Faculty Guidance - Textbook Orders and Third-Party Integration Processes
Overview
To ensure course cost transparency, student success, and institutional compliance, all textbook orders and third-party technology integrations must follow established university procedures. These processes safeguard students, uphold security standards, and foster academic excellence.
What is a Third-Party Integration?
A third-party integration is an external tool, application, or service that connects with the learning management system (LMS) to provide additional teaching and learning resources, such as publisher materials or other instructional content.
Textbook Orders and Course Materials
Required Process
All course materials, including textbooks, digital resources, and third-party tools with associated costs, must be ordered through the GVSU Laker Store well in advance of each semester.
Timeline Requirements
- Fall Semester: Target due date is February 25
- Winter Semester: Target due date is March 25
- Summer Semester: Target due date is October 25
Why This Matters
- Student Transparency: Students receive accurate cost information before registration
- Financial Planning: Early submission of textbook orders is critically important for student financial aid access. Financial aid offices need advance notice of course costs to properly calculate aid packages and ensure students receive adequate funding. When textbook orders are submitted late or costs are unknown at registration, students may find themselves with insufficient financial aid to cover required materials, potentially forcing them to take on additional debt, work extra hours, or go without required resources. This advance planning process ensures that the true cost of education is transparent and that financial aid can be appropriately allocated to support student success.
- Compliance: Supports Student Senate resolutions on course cost transparency
- Accessibility: Ensures materials meet accessibility requirements
Important Considerations Before Requesting Integration
Before proceeding with any third-party integration request, faculty should carefully consider the following factors:
Your Responsibilities as Faculty Requester
By requesting a third-party integration, you are agreeing to serve as:
- The designated tester during implementation
- The primary vendor contact throughout the process
- The first-line support for student and faculty questions about the tool
Security and Privacy Requirements
All third-party tools must comply with:
- FERPA regulations for student data protection
- GVSU data security policies
- Accessibility standards (ADA compliance)
Student Financial Impact
- Tools requiring student payment need additional approvals from Registrar, GVSU Laker Store, or the Provost’s Office
- Consider alternatives within GVSU's enterprise solutions first
- "Free" tools may involve hidden costs through data collection or advertising
- Late integration requests can disrupt students' financial aid planning
Support and Training Considerations
- Plan how students will learn to use the technology
- Identify who students contact for technical issues
- Ensure backup plans if the integration fails or becomes unavailable
Third-Party Technology Integrations
When Integration is Required
You need to request a third-party integration when you want to use external tools or platforms that meet any of the following criteria:
- Connect directly to Blackboard or
- Require student data access or
- Involve Learning Tools Interoperability (LTI) functionality or
- Store or process student information
Before Requesting Integration
1. Check Available Options
Review the current list of approved integrations already available in Blackboard, including:
- Panopto (video)
- Zoom (meetings)
- Google Assignment
- Respondus Lockdown Browser
- Pearson, McGraw Hill, Cengage content
- And many others
2. Required Lead Time
- Minimum: Submit requests at least three months before the semester begins
- Recommended: Submit during the previous semester's planning period
- Implementation can take up to three months for testing and security review
Integration Request Process
Step 1: Submit Official Request
Use the 3rd Party Integration Request Form through GVSU's service portal.
Step 2: Required Information
Prepare the following details:
- Integration name and vendor information
- Course details: Course IDs, sections, and approximate student count
- Vendor contact information
- Integration type: LTI or REST API
- Documentation links for technical implementation
Step 3: Compliance Review
You must provide evidence of compliance in the following areas:
- FERPA Compliance: Submit documentation showing the vendor's end user license agreement has been reviewed for FERPA compliance, student privacy, and security. This typically includes a signed vendor agreement or compliance statement indicating how student data will be protected, who has access to it, and how it will be stored and disposed of.
- Accessibility Support: Provide evidence that the vendor offers accessibility support, WCAG 2.0 AA compliance, or has VPAT (Voluntary Product Accessibility Template) documentation available. This may include vendor accessibility statements, compliance certificates, or detailed accessibility feature documentation.
- Support Plan: Describe in detail how students will receive training and technical support, including specific contact information and procedures.
- Cost Analysis: Document any financial impact on students or the institution, including licensing fees, subscription costs, or required student purchases.
Step 4: Submit and Wait for Approval
After submitting your complete request, eLearning Technologies will review and process your integration request, which may take up to 3 months.
Recommended Alternatives
GVSU Enterprise Solutions
Before requesting external integrations, consider these university-supported options:
- Blackboard for course management and content delivery
- Panopto for video creation and streaming
- Zoom for virtual meetings and classes
- Microsoft Office 365 for productivity and communication
Benefits of University Solutions
- Full support from GVSU IT and eLearning Technologies
- Guaranteed accessibility compliance
- No additional costs to students
- Data security aligned with university policies
- Integration with campus systems for analytics and student success initiatives
Emergency Situations
Last-Minute Needs
If you discover a critical need for a third-party tool after the semester begins:
- Contact eLearning Technologies immediately for guidance
- Work with the GVSU Laker Store to address any cost implications
- Provide a detailed justification for the urgent need
- Accept extended implementation timelines due to security review requirements
Alternative Solutions
Consider these temporary approaches:
- Use available GVSU enterprise tools
- Implement non-integrated versions of external tools
- Provide direct links to external resources through Blackboard
- Defer integration to the following semester
Resources and Support
Primary Contacts
- eLearning Technologies: (616) 331-2101 or [email protected]
- GVSU Laker Store: (616) 331-2450 or [email protected]
- Integration Request Form: Available through the GVSU service portal
Documentation
- Available Blackboard Integrations
- Integration Request Process Guide
- Social Media and Third-Party Tools Policy
Questions
For questions about these processes or assistance with planning your course technology needs, contact:
- eLearning Technologies for integration questions
- The GVSU Laker Store for textbook and material orders
- Your department chair for policy clarification
Following these procedures ensures the best experience for your students while maintaining compliance with university policies and supporting institutional student success initiatives. If you have questions about the content of this document, please get in touch with AVP Felix N. Ngassa.