Procedures for updating the Academic Organization Tree

Procedures for Updating Academic Organization Tree

Effective March 25, 2005

 

 

Background

 

The Academic Organization Tree is a single structure that is shared by all 23 colleges, and only one user can update this tree structure at a time.  Colleges would submit a request to obtain a ‘timeslot’ from Client Services whenever they needed to update their portion of the tree.  This practice worked well in V7.6; however in V8 a new effective dating edit requirement has been added whenever Academic Organization Tree changes are made.  This effective dating used in the tree structure must be in strict compliance with all 23 colleges effective dates of their individual Academic Organizations or severe catalog/class schedule security issues can arise.

 

 

Action Items

 

bullet  College staff will no longer update the Academic Organization Tree due to effective dating requirements inherent in V8 and need for centralized coordination/administration. 

 

bullet College staff will create the new Academic Organization data using the Setup panels.  The navigation is Home > Design Student Administration > Design Academic Structure > Setup > Academic Organization Table. 

 

bullet The effective date used when creating the Academic Organization must adhere to the following criteria:
bullet 01/01/xxxx - if the Academic Org. becomes active for a Spring term
bullet 05/01/xxxx - if the Academic Org. becomes active for a Summer term
bullet 08/01/xxxx - if the Academic Org. becomes active for a Fall term

 

bullet College will use IssueTrak to submit a request for the Academic Organization Tree to be updated.  SIS Student Records should be selected as the Issue Type.  The college will need to specify all the Academic Organization(s) that are to be added to the tree and indicate their placement within the tree structure.

 

bullet ITS staff will check to ensure that the requested Academic Organization data has been created and that the effective date(s) adheres to the guidelines.  ITS staff will create a new effective dated Academic Organization Tree entry using these same effective date guidelines.  The requested Academic Organization(s) will be inserted into the tree according to the specifications supplied.  The Academic Organization security update process will then be run, using the same effective date for the run control ‘as of’ date.

 

bullet ITS staff will update the IssueTrak ticket when their work is completed.