coordinators when creating requisitions. This option only appears if the Requires Coordinator option is turned on.
Display Lecture Notes: Choose whether to display the “lecture notes” option when users are creating requisitions (Fig. 7).
Display Course Packs: Choose whether to display the “course packs” option when users are creating requisitions (Fig. 7).
Display Supplies: Choose whether to display the “additional supplies” option when users are creating requisitions (Fig. 7).
Figure 7: Lecture Notes, Course Packs, and Additional Supplies Options
Auto-Approve No Textbook Required Reqs: Choose whether to approve requisitions automatically when the user specifies that no text is required for the course. If this setting is turned on, requisitions will be submitted and approved automatically if the user clicks the “No textbooks required” button (Fig. 8) when creating a requisition.
Figure 8: No Textbooks Required Button
Allow Post Book: This option allows faculty to post individual books on a requisition before the requisition is posted by the bookstore (the requisition must be approved before this option is available). Once approved, faculty can click the “Post Book” link next to a book on their requisition.
Enable Locations: This setting allows locations to be used as a search option in the Search Requisitions tab. For more information on locations, please see the Manage Locations section of the documentation.
Show Add Instructor: Choose whether to allow users to manually add instructors when creating requisitions (fig. 8).
No Text Required SKU: Enter the SKU of a “no text required” book into this field. When users click the “No textbooks required” button when creating a requisition, the “no text required” book will automatically be added to the requisition.
Require Submission Confirmation: Turning this option on will display a confirmation dialog to faculty when they are submitting a requisition. The confirmation dialog message can be entered in the Confirmation Message box.
Confirmation Message: Enter the text to display in the confirmation dialog users will see before submitting a requisition.
Display Estimated Enrollment: Turning this option off will hide the Estimated Enrollment field when creating a requisition.
E-mail Parameters
Enable Bookstore Auto E-mail on Submission: Choose whether to send an e-mail to the bookstore when a requisition is submitted.
Enable Bookstore Auto E-mail on Approval: Choose whether to send an e-mail to the bookstore when a requisition is approved.
Enable Bookstore Auto E-mail on Rejection: Choose whether to send an e-mail to the bookstore when a requisition is rejected.
Enable Bookstore Auto E-mail on Post: Choose whether to send an e-mail to the bookstore when a requisition is posted
Resend Auto E-mails on Submission: Choose whether to resend an e-mail when a requisition is submitted, even if one was previously sent.
Resend Auto E-mails on Approval: Choose whether to resend an e-mail when a requisition is approved, even if one was previously sent.
Resend Auto E-mails on Rejection: Choose whether to resend an e-mail when a requisition is rejected, even if one was previously sent.
Resend Auto E-mails on Post: Choose whether to resend an e-mail when a requisition is posted, even if one was previously sent.
Enable Faculty Auto E-mail on Submission: Choose whether to send an e-mail to the user when a requisition is submitted.
Enable Faculty Auto E-mail on Approval: Choose whether to send an e-mail to the user when a requisition is approved.
Enable Faculty Auto E-mail on Rejection: Choose whether to send an e-mail to the user when a requisition is rejected.
Enable Faculty Auto E-mail on Post: Choose whether to send an e-mail to the user when a requisition is posted.
Enable Coordinator Auto E-mail on Submission: Choose whether to send an e-mail to the coordinator when a requisition is submitted.
Enable Coordinator Auto E-mail on Approval: Choose whether to send an e-mail to the coordinator when a requisition is approved.
Enable Coordinator Auto E-mail on Rejection: Choose whether to send an e-mail to the coordinator when a requisition is rejected.
Enable Coordinator Auto E-mail on Post: Choose whether to send an e-mail to the coordinator when a requisition is posted.
Enable Input Auto E-mail on Submission: Choose whether to send an e-mail to the input person when a requisition is submitted.
Enable Input Auto E-mail on Approval: Choose whether to send an e-mail to the input person when a requisition is approved.
Enable Input Auto E-mail on Rejection: Choose whether to send an e-mail to the input person when a requisition is rejected.
Enable Input Auto E-mail on Post: Choose whether to send an e-mail to the input person when a requisition is posted.
Click the Save button to save any parameter changes before exiting these screens.
Maintain Product Usage Options
The Maintain Product Usage Options screen is where you can select and organize book statuses in the Textbook Requisition system. The available book statuses are: required, optional, recommended, store recommended, substitution, special order, attend class first, and part of set.
...
Place your mouse over the black handle to the left of the product usage option.
Left-click the handle with your mouse, hold the click down, and drag the option until it is in the desired position in the list.
Release the mouse to “drop” the option back into the list. Checked options will appear in the exact order you arranged them when books are added to requisitions.
Maintain Site Appearance
The Site Appearance screen is where you can modify the logo and colors that display on your Textbook Requisition site. A recommended size for the logo is 240 pixels wide and 90 pixels high. Color values must be entered as six-character hexadecimal codes, or you may use the ‘pick’ button to display a color picker.
...
Click the Browse button to browse your hard drive for the image file you wish to use.
Click on the image to select it.
Click the Open button.
Click the Save button to upload the new logo.
NOTE: If you do not see your site appearance changes immediately, you may need to press CTRL and F5 on your keyboard to refresh your browser’s cache.
Manage Terms
Once you send your terms to the Textbook Requisitions system, you may choose to make those terms active and available for requisitioning, closed or historical. Historical terms may be archived for improved system performance.
...
Log into the Textbook Requisition system.
Click the Admin tab.
Click the Manage Terms link.
Click the Manage Archived Terms link (Fig. 13).
Figure 13: Term Administration
The Archived Term Administration screen will open (Fig. 14). You have two options on this screen:
Activate/Deactivate: Active archived terms will have a “Deactivate” link under the Action header. Deactivated archived terms will have an “Activate” link under the Action header. Active archived terms are available for historical reference, while deactivated terms are not. If you wish to change the status of the term, click the “Activate” or “Deactivate” link and then click OK.
Delete: If you wish to permanently delete the archived term, click the “Delete” link and then click OK. Once a term has been permanently deleted, the data cannot be retrieved.
Figure14: Archived Term Administration
Manage Roles
Roles are general user categories. The Textbook Requisitions system has five default user roles: administrator, bookstore supervisor, bookstore staff, faculty, and coordinator. Default roles cannot be modified or deleted. Other user roles can be created manually to fit the needs of the bookstore.
...
Log into the Textbook Requisition system.
Click the Admin tab.
Click the Manage Users link.
Click the Role List link (Fig. 20).
Figure 20: Role List Link
The list of roles in your Textbook Requisitions account will open (Fig. 21).
Figure 21: Role List
Click the Delete link to the right of the role you wish to create. Only user-created roles can be deleted. Default roles cannot be deleted.
Click OK. The role will be deleted from the system.
Manage Users
Individual users are managed through the Manage Users options. Users can be created individually, or you can upload a list of users using a specially-formatted text file. Users entered in Textbook Requisitions are either enabled or deactivated. Enabled users have access to Textbook Requisitions; deactivated users are unable to log in. If you want to permanently delete a deactivated user from Textbook Requisitions, you need to use the Delete Deactivated Users screen. If department names change during the requisitioning process, you can use the Update Department User Association screen to accommodate those name changes.
...
Log into the Textbook Requisition system.
Click the Admin tab.
Click the Manage Users link.
Click the Update Department User Associations link. The Update Department User Association screen will open (Fig. 38).
Figure 38: Update User Department Association
To update users’ department associations, choose the old department name from the first drop-down menu and the new department name from the second drop-down menu.
Click the Update Users button.
A message will appear stating that “User department associations have been updated successfully” and a list of all updated users will appear at the bottom of the screen.
Manage Courses
Manage Courses allows you to view courses with or without requisitions. You may also resend requisitions that have already been posted to the back office from this screen.
...
Log into the Textbook Requisition system.
Click the Admin tab.
Click the Manage Courses link.
Click the Search Courses without Requisitions link (Fig. 42).
Figure 42: Search for Courses without Requisitions Link
Choose a term and department to search (Fig. 43).
Figure 43: Search Courses without Requisitions
Click the Search button. Courses without requisitions that match your search parameters will display (Fig. 44).
Figure 44: Search Results
The options visible on this screen will depend on the permissions assigned to the user. Here are all possible options:
Delete: To delete a course, click the Delete link and then click OK. Once deleted, the course data cannot be recovered.
E-mail Instructors: Click the E-mail Instructors link to send an automatically generated form e- mail to instructors assigned to courses that do not yet have requisitions. On the following screen, check the box next to the faculty member you wish to e-mail and click the Send E-mail button.
Search Again: To start a new search, click the Search Again link.
Textbook Requisition Reports
Reports available in the Textbook Requisition system can be accessed via the Reports tab. There are four types of reports available: Desk Copy, Courses without Requisitions, Latest Edition, and Special Instructions.
...
Log into the Textbook Requisition system.
Click the Reports tab.
Click the Special Instructions link (Fig. 55).
Figure 55: Special Instructions Report Link
Choose a term and department to search (Fig. 56).
Figure 56: Special Instructions Search Options
Click the View Report button. The report data will display (Fig. 57).
Figure 57: Special Instructions Report
Textbook Requisitions for Faculty and Coordinators
Faculty and coordinators can use the Textbook Requisition system to submit textbook adoptions to the bookstore online. They are able to search historical data and copy it to current adoptions or they can search a book database when adopting titles. Users can also manually enter titles that are not currently found in the book database.
To log into the Textbook Requisition system:
Open an Internet browser (Internet Explorer, Firefox, etc.) session and direct your browser to http://textreq.thecampushub.com/v3.0. Choose your bookstore from the drop-down menu and click the Next button.
Enter your username and password and click the Login button. You should now be logged into the Textbook Requisition system (Fig. 1).
Figure 1: Faculty/Coordinator Home
After successfully logging in as a faculty member or coordinator, you will see several navigational tabs and a list of any requisitions created using your specific user account. The navigational tabs may vary depending on permissions set for your user account.
Book Favorites
Book Favorites is a new feature in Textbook Requisitions that allows you to easily add your favorite titles to requisitions. You can search for and set books in your favorites at any time and then access those favorites when you’re creating requisitions.
To create book favorites:
Log into the Textbook Requisition system.
Click the Book Favorites tab (Fig. 1).
Click the Search for Course Materials link (Fig. 2).
Figure 2: Search for Course Materials Link
You have two options here. You can search for a book by ISBN or author/title, or you can manually create a new book.
NOTE: This query searches the bookstore’s PrismWeb database and the NBC Buyer’s Guide.
To search for a book by ISBN or author/title:
Use the radio buttons to set your search for ISBN or author/title.
Enter an ISBN or author/title keyword.
Click the Search for Course Materials button.
The search results will display. To select a particular title, click the Select This Book link (Fig.3.)
Figure 3: Search Results
A message will display beneath the title in the search results to note that it has been added to your favorites. Continue searching and selecting books until you are finished adding titles to your favorites.
To manually create a new book to add to your favorites:
Click the Add a New Book link (Fig. 3).
Fill in the fields to add a textbook manually. You must enter at least the title, author, and ISBN (unless you check the “ISBN unknown” box) (Fig. 4).
Figure 4: Enter a Textbook Manually
Click the Create Book button.
A message will display letting you know the book has been added to your favorites. If you entered an ISBN that already exists in the book database, though, you’ll get a message asking you to select the existing book record or cancel (Fig. 5).
Figure 5: ISBN Warning
NOTE: It is recommended that you manually add a book ONLY after you have searched for the book and determined that it does not currently exist in the database.
To create a new textbook requisition:
Log into the Textbook Requisition system.
Click the Create New Requisition button (Fig. 6).
Figure 6: Create New Requisition Button
The Create a New Requisition screen will open (Fig. 7). Select the term for which you wish to create a requisition from the Term menu.
Figure 7: Create New Requisition
Select the department for which you wish to create a requisition from the Department menu.
Select the course for which you wish to create a requisition from the Course menu. If the course does not exist in the Textbook Requisition system yet, you will need to click the Create New Course link to the right of the Course menu. Enter the course number, the course title, and the section numbers in the window that appears (Fig. 8). Click Save, then select the new course from the Course menu. The option to create a new course may not be available, depending on the bookstore’s settings.
Figure 8: Enter New Course Information
Select the section(s) for which you wish to create a requisition by clicking the corresponding checkboxes in the Sections field. You can choose to see just sections without requisitions or all sections. If the section does not exist in the Textbook Requisition system yet, you will need to click the Create New Sections link to the right of the Sections field. Enter the section numbers in the window that appears (Fig. 9). Click Save, then check the checkbox next to the new section. The option to create a new section may not be available, depending on the bookstore’s settings.
Figure 9: Enter New Section Information
Choose the instructor from the Instructor menu. If the instructor does not exist in the Textbook Requisition system yet, you will need to click the Create New Instructor link to the right of the Instructor field. Enter the instructor’s first name, last name, phone number (optional), and e-mail address in the window that appears (Fig. 10). Click Save, then select the new instructor from the Instructor menu. The option to create a new instructor may not be available, depending on the bookstore’s settings.
Figure 10: Enter New Instructor Information
If the bookstore uses coordinators, choose the coordinator from the Coordinator menu. (If the bookstore does not use coordinators, this menu may not display.) If the coordinator does not exist in the Textbook Requisition system yet, you will need to click the Create New Coordinator link to the right of the Coordinator menu. Enter the coordinator’s first name, last name, phone number (optional), and e-mail address in the window that appears (Fig. 11). Click Save, then select the new coordinator from the Coordinator menu. The option to create a new coordinator may not be available, depending on the bookstore’s settings.
Figure 11: Enter New Coordinator Information
Enter the estimated enrollment.
10. If there are lecture notes, course packs, or additional supplies necessary for the course, check the corresponding checkboxes.
11. Enter any comments you wish to add to the requisition in the Comments field.
If there are no textbooks required for the course:
Click the No Textbooks Required button at the bottom of the screen (Fig. 7).
Review the requisition (Fig. 12).
Figure 12: Review Requisition
Click the Save and Continue Later button (Fig. 12).
If you are ready to submit this requisition to the bookstore, click the Submit This Requisition button (Fig. 13). This option may not be available, depending on the bookstore’s settings.
Figure 13: Submit Requisition
Depending on the bookstore’s settings, you may receive an e-mail when the requisition is approved.
To add textbooks to the requisition:
Click the Select Textbooks button.
The textbook selection screen will open. There are several ways to add books to the requisition. You can search, use course history, add a book from your favorites, or manually create a new book.
To add textbooks using the search functionality:
Use the radio buttons to set your search for ISBN or author/title (Fig. 14).
Enter an ISBN or author/title keyword.
Click the Search for Course Materials button.
The search results will display. To select a particular title, click the Select This Book link (Fig. 14).
Figure 14: Search Results
NOTE: This query searches the bookstore’s PrismWeb database and the NBC Buyer’s Guide.
Set the book parameters for the title you selected (Fig. 15).
Figure 15: Book Parameters
Click the Save and Add to This Requisition button.
A message will display beneath the title in the search results to note that it has been added to the requisition. The title will also display beneath the Selected Textbooks header on the right side of the screen (Fig. 16).
Figure 16: Title Added to Requisition
You can add other books using the search functionality or other available methods (favorites, course history, and manual addition) until all necessary titles have been added to the requisition. Click the Review Requisition button when you are finished.
To add textbooks using course history:
Click the Course History link.
All available textbook history for this particular course will appear (Fig. 17). If you want to see course history from a specific term, use the “Filter by Term” menu.
NOTE: If there is no course history for a particular course, the bookstore may not have past terms available in the Textbook Requisition system database. Contact the bookstore for more information.
Figure 17: Course History
To add a title to the requisition, click the Select This Book link (Fig. 17).
Set the book parameters for the title you selected (Fig. 18).
Figure 18: Book Parameters
Click the Save and Add to This Requisition button. The title will display beneath the Selected Textbooks header on the right side of the screen (Fig. 19).
Figure 19: Title Added to Requisition
You can add other books using course history or add titles using other available methods (book favorites, search, and manual addition) until all necessary titles have been added to the requisition. Click the Review Requisition button when you are finished.
To add textbooks using your book favorites:
Click the My Favorites link. (The screen may automatically open to this option if you have books saved as favorites.)
To add a title to the requisition, click the Select This Book link (Fig. 20).
Figure 20: Book Favorites
Set the book parameters for the title you selected (Fig. 21).
Figure 21: Book Parameters
Click the Save and Add to This Requisition button.
A message will display beneath the title in the search results to note that it has been added to the requisition. The title will also display beneath the Selected Textbooks header on the right side of the screen (Fig. 22).
Figure 22: Title Added to Requisition
You can add other books from your favorites or add titles using other available methods (search, course history, and manual addition) until all necessary titles have been added to the requisition. Click the Review Requisition button when you are finished.
To add textbooks manually:
Click the Add a New Book link.
Fill in the fields to add a textbook manually. You must enter at least the title, author, and ISBN (unless you check the “ISBN unknown” box) (Fig. 23).
Figure 23: Enter a Textbook Manually
Click the Create Book button (Fig. 23).
Set the book parameters for the title you selected (Fig. 24).
Figure 24: Book Parameters
Click the Save and Add to This Requisition button.
The title will display beneath the Selected Textbooks header on the right side of the screen (Fig. 25). If you entered an ISBN that already exists in the book database, though, you’ll get a message asking you to select the existing book record or cancel.
Figure 25: Book Manually Added to Requisition
You can add other books manually or add titles using other available methods (favorites, search, and course history) until all necessary titles have been added to the requisition. Click the Review Requisition button when you are finished.
(Back to Adding Textbooks to a Requisition)
Review the requisition to make sure all information and textbook selections are correct.
If you want to save the requisition but you are not ready to submit it to the bookstore, click the Save and Continue Later button. If you are ready to submit the requisition to the bookstore, click the Submit this Requisition button (Fig. 26).
Figure 26: Review Requisition
If you save the requisition, you can modify it until you are ready to submit it. It will appear on your home page in the Textbook Requisitions system. If you submit the requisition, it will also appear on your home page, but you may not be able to edit it (depending on the bookstore’s settings). Both the “save” and “submit” screens will allow you to create a new requisition based on the current requisition and to print the current requisition (Fig. 27).
Figure 27: Requisition Details
Depending on the settings for your individual user account, you may be able to approve, reject, or post the requisition as well. If the boxes are enabled under the Requisition Process header (upper right corner), you have these permissions.
Copy a Requisition
You may want to copy an existing requisition to use as a base for a new requisition. Depending on your user account settings, you may only be able to copy requisitions you created personally.
To copy a requisition:
Log into the Textbook Requisition system.
All requisitions that have been created using your specific user account will appear on your Textbook Requisitions home page. Click the Copy link next to the requisition you wish to copy (Fig. 28).
Figure 28: Home Page with Requisitions
Click OK at the “Are you sure you want to copy this requisition?” prompt.
A new requisition will open with the term, department, course, and estimated enrollment of the copied requisition pre-set. Continue creating the requisition as outlined in the Create a New Requisition instructions.
Modify a Requisition
Requisitions that have been saved but have not been submitted can be modified. Depending on the bookstore’s administrative settings, you may or may not be able to modify requisitions that have been submitted, approved or posted. If you attempt to modify a requisition and find that the buttons that would allow you to edit the requisition are disabled, you will need to contact the bookstore directly to have the requisition modification(s) made.
To modify a requisition:
Log into the Textbook Requisition system.
All requisitions that have been created using your specific user account will appear on your Textbook Requisitions home page. Click the View link next to the requisition you wish to modify (Fig. 29). Remember that you may only be able to modify requisitions with an Open status.
Figure 29: Home Page with Requisitions
You have several options on the Requisition Details screen (Fig. 30). These options may vary depending on the bookstore’s settings.
New Comment: Click the New Comment link to add a comment to the requisition.
Add Textbooks: Click the Add Textbooks link to add textbooks to the requisition. You can use your Book Favorites, the search functionality, or course history to find books. You can also manually add books that do not exist in the Textbook Requisitions database.
Modify Book Options: Click the Modify Book Options link to change the book options for a particular title on the requisition. Each title will have its own Modify Book Options link.
Delete This Book: Click the Delete This Book link to remove a particular tide from the requisition.
Figure 30: Modify Requisition Options
- If you are ready to submit the requisition once the modifications have been made, click the Submit This Requisition button (Fig. 30).
Heading 1
Heading 2
Heading 3
Heading 4
Heading 5
Heading 6
| Note |
|---|
use this for warnings |
...