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Inclusive Access (IA) Enrollment and Activity Report - Best Practices

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Brook Mecham
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Inclusive Access (IA) Enrollment and Activity Report - Best Practices

What is it?

The Publisher IA Enrollment and Activity Report is a Publisher facing report with IA enrollment metrics by Institution, Course, and Product.

This report can help publishers and their sales team understand VitalSource IA activity during rush, using real-time data.

**In order for sections to be present on this report, the catalog in which they reside must be “active.” If you are unable to find sections for an institution, contact the bookstore to ensure that the catalog has been activated.

Continue reading for information on the IA Enrollment and Activity Report, or view the IA training video on this page. Alternatively, you can watch the video here.

Top 4 Use Cases

  1. View live enrollment count for courses that are about to start, or have started. (2:43)
  2. View live opt-out count for courses that have started. (3:43)
  3. View the percentage of enrolled students with access to the content in a course. (4:34)
  4. View the Invoice date to determine when census reporting and payment will occur. (5:30)
  5.  

The Report

Report Location

**You will require a Manage Account with the proper permissions to view this report. If you can not access the report, please request access by emailing publishercsm@vitalsource.com.

This report can be accessed from Manage by clicking the “hamburger icon.”

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Then click “Reporting & Analytics” and then the IA Enrollment Activity report.

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Or visit , select the Operational tab, and then the Publisher IA Enrollment Activity.

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The Report Filters

  1. This is the Term Start Date. Select a range to filter the report to results that start during a specific time frame. This filter will default to a date range that starts two weeks in the past and ranges forward 8 weeks from the current date (10-week timeframe).

  2. This is the Institution name as it appears in Manage

  3. Billing ISBN and item

  4. Publisher (child or parent) name as it appears in Manage

  5. Participation Model showing opt-in or opt-out

  6. Department and Course name

  7. Active or Inactive Section Status

  8. Clears all filters

  9. Download the report

Filtering the Report:

  1. Select the appropriate values for Term Start Date, Institution(s), ISBN(s), Publisher(s), Participation Model, Department/Course, and Section Status that will narrow the report to the records you intend to review.

  2. Click Apply for each.

**Note: Term, Institution, Billing ISBN, and Publisher will remain filtered until Clear All is clicked.

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How to Use the Report

A list of the fields and their definitions can be found here.

**Note: We recommend that you download the report prior to working with it.

Use Case 1: View live enrollment count for courses that are about to start, or have started.

Ensure that courses that are starting soon have the expected enrollments, or investigate reported issues of large-scale content inaccessibility, which can be caused by lack of enrollment in a course.

  1. Use the Institution filter to narrow the scope of the report to the school in question.

  2. Use the Term Start Date filter to narrow the results to the upcoming term in question.

  3. Optional: use the Department and Course filter to narrow the results to a relevant course or courses.

  4. Review the Enrolled count.

Next steps:

  • If the enrollment count is lower than expected, contact the bookstore to ensure that the students are enrolled in the SIS data and that the enrollment data is being passed to VitalSource.

**For bookstores run by Barnes & Noble College, the phrase “contact the bookstore” should be interpreted as “contact the Barnes & Noble Home Office Team.”

Use Case 2: View live opt-out count

Track opt-out levels live, to proactively identify any courses with high opt-out rates, or to review opt-out levels for courses with reported issues.

  1. Use the Institution filter to narrow the scope of the report to the school in question.

  2. Use the Term Start Date filter to narrow the results to the upcoming term in question.

  3. Optional: use the Department and Course filter to narrow the results to a relevant course or courses.

  4. Review the Opt-Out count.

You can also download the report to sort and filter by high counts of Opt-Outs.

Next Steps:

  • If opt-out rates are higher than expected, contact the bookstore for investigation.

**For bookstores run by Barnes & Noble College, the phrase “contact the bookstore” should be interpreted as “contact the Barnes & Noble Home Office Team.”

Use Case 3: View the percentage of enrolled students with access to the content in a course

View and track the number of students with access to content in a course or courses.

  1. Use the Institution filter to narrow the scope of the report to the school in question.

  2. Use the Term Start Date filter to narrow the results to the upcoming term in question.

  3. Optional: use the Department and Course filter to narrow the results to a relevant course or courses.

  4. Review the Pct with Content count.

Next Steps:

  • If the number of students with access to content is not as expected, contact the bookstore for investigation.

**The Pct with Content field includes students who are marked as continuation, and who are not paying for the content during this term. These students will not count toward your revenue.

** For bookstores run by Barnes & Noble College, the phrase “contact the bookstore” should be interpreted as “contact the Barnes & Noble Home Office Team”

Use Case 4: View upcoming invoice dates to determine when census reporting and subsequent payment will occur.

Want to gauge when you’ll get paid?

  1. Use the Institution filter to narrow the scope of the report to the school in question.

  2. Use the Term Start Date filter to narrow the results to the upcoming term in question.

  3. Optional: use the Department and Course filter to narrow the results to a relevant course or courses.

  4. Export the Report by clicking Download.

  5. Sort the report by Invoice Date from earliest to latest to identify the first date by which VitalSource will finalize enrollment counts, and generate and send invoices.

  6. The exact timing of when you, the Publisher, gets paid is based on your contract terms with VitalSource.

**You can also calculate your estimated upcoming payment by multiplying the Enrolled count by the Price to Bookstore, however enrollments may still change after invoice date, and these calculations should not be viewed as a final statement.

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