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Set Up or Edit the Organizational Structure

The Organizational Structure in Faculty Activity Reporting (FAR, Faculty180) outlines the unit hierarchy within the institution and is a key component to data management in FAR. This article will cover how administrators, with the necessary permissions, can setup and manage the organizational structure.

 

Initial Steps

Check out this article on how to Set Up Institution Details for guidance on how to set up the unit designations and academic terms on the Details page. This must be done before setting up the organizational structure.

 

Changing a unit's parent unit or deleting a unit can impact existing data and should not be done without help from Interfolio's technical service team. If there are changes to the institution's organizational structure, complete this form based on the changes and email the completed form to help@interfolio.com.

Please be advised that a "Merge Request" and "Request to Change Parent Unit" is required for any unit to be deleted. If the unit to be deleted has any activities tied to it, the "Merge Request" will indicate which unit the data should be moved to. If the unit to be deleted has subunits, the "Request to Change Parent Unit" should be accompanied with instructions on which Parent unit to use for those subunits.

After submitting this form, faculty files, courses taught, courses, course prefixes, and committees, need to be modified in order to avoid breaking their base data loads.

 

Create New Unit

Manual Setup

Note that making changes to the organizational structure can only be completed by a Unit Administrator with the appropriate permissions.

 

Navigation: Administration > Setup > Organizational Structure

  1. Click Setup under the Administration section of the navigation menu.
    Administration section with Setup highlighted
  2. Click Organizational Structure under the School section.
    School category with Organizational Structure underlined
  3.  Click Add Subunit adjacent to the relevant unit to create a new subunit nested beneath it in the hierarchy.
    -  Click Change adjacent to Parent Unit to select a different unit or subunit, if desired.
  1. Specify the Unit Name and Unit Abbreviation in section A for the new subunit.
  2. Specify the Administrative Rights in section B for the new subunit. 

    Check out this article on how to Define Unit Administrative Access Rights for more information.

     
  3. Scroll to the bottom and click either of the Save buttons when finished.
 
 

Bulk Upload

Check out this article on Bulk Data Uploads for guidance on how to configure a bulk data upload.

 

The Units file should NOT be bulk uploaded under any circumstances.

 
 
 

Manage Units

Note that making changes to the organizational structure can only be completed by a Unit Administrator with the appropriate permissions.

 

1. Navigate to Organizational Structure under Setup

Navigation: Administration > Setup > Organizational Structure

  1. Click Setup under the Administration section of the navigation menu.
    Administration section with Setup highlighted
  2. Click Organizational Structure under the School section.
    School category with Organizational Structure underlined
 
 

2. Edit desired unit

  1. Click the Edit (pencil) icon adjacent to the desired unit to modify.
  2. Make desired changes to the Unit Name, Abbreviation, or Administrative Rights.
  3. Click either of the Save buttons when finished.
 
 

Once organizational structures are completed, all base data files need to have unit abbreviations that match those in the organizational structure.

 

If the unit is not provided to a faculty member in the faculty file, that faculty member will be assigned to the highest unit level.

 

Move Existing Base Data to a Different Unit

Committees

The User Interface (UI) does not allow users to change the unit of a committee.

 

A merge request is highly suggested in this instance. Contact Technical Services to delete the committees tied to a given unit.

 
 
 

Courses

The User Interface (UI) does not allow users to change the unit of a course.

 

A merge request is highly suggested in this instance.

 
 
 

Course Prefixes

It is highly recommended to use a unit merge request to move course prefixes data. However, if needed, you may move a course prefix into a different unit one at a time by following the steps outlined below.

 

1. Navigate to the total Course Prefix unit under Administration

Navigation: Administration > Administration > Course Prefixes > Total

  1. Click Administration under the Administration section of the navigation menu
    Administration section with Administration highlighted
  2. Click Course Prefixes under the Add/Edit section. 
     Add/Edit section with Course Prefixes selected
  3. Click the Total Number link.
 
 

2. Change the unit

  1. Click the Edit (pencil) icon adjacent to the desired course prefix to move.
  2. Click the Change button adjacent to the Unit Assigned To section.
    Change button selected in the Unit Assigned To section
  3. Select the desired unit to assign the course prefix.
  4. Click the Save button when finished.
 
 
 
 

Courses Taught

It is highly recommended to use a unit merge request to migrate courses taught to a different unit. However, if needed, you may move courses taught records to a different unit one at a time by following the steps outlined below.

 

1. Navigate to the total Courses Taught unit under Administration

Navigation: Administration > Administration > Course Taught > Total

  1. Click Administration under the Administration section of the navigation menu
    Administration section with Administration highlighted
  2. Click Courses Taught under the Add/Edit section. 
     Courses Taught selected under Add/Edit
  3. Click the Total Number link.
 
 

2. Change the Unit

  1. Click the Edit (pencil) icon adjacent to the desired course to re-assign.
  2. Select the Prefix of the desired unit to be re-assigned.
    Prefix dropdown selected on the Courses Taught Form
  3. Click the Save when finished.
 
 
 
 

Faculty

It is highly recommended to use a unit merge request to migrate faculty members to a different unit. However, if needed, you may move a faculty member to a different unit one at a time by following the steps outlined below.

 

1. Navigate to the total Faculty unit under Administration

Navigation: Administration > Administration > Faculty > Total

  1. Click Administration under the Administration section of the navigation menu
    Administration section with Administration highlighted
  2. Click Faculty under the Add/Edit section. 
     Faculty selected under Add/Edit
  3. Click the Total Number link.
 
 

2. Change the Unit

  1. Search for the faculty member in the Search box using the Faculty ID or the first and last name.
    Search box selected under Select Faculty
  2. Click the Edit (pencil) icon adjacent to the desired faculty member to move.
  3. Click the Change button adjacent to the Primary Unit section under Position Details.
    Change button selected in the Primary Unit section
  4. Click the Save button at the bottom of the screen when finished.
 
 
 
 

 

 

 

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