Print Distribution Tools (PDT) Quick Start Guide + FAQ
Print Distribution Tools (PDT) are features in Verba Connect that help institutions manage the pickup and return of physical course materials for students participating in an Equitable Access (EA) or Flexible Access (FA) program.
This guide is written for bookstore staff and administrators who are new to PDT and need to set it up and start using it.
🛠️ Quick Start: Setting Up PDT in 6 Steps
Step 1: Request PDT Activation
PDT is not automatically available. To get started, contact your VitalSource Customer Success Manager or Account Executive.
Step 2: Configure schedule print distribution dates
Verba Connect uses "schedules" to define important dates for each term. In addition to standard schedule dates like opt-out deadline and term start date, when PDT is enabled, you will need to set additional dates related to print distribution on the Settings Schedule Settings page:
- Print Material Pick Up Start - the date students will be instructed to begin picking up their print materials in emails and student facing user experiences (i.e., Course Dashboard and My Courses)
- Print Material Return Deadline - the date students are required to return print materials to avoid being charged the print replacement cost
⚠️ These schedule dates apply to print materials the same way they do for digital—through Connect Item group configuration. No extra steps are needed, but the correct schedule must be assigned to the item group for the dates to take effect.
Step 3: Set Pickup Location and Hours
Students need to know where and when to pick up and return materials. This is configured at the catalog level.
Go to: Settings Current Catalog Settings
Enter:
- Distribution Location (e.g., "Campus Bookstore, 123 College Ave")
- Distribution Hours (e.g., "Monday–Friday, 9am–5pm")
These fields are required to activate the catalog and are shown in student emails and dashboards.
Step 4: Customize Student Emails
Verba Connect automatically sends students confirmation emails when materials are marked as Issued, Returned, or Refused. To customize the email body students will receive:
Visit: Settings Communication Settings
Edit:
- Print Material Pick Up Confirmation Email
- Print Material Return Confirmation Email
- Print Material Return Refusal Confirmation Email
Only the body of the email can be edited. Subject lines and footers are controlled by the system and will include pickup/return info automatically.
⚠️ These email settings apply across catalogs. Use general, reusable language.
Step 5: Create and Configure Print Items
Print materials are created the same way as digital: manually from scratch, manually from the adoption record on Explore & Create, or via bulk import. However, there are a few key differences in the way they are configured. Once the content type is set to print on an item, you’ll notice the following:
- Delivery Method does not need to be set; the option is hidden from the interface
- Publisher to Bill is not required but we strongly recommend it for data analysis and reporting purposes
- Access Codes Required? cannot be enabled for print items; the option is hidden from the interface
For Equitable Access (EA) enabled catalogs, instead of configuring a student price you will configure a replacement cost. This cost + appropriate tech fee will be charged to students who fail to return their print material (or have it marked as Refused).
For Flexible Access (FA) enabled catalogs, you will configure both a student price and replacement cost. A student will only be charged one of these prices for print materials depending on their enrollment, participation status, and print distribution status.
Step 6: Issue and Return Print Materials
Once your catalog is active, you can start distributing books to students.
Option A: Using the Students Page in Verba Connect
This option is for users with full Connect application view/edit permissions.
- Go to the Students page
- Filter by Content Type = Print and the desired print distribution status OR search for a specific student
- Select the desired student record by clicking on their name or View & Edit Info
- Click Mark as Issued when the student picks up the material
- Click Mark as Returned or Mark as Refused when they bring it back
Option B: Using the Standalone PDT Page
This option is for users with view/edit permissions limited to Print Distribution Tools. This simplified tool is ideal for bookstore staff and student workers.
- Go to the Standalone PDT Page
- Search by student name, ID, or email
- Select the desired student from the list of search results
- Select the appropriate Connect catalog
- Click Mark as Issued when the student picks up the material
- Click Mark as Returned or Mark as Refused when they bring it back
🔐 Standalone PDT users require special permissions. Reach out to your Customer Success Manager or VitalSource Support for assistance.
❓ Frequently Asked Questions
When can I begin distributing print materials to students?
Any time after the Verba Connect catalog has been activated!
How does Verba Connect determine the correct print distribution status/call to action?
Each print material “license” will have one of the following PDT statuses depending on a combo of enrollment status, participation status, and existing print distribution state:
- Not Issued – student is enrolled and participating (not opted out) and has yet to pick up their print material
- Issued – student is enrolled and participating (not opted out) and has picked up their print material
- Do Not Issue – student is enrolled and not participating (opted out) and the print material was never picked up
- Not Returned – student is either dropped or not participating (opted out) and has yet to return their issued print material
- Returned – student is either dropped or not participating (opted out) and has returned their issued print material
- Refused – student is either dropped or not participating (opted out) and attempted to return their issued print material but it was too damaged to be taken back
What if a student adds a section associated with a print material after the schedule census date has passed?
Once the Late Add is confirmed, Verba Connect will automatically determine the PDT call to action:
- If the student is participating (not opted out), the call to action will be Mark as Issued
- If the student is not participating (opted out), the call to action will be Do Not Issue
What if a student drops a section associated with a print material after the schedule census date has passed?
Once the Late Drop is confirmed, Verba Connect will automatically determine the PDT call to action:
- If the student is participating (not opted out) and the print material status was Issued prior to the enrollment change, the call to action will be Mark as Returned
- If the student is participating (not opted out) and the status was Not Issued, the print “license” will disappear (no action needed)
- If the student is not participating (opted out) and the status was Not Returned, the call to action will remain Mark as Returned
- If the student is not participating (opted out) and the status was Do Not Issue, the print “license” will disappear (no action needed)
What is the difference between “Returned” and “Refused” print distribution statuses?
Mark a material as Returned if you accept it back from the student. This ensures they won’t receive follow-up communications or be charged.
Mark it as Refused if the material is too damaged to be returned. The student won’t receive communications but will be charged the replacement cost.
Can I undo an “Issued”, “Returned”, or “Refused” status?
Yes. Click Undo on the print material record.
What’s the difference between the Students page and the Standalone PDT page?
- Students Page: Full access to view and edit student information, participation, and print distribution (for bookstore staff admins)
- Standalone PDT Page: Limited access to Print Distribution Tools only (for bookstore staff who should not have full access to Verba Connect)
What aspects of PDT need to be configured each term?
Required:
- Schedule configuration
- Print pickup location & hours
- Print Verba Connect item creation/setup
Recommended:
- Review print pickup, return, and refusal confirmation email body customizations
Who do I contact for help?
- Your VitalSource Customer Success Manager
- Or submit a support ticket