Total Access: Term Readiness Checklist
Total Access Program Management | Review each term before your first day of class.
Use this checklist each term to stay on top of the key actions across your Total Access program. Each section links to a corresponding best practices article where available on the success site for more detail.
Course Material Adoptions
Adoptions must be completed at least 90 days before your first day of class (FDOC). This milestone allows Finance to produce your cost forecast. Late or incomplete adoptions delay forecasting and increase fulfillment risk.
Check adoption completion in the Submitted Adoptions Report, minimum 85% at least 90 days before FDOC.
Confirm the adoption deadline has been communicated to all departments.
Review the Material Notifications report. Resolve any red-status items (Out of Print, New Edition, Unable to Source Print).
Follow up with departments that are behind on submissions.
Check for new or late-added course sections without an adoption. Please note any late adoptions may affect timely delivery of the material, it is suggested to adopt digital material after the deadline.
Confirm change cut-off date is in effect. All adoption changes go to adoptions@vitalsource.com.
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Watch out for: Adoption creep: every addition or change after the forecast is generated widens the gap between your estimate and your actual invoice. Late physical adoptions are especially risky; they must be ordered, warehoused, and shipped, and cannot be sourced on short timelines. |
For more detail, see: Total Access: Course Material Adoptions Best Practices
Opt-Out Process
The opt-out deadline should be aligned with your census date or financial aid deadline. The date must be set every term. This must happen every term to ensure alignment, regardless of whether settings appear to carry over.
Confirm opt-out deadline is set for this term.
Verify the deadline is posted in student email communications, LMS banners, and on-campus.
Confirm student-facing messaging is current and clearly explains what opting out means and what happens to physical materials.
Verify billing updates automatically when a student opts out. No manual processing required.
Confirm physical return instructions will be sent to students who opt out after materials have shipped.
Review your institution's policy for unreturned materials and confirm it is still current and documented.
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Watch out for: Students enrolled after the opt-out deadline are automatically opted IN. They do not have the option to opt out. Make sure your team is aware of this when handling late enrollment questions. |
For more detail, see: Video: Total Access Opt Out/In Walkthrough
Inventory & Delivery
Physical inventory requires active management every term. Accurate counts, proper organization, and timely return processing directly affect fulfillment for current and future terms.
Run an inventory audit and confirm current counts and identify materials available for reuse.
Confirm campus pickup location, hours, and staffing are accurate and reflected in student communications.
Verify staff have current access to the Total Access Campus Tool and are trained on the Receive Inventory tab for this term if receiving materials in Bulk.
Organize received materials alphabetically by last name (prepack) or log shelf location in the Campus Tool notes field (bulk).
Communicate the student address update window before orders are generated. Address changes only apply to future orders.
Begin reviewing opt-outs and drops at least twice per week once the term starts. Use the Returns tab in the Campus Tool or in the Opt Out Reporting.
Coordinate return of unclaimed and opt-out materials following add/drop. Process in the Campus Tool before shipping back to warehouse.
Consider reviewing data on abandoned and unused materials multiple times a year to ensure inventory is properly maintained.
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Watch out for: Do not redistribute returned or abandoned materials to students without system confirmation or approval from your CSM. Items marked abandoned re-enter local inventory automatically and may be reassigned to another student by the system. Handing them out manually causes inventory inaccuracies and order conflicts. |
For more detail, see: Total Access: Inventory & Delivery Best Practices
Billing & Finance
Your program follows a structured invoice sequence each term. Forecasts are auto-generated 90 days before FDOC once all adoptions are completed. Reviewing each touchpoint on time keeps your program financially accurate.
Review and approve the cost forecast when shared (~90 days before term start, covers ~80% of physical costs).
Compare the forecast to the prior term's actuals and flag variances before approving.
Review invoices at FDOC (remaining ~20% of physical costs).
Reconcile the 30-day activity invoice (~30 days after course start) against actual participation and opt-out data.
Confirm service fee invoice has been received. Issued separately, also ~30 days after course start.
Hold refunds until after your census date or end of add/drop when participation has stabilized.
Review end-of-term true-up invoice.
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Watch out for: The service fee is calculated on attempted credit hours. This includes students who opted out but excludes students who dropped. It is invoiced separately from material costs. Make sure your finance team knows to expect two separate invoices around the 30-day mark. |
For more detail, see: Total Access: Billing & Finance Best Practices
Marketing & Communications
Student and faculty communications need a refresh every term. Outdated content on your program landing page is one of the most consistent sources of avoidable confusion and student support requests.
Review your EDU website to ensure your access program information is easy for students to find. Link to access program landing page in main navigation, student pages and portal as well as home page quick links, hero rotator at the beginning of the term or any highly visited students pages.
Update the program landing page with this term's opt-out deadline, key dates, pickup details, abandoned book policies, and contact information.
Send the initial student announcement before the term begins. Include opt-out deadline, how to access materials, and who to contact.
Add the opt-out deadline to LMS banners and course home pages.
Schedule opt-out reminder emails as the deadline approaches.
Send a faculty communication confirming materials are adopted and accessible for the term.
Update on-campus signage or pickup communications if location or hours have changed.
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Watch out for: Prior-term dates left on your program landing page. Students reference this page when they have questions. Stale opt-out deadlines, old pickup locations, or outdated contact information generate a predictable wave of support requests at the start of every term. |
Technology & Integrations
Your integrations are in place, but a pre-term check prevents the most common day-one access issues. Digital materials generate nightly at 2:00 AM. Confirm setup is complete well before FDOC.
Confirm SIS enrollment data is syncing correctly and feeds are current for the upcoming term.
Verify LMS links are active across all participating courses, including any new or late-added sections.
Confirm course shells exist for all sections participating this term.
Review any course merges or cross-listings that could affect rostering, please communicate these to success@vitalsource.com.
Run a student access test before the first day of class.
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Watch out for: Missing items in the LMS Adoptions added or changed close to FDOC rely on an overnight process to populate. Any issues should be reported to success@vitalsource.com immediately. |
Accessibility
ADA accommodation requests must be managed through your CSM each term. Students can request either digital or physical format, not both. Physical accommodation requests require additional lead time.
Submit physical accommodation requests via success@vitalsource.com. Include student name, course, and material needed and copy your CSM.
Flag any digital-only accommodation requests to your CSM. These are handled manually.
Confirm delivery timing has been communicated to students with accommodations for this term.
Verify any ongoing accommodations from prior terms are carried forward.
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Watch out for: If no physical equivalent can be found for a digital item (common with courseware), the digital order will remain for the student. |
Escalation Quick Reference
When contacting VitalSource, use the right channel to get the fastest resolution. Always include your institution name, course ID, ISBN (if applicable), number of students impacted, and any relevant screenshots.
Adoption issues (missing adoptions, adding/removing materials, format changes): adoptions@vitalsource.com
Widespread student access issues, material delivery corrections: success@vitalsource.com
Damaged or missing physical deliveries (include order numbers and photos): scl@vitalsource.com, copy your CSM
Student support: Direct students to the VitalSource Customer Service Center (24/7 chat available)
All other bookstore questions: Contact your Customer Success Manager directly
Questions about this checklist? Contact your VitalSource Customer Success team at success@vitalsource.com