Setting Up Organization Data

This chapter discusses how to:

• Define organization groups and contacts.

• Create or load external organization codes.

• Set up external subject categories and term sessions.

See Also

Adding Organizations to Your Database

Managing Organization Data

Loading External Organization Data

Defining Organization Groups and Contacts

To define organization groups and contacts, use the Organization Group Table component (ORG_GRP_CD_TABLE) and the Contact Type Table component (ORG_CNTCT_TYPE_TBL).

This section provides an overview of group types and discusses how to:

• Define organization group types.

• Define contact types.

Understanding Group Types

Group types and codes within each group type enable you to group similar organizations at a high level and further define them into specific categories. For example, in admissions, you can group organizations according to their academic quality by setting up a high-level group type of Academic Quality. Within that group type, you can further identify each organization in the group by assigning group codes of Below Average, Average, and Highly Competitive. Some organization group types are predefined when your system is shipped. Review these to be sure they meet your institution's needs; create others if necessary.

You can also set up the types of contact persons typically available to your institution. Contact types help you to identify the role of the contact person at each organization in your database. For example, you might indicate in that the contact for Cottonwood High School is Mr. Raymond Scott, but you probably also want to specify whether he is a teacher, guidance counselor, or the principal.

Although these examples relate to schools, group types, group codes, and contact types can help you organize all types of organizations in your system.

Pages Used to Define Groups and Contacts

Defining Organization Group Types

Access the Organization Group Table page

Enter information to define the organization group that you want to create.

Defining Contact Types

Access the Contact Type Table page.

Enter information to define the organization contact type that you want to create.

Creating or Loading External Organization Codes

To create or load external organization codes, use the External Organization Code Type Table component (EXTORGCDTYPE_TABLE).

This section provides an overview of organization codes and discusses how to create or load external codes for organization types.

Understanding External Organization Codes

Load or set up external agency codes to make them available to associate with organizations. For example, if your institution loads Enrollment Planning Service (EPS) market codes, the load process enters each code on the External Organization Code Type table. Those codes are then available for you to assign to organizations on the Organization External Codes page.

See Also

Loading and Assigning EPS Market Codes

Page Used to Create External Organization Codes

Loading or Defining External Codes for Organization Types

Access the External Organization Code Type page.

Code Type Option

Setting Up External Subject Categories and Term Sessions

To set up external subject categories and term sessions, use the External Subject Table component (EXT_SUBJECT_TBL) and the External Term component (EXTERNAL_TRM_TABLE).

This section provides an overview of external subject categories and term sessions, and discusses how to:

• Define external subject categories.

• Define external term sessions.

Understanding External Subjects, Terms, and Courses

External subjects are general subject areas that you define for the purpose of categorizing external courses.

Set up external subject categories to broadly identify the subjects offered at external institutions. Use those categories to identify which institutions offer courses in those subjects. For example, perhaps one of the entrance requirements at your institution is four years of high school English. Various high schools offer classes titled 17th Century English Literature, Mystery Writers of America, and A Journey through Time with Shakespeare. When these classes appear on a student's transcript they do not readily translate as English courses. If you create a broad external subject of English, you can assign these courses to it to help track your institution's English requirements. Use the School Course Classification page to record the specific course offerings for each subject area.

When you track information regarding external institutions for a prospect, applicant, or student, you should know the specific term to which that information is related. For example, when you enter external transcript or external transfer credit information, you should record the term to which the transcript information pertains. Because external institutions use various term structures, possible terms should be available to help identify that particular organization's term structure. Some external terms are redefined translate values. Review these values to verify whether they meet your institution's needs and create others if necessary. You can also set up how you want the system to convert external term sessions to your term structure.

See Also

Processing Transfer Credit

Pages Used to Set Up External Subject Categories and Term Sessions

Defining External Subject Categories

Access the External Subject Table page.

Academic Interest

Select this check box to permit this code to be used as both an academic interest code and an external subject code. Academic interests are external subject areas in which a prospect or applicant has expressed interest that might not be offered by your program. If you want to record those interests for recruiting and analysis purposes, define them here. When you enter external subjects for a prospect or applicant on the Education page, all codes defined in this table are available. When you enter academic interests for a prospect or applicant on the Academic Interests page, only the codes that are defined as academic interests on this page are available.

See Also

Tracking Supporting Prospect and Applicant Information

Tracking External Education Information

Defining External Term Sessions

Access the External Term Table page.

Additional Information

Internal Term Type Conversion

See Also

Setting Up Unit Conversions