Campuses are able to make to changes, modifications, and additions to their organizational chart. Before doing anything, campuses should reach out to their Campus Labs Consultant as soon as possible in the process. Campus Labs will need to Sync any changes in Core Data to Outcomes.
We will work you through the effects any changes will have on your site and guide you through the process to make it as quick and easy as possible. Changes to the organizational chart require inputs from both the campus and Campus Labs. Please reach out early in the process.
If you are using, or will be using, the Campus Labs Course Evaluation product, your choices will affect both products.
When should you make changes?
Some types of changes, moving or hiding organizational units, cannot be made once assessment data has been entered for that organizational unit for any academic year. The system works to protect historical data in your Outcomes platform. Other types of changes can made but making changes during times of high usage can create user confusion possibly resulting in incomplete or bad data.
When a campus initializes a new academic year, the Outcomes platform will appear without data. Settings and organizational charts will be copied over but the site will be blank in terms of assessment data. This is a great time to make changes to your organizational unit. No data has yet been entered and we recommend initialization occurs during low usage times.
How to make changes?
First, please contact your Campus Labs consultant to discuss any potential changes. We will need to know what changes you are making to be able to Sync your Outcomes product with the newly imported Core Data files.
For any change being made, regardless of the type of change, Campus Labs will need some type of documentation in order to verify what changes are being made. We provide a worksheet that can be downloaded, filled out, and sent to your Campus Labs Consultant. If a campus has already documented the changes in another format, please feel free to pass that along instead.
The worksheet can be located through the link at the bottom of this page.
What changes can be made?
There are three general type of changes or modification that can be made
- Re-locating or Hiding Organizational Units
- Non-Identifier Changes
You can add additional units to your organizational chart. The Organizational Units file works on an add/update protocol. This means you don't have to re-create your entire organizational chart just to make additions. Instead, campuses can prepare an Organizational Units file with the additions only. Once validated and imported through Core Data, these files will be added to the existing organizational chart. Please keep the reporting features in mind when thinking about changes and follow the standard guides provided by Technical Resources.
Re-locating or Hiding Organizational Units
You can re-locate existing organizational units in your organizational chart. If assessment data has been entered for an organizational unit, the unit cannot be relocated.
Relocating an organizational unit requires changing the Parent Identifier.
This will change the parent-child relationships and can have an affect on the reports that can be produced. When a unit is relocated, anything attached to it will follow. This includes other organizational units, courses, and academic programs.
In the example below, we can see that the Economics units is a child unit of the College of Arts and Science. The Economics unit also has the courses Economics 105 and Economics 550 attached to it.
Imagine that this campus has recently undergone some institutional changes. The campus has now placed the Economics unit in the College of Business. After consulting with Campus Labs, the campus would need to import a new Organizational Units file with the College of Business now being the parent unit of Economics by changing the Parent Identifier of Economics.
We can see that Economics is now the child unit of the College of Business and that the courses attached to Economics followed it.
Once an Organizational Unit has been created it cannot be deleted. However, we can hide the organizational unit so no one sees it or contributes data to it. Hiding a unit cuts off access to it by any user. No one will see it in the platform and no one will be able to contribute data to it or do any type of work in the unit. When a unit is hidden, anything attached to it will follow. This includes other organizational units, courses, and academic program. If a campus still wants to access these other units, courses, or programs, they will need to be re-located.
Only Campus Labs can hide units. If an organizational unit has current or historical assessment data in it, the unit cannot be hidden until the data is moved. Please reach out to your consultant to learn more about he process and discuss the best method to accomplish your campus's goals.
Non-identifier changes refer to changes that will not affect reporting functions. This includes changes to the Name, Acronym, and Type fields.
- Changing the name field will change the visual display of the organizational unit in various places in the platform without affecting reporting capabilities.
- Changing the Acronym does not have and real affect on your Outcomes platform.
- Changing the Type changes the type designation of the organizational unit. This does not have any real affect on the reporting capabilities.