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About CourseKey Integration
CourseKey is a third-party vendor specializing in recording student attendance. Campus Cafe offers an integration with CourseKey to facilitate the transfer of information between the two systems. Customers are responsible for contracting with CourseKey directly.
This process integrates courses, students, instructors and enrollments from Campus Cafe to CourseKey. As students are enrolled in courses in Campus Cafe, they will be enrolled in the corresponding CourseKey course. As instructors are assigned to courses in Campus Cafe, they will be assigned to the corresponding course in CourseKey. The process will create in CourseKey students and users who do not exist already in the system.
The process also retrieves attendance from CourseKey and imports it into the Campus Cafe attendance module.
Prerequisites
- Contact CourseKey to obtain your School IDs, Auth Keys and Time Zones for each set
- Establish course sites in Campus Cafe using STParm RCCONO
- All courses must have an associated course site in Campus Cafe
Cautions
- For a single attendance record that spans multiple days, Campus Cafe will record only the total time attended, not the days.
- Customers are discouraged from manually setting a student's individual course last day attended in Campus Cafe and instead allowing the connection to CourseKey to determine the last day attended. Manually adjusting the last day attended in Campus Cafe will delete attendance records after that date in Campus Cafe but not in CourseKey thereby creating a mismatch between systems.
Campus Cafe STParm Configuration
CourseKey Attendance Names (also known as Delivery Method or Attendance Config) must be established in Campus Cafe. Attendance Names are associated with individual Campus Cafe course sections.
- Navigate to Admin > STParm Maintenance
- Locate Parameter Code RGENCD to view a list of existing CourseKey attendance names
- To add an option, in the Parameter Code box enter RGENCD
- In the Parameter Value box enter a short code to describe the option
- Click Add
- In Description enter the Course Key Attendance Name as defined in CourseKey beginning with the enrollment code number. For example, the STParm description of enrollment code 4 (which is sent to CourseKey as attendanceName) also needs to begin with a '4:'(e.g., Internship would be entered as 4:Internship).
- In Long Description enter text to characterize the option
- Click Save and Back
- Repeat steps 3-8 to add additional options
- Refresh the cache by navigating to Admin > Admin Servlet > reload data
Campus Cafe Web App Configuration
- Navigate to Admin > Web App Config
- Locate and set values for the below parameters
Parameter | Description |
COURSEKEY_API_NAME | Enter CC_CKY |
COURSEKEY_AUTO_QUEUE_ITEMS | If set to Y, the system will queue courses and enrollments created prior to the number of days specified in COURSEKEY_COURSE_DAYS_ACTIVE_BEF_BEGIN and COURSEKEY_ENROLLMENT_DAYS_ACTIVE_BEF_BEGIN for creation in CourseKey. |
COURSEKEY_AWARDED_TIME_ATTENDANCE_NAMES | Attendance Names for courses that use the Awarded Time default value. List multiple CourseKey attendance names separated by |. For example: Flexible Lab|Blended Capstone |
COURSEKEY_AWARDED_TIME_MINUTES | Default awarded time in seconds for asynchronous assignments |
COURSEKEY_BASE_URL | If connecting to the CourseKey test environment enter staging.thecoursekey.com If connecting to the CourseKey production environment enter api.thecoursekey.com |
COURSEKEY_COURSE_ADMINS | List of course admin Campus Cafe ID numbers separated by |. Users will be made admins to all CourseKey integration courses. |
COURSEKEY_COURSE_DAYS_ACTIVE_BEF_BEGIN | Number of days before course begin date that courses are setup in CourseKey |
COURSEKEY_COURSE_NAME_FORMAT | Controls the short name of the course section created in CourseKey. Variables supported are @SEMESTER@, @COURSE_NUMBER@, @COURSE_SECTION@, @COURSE_TITLE@ and @SEMESTER_DESCRIPTION@. For example, for the Fall 2021 class (Intro to Math, MTH101, Section 4 setting this value to @COURSE_NUMBER@ - @COURSE_SECTION@: @COURSE_TITLE@ in @SEMESTER_DESCRIPTION@ would create the section in Canvas called "MTH101 - 4: Intro to Math in Fall 2021" |
COURSEKEY_COURSE_OWNER | CouseKey username (email) of course owner. Must be valid user for all CoursKey Auth Keys. |
COURSEKEY_COURSE_TITLE_FORMAT | Controls the long title of the course section created in CourseKey. Variables supported are @SEMESTER@, @COURSE_NUMBER@, @COURSE_SECTION@, @COURSE_TITLE@ and @SEMESTER_DESCRIPTION@. For example, for the Fall 2021 class (Intro to Math, MTH101, Section 4 setting this value to @COURSE_NUMBER@ - @COURSE_SECTION@: @COURSE_TITLE@ in @SEMESTER_DESCRIPTION@ would create the section in Canvas called "MTH101 - 4: Intro to Math in Fall 2021" |
COURSEKEY_CUTOVER_SEMESTER | The Campus Cafe semester numerical code (e.g. 20210) of the first semester to sync between Campus Cafe and CourseKey |
COURSEKEY_EMAIL | Email account that should receive Campus Café CourseKey Connector error notifications. Can enter multiple emails separated by commas. |
COURSEKEY_ENROLLMENT_DAYS_ACTIVE_AFT_END | Enrollments will stop syncing after the course end date if this is set to 0. Set a higher number for enrollments to stop syncing after the course end date. For example, set 5, enrollments would stop syncing file days after the course end date. |
COURSEKEY_ENROLLMENT_DAYS_ACTIVE_BEF_BEGIN | Enrollments will sync for registrations starting the entered number of days prior to the course start date. Registrations that occur prior to this date will not be processed in CourseKey unless COURSEKEY_AUTO_QUEUE_ITEMS is set to Y. |
COURSEKEY_EXPORT_BASE_URL | If connecting to the CourseKey test environment enter services-dev.thecoursekey.com If connecting to the CourseKey production environment enter services.thecoursekey.com |
COURSEKEY_EXPORT_TIME_ATTENDED_DAYS_PRIOR | The number of days of attendance to retrieve from CourseKey and import to Campus Cafe. This should be double the amount of the frequency you run the export. For example, if you run the export daily, then the minimum value here would be 2. This will allow the process to 2 chances at retrieving time attended. |
COURSEKEY_INSTRUCTOR_ADD_ONLY | If set to Y, the connector will only add instructors from Campus Cafe courses to CourseKey sections. If set to N, the connector will add instructors and remove them from CourseKey courses if removed from Campus Cafe courses. |
COURSEKEY_NO_ATTENDANCE_SESSION_SYNC | CourseKey attendance names that do not sync sessions with CourseKey. List multiple CourseKey attendance names separated by | For example: Flexible Lab|Blended Capstone |
COURSEKEY_REMOVE_FROM_QUEUE_DAYS | How long to keep a technical log of sync actions. Campus Cafe recommends "30" |
COURSEKEY_SEND_EMAIL_TO_NEW_USER | If set to Y, CourseKey will send newly created users in CourseKey an email with instructions for logging in |
COURSEKEY_SET_USER_PASSWORD | Users created by the connector in CourseKey will have their password set to their Campus Cafe password. If no Campus Cafe password exists, the password will be set to the Campus Cafe maintenance password. |
COURSEKEY_TIMEZONE | Enter the timezone of your institution. US/Eastern; US/Central; US/Mountain or US/Pacific Case sensitive |
COURSEKEY_USE_LMS_EXCLUDE_FLAG | If set to Y, then courses with the Exclude from LMS box checked will not be included in the integration |
Campus Cafe Custom Control Configuration
- Navigate to Admin > Custom Control Maintenance
- Locate ProgramID CRSKEYAUTH
- Next to CRSKEYAUTH Sequence 1, Paramater 1 click the pencil icon
- In Parameter Value 1 box enter the Course Key Auth Key and time zone separated by two pipes || Time zone format is in the tz database format For example US/Eastern. Complete list.
- In Parameter Value 2 box enter the Course Key School ID and course site separated by two pipes ||
- For an additional Auth Key /School ID pairs use Parameter Value 3 (for the Auth Key and time zone) and Parameter Value 4 (for the School ID and course site). May use all available parameter values to accommodate additional pairs. Click Save (If more than five pairs are required create a Prog ID CRSKEYAUTH Seq #2. )
Configure Courses
Attendance Name
All course sections must be associated with a CourseKey Attendance Name to indicate the type of attendance.
- Navigate to Filters > Courses
- Locate the desired course and click the magnifying glass next to it
- Click the Codes tab
- In Enrollment Code 4 choose the attendance name
- Click Save
Hours
Blended courses must be configured with the number of synchronous and asynchronous hours.
- Navigate to Filters > Courses
- Locate the desired course and click the magnifying glass next to it
- Click the Course tab
- In Contact Hours enter the number of synchronous hours
- In Lab Hours enter the number of asynchronous hours
- Click Save
Manual Sync
Enrollments and course creations and changes made in Campus Cafe will be queued to send to CourseKey. To send these changes to CourseKey for processing, launch the manual sync.
Permission #1236 is required to access this function.
View number of pending changes
- Navigate to Registrar > LMS Management
- Click Switch to CourseKey View
- The number next to Unprocessed Queue Entries Count indicates the number of changes waiting to sync.
Queue enrollments and send to CourseKey
You can direct Campus Cafe to send all enrollments for an entire semester or specific course or specific section to CourseKey regardless of when the students registered.
- Navigate to Registrar > LMS Management
- Click Switch to CourseKey View
- In the Semester Box enter the Campus Cafe semester code (e.g. 202110)
- Optionally, to limit the enrollments all sections of a course, in the Course box enter the full course code (e.g. MTH100)
- Optionally, to limit the enrollments to a single section of a course, in the Section box enter the section number (e.g. 14)
- Click Add Enrollments to API Queue
Queue courses to be created in Canvas
You can direct Campus Cafe to create all courses for an entire semester or specific course or specific section.
- Navigate to Registrar > LMS Management
- Click Switch to CourseKey View
- In the Semester Box enter the Campus Cafe semester code (e.g. 202110)
- Optionally, to limit course creations to all sections of a course, in the Course box enter the full course code (e.g. MTH100)
- Optionally, to limit course creations to a single section of a course, in the Section box enter the section number (e.g. 14)
- Click Add Courses to API Queue
Process all pending changes
This queue represents all changes (enrollments, changes to names, etc.) made in Campus Cafe that are waiting to be sent to CourseKey.
- Navigate to Registrar > LMS Management
- Click Switch to CourseKey View
- The number next to Unprocessed Queue Entries Count indicates the number of changes waiting to sync
- Click Click Here to Manually Run queue processor for 100 entries
- If necessary, click Click Here to Manually Run queue processor for 100 entries again to process the next 100 entries and repeat until nothing remains in queue
Automatic Sync
After testing the connection, contact Campus Cafe support to request a near real-time connection be activated if desired. Changes made in Campus Cafe will typically update in CourseKey within a half hour.
Upon Sync Error
If a change cannot be made in CourseKey, the system will send an email to the email address listed in the Web App Config COURSEKEY_EMAIL. The email will only be sent for changes that fail. Other transactions in the queue that did not encounter issues will still process. Put another way, a single failure will not prevent other changes from processing.
Queue History Log
The queue history log shows the results of synchronization attempts between Campus Cafe and CourseKey. For example, if a student's enrollment is not transferred to CourseKey, the history log will show why.
Access the log
- Log in to Campus Cafe
- Navigate to Registrar > LMS Management
- Click Queue History Log
Importing CourseKey attendance into Campus Cafe
You can direct Campus Cafe to import time attended data for all CourseKey courses that belong to the School IDs and Auth Keys that have been configured (see section Campus Cafe Custom Control). Remember to set the import specific Campus Cafe Web Application Configurations COURSEKEY_EXPORT_BASE_URL and COURSEKEY_EXPORT_TIME_ATTENDED_DAYS_PRIOR (see section Campus Cafe Web App Configuration).
Manual Sync
- Navigate to Registrar > LMS Management
- Click Switch to CourseKey View
- Click Run Student Time Attended Import
Automatic Sync
After testing the manual sync, contact Campus Cafe support to request a scheduled import to be activated if desired. Changes made in Campus Cafe will typically update in CourseKey with a nightly import.
Upon Sync Error
The system will send an email to the email address listed in the Web App Config COURSEKEY_EMAIL, every time the import is run. The email will provide a summary of records imported as well as any errors for records that were unable to updated in Campus Cafe.