Campuses are able to make to changes, modifications, and additions to their organizational chart. We recommend that you make your changes through Core Data, in order to make them available in additional products. If you, however, want to make Outcomes specific changes, you can do so without affecting other products.
What changes can be made?
There are four general types of changes or modification that can be made
- Re-locating Organizational Units
- Hiding Organizational Units
- Non-Identifier Changes
Some types of changes, such as moving or hiding organizational units, cannot be made once assessment data has been entered for that organizational unit (or its related units) for that particular Time Period. The system works to protect historical data in your Outcomes platform.
You can add additional units or courses 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.
You can also add units manually in Outcomes. We strongly recommend talking with your consultant about your goals in doing so, as it should only be done in rare cases where adding is a unit or course is only needed in Outcomes.
Re-locating Organizational Units
You can re-locate existing organizational units in your organizational chart, unless assessment data has been entered for an organizational unit (or its related units/courses).
In order to re-locate units or courses, you will have to perform the action inside of Outcomes from the Settings > Organization Tree. From there, you'll be able to click on the Move action and search for a new parent unit to put it under.
Relocating an organizational unit in Data Management, so that it moves across other Campus Labs products, requires changing the Parent Identifier. See the Core Data documentation for more information.
Hiding Organizational Units
Once an Organizational Unit has been created it cannot be deleted. However, you 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.
If an organizational unit has current or historical assessment data in it, the unit cannot be hidden until the data is moved. In order to hide a unit or course, you can do so by click on the Edit button and then selecting the Hide Unit / Course checkbox and saving (from within the Settings > Organization Tree).
Additionally, the Bulk Hide feature (on the Settings > Organization Tree screen) will allow you to enter the external identifiers of units, courses, and even sections to hide in mass. Please be aware that sections cannot be unhidden once they are hidden, while units and courses can be hidden/unhidden at any time.
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.