Ambassador (Course Materials)

About Ambassador Integration

Ambassador Education Solutions provides institutions a method to aggregate access to and purchasing of print and digital course materials for students.

The Campus Cafe integration generates select comma separated value (csv) files that adhere to Ambassador specifications and sends them to the vendor via secure secure file transfer protocol (SFTP) on a predetermined schedule.

Configuration

All configuration of Ambassador is undertaken by Campus Cafe support. There is no self-service option.

Semesters

Institutions must provide Campus Cafe a crosswalk of Campus Cafe semester codes with semester codes recognized by Ambassador. Semesters created after the initial crosswalk table must be reported to Campus Cafe support for inclusion in the files.

Campus Codes

Institutions must provide Campus Cafe a crosswalk of Campus Cafe student degree sites with Ambassador campus codes. New degree sites created after the initial crosswalk table must be reported to Campus Cafe support for inclusion in the files.

File Transfer & Transfer Schedule

Institutions must provide Campus Cafe their Ambassador SFTP username and password and a desired schedule to transfer files. The period between file transfers must be at least four hours. If the Ambassador SFTP username or password is changed, this information must be communicated to Campus Cafe.

Vouchers/Spending Limits

Book vouchers are limits on what students can spend from their financial aid funds. These are recorded in Campus Cafe using activities.

Institutions must create an activity in tracking member BURSAR with the template name "BOOK LIMIT - VOUCHER"

Activities are associated with a student to indicate the spending limit.

• The spending limit amount should be entered in the Amount Due field
• The expiration date should be entered in the Due Date field
• If the student is exempt from sales tax enter "Exempt" (not case sensitive) in the Customizable Description 1 field

Files Generated

Campus Cafe generates four Ambassador files. All files include students enrolled in courses up to 30 days prior to the course start date, and not beyond 21 days past the start date, and where no final grade has been assigned.

Student File

• Student ID number
• First name
• Last name
• Current major (first major only) 
• Mobile phone number
• Student (degree) site to serve as the Ambassador campus code
• If the student is exempt from sales tax

Student Course File

• student ID number
• First name
• Last name
• Semester
• Course code (e.g. MTH100)
• Course start date
• Transaction date (date file generated)

Student Emails File

• First name
• Last name
• Email (Campus Cafe preferred email)
• Semester (if student enrolled in more than one term the highest numbered term)
• Student (degree) site to serve as the Ambassador campus code

Student Spending File

• Student ID number
• Student (degree) site to serve as the Ambassador campus code
• Semester
• Amount allowed to spend

Transaction Spending File from Ambassador 

Ambassador provides a transaction file indicating amount(s) spent by students on course materials for transfer to the student's ledger (bill). Institutions may download this file by signing in to the Ambassador server. The automated transfer of this file is not supported.

Once downloaded, the file should be reviewed. The Campus Cafe import supports students appearing only once in the file. Students who appear multiple times must be aggregated into one line or moved to a separate file.

To import the file, use One-Time Billing and select the transaction code associated with course materials expenses.