Division Group Definitions

Important

Information and features vary according to the roles to which you belong and the permissions associated with those roles. For more information, contact your module manager or your campus support team.

Use this page to manage definitions for groups of divisions. Division groups can save time creating transcripts and grade reports. Instead of creating them one division at a time, you can create them for a division group.

For example, if Undergraduate and Graduate divisions run grade reports at the same time, you could put them in one division group, while putting Medical and Law in another group, if their reporting schedule coincides. You may also want to create division group with all divisions in it.

Tip

You must create at least one division group, even if you have only one division. For example, if you have only an Undergraduate division, then create one division group called "Undergraduate" or "All".

Division Groups are also useful when a student is in more than one division. On their Student Information pages, you can select a division group to represent their several divisions.

Desktop Location

You can manage the definitions in Desktop, too, on the Division Group Definition window. Changes you make in Desktop apply to J1 Web and vice versa.

Database Location

The definitions are stored on the Division Group Definition table (div_grp).

When they're selected on the Student Information Details page, General Information tab, they're saved in the Degree History table (student_master.div_grp_cde).

Where Division Group Definitions Are Used

The definitions are used on Student Information Details page, General Information tab, under the Demographics heading. They're available to select in drop-downs when you edit the page.

In Desktop, the definitions appear on the Student Information window, Student tab, Student Master subtab, Division group.

Fields

Code: Required and must be unique. Up to 2 characters. Appears in drop-downs with Description, but doesn't appear in the field after it's selected.
Description: Required. Up to 30 characters. Appears in drop-downs with Code, and appears in fields after it's selected.
Division Group Associations: The divisions that belong to the group. The Manage associations button shows the number of associated divisions. Clicking it opens the Manage Associations pop-up where you can add or remove divisions from the group.

Permissions

Permission to manage division group definitions is available in these roles:

Registrar
Registration Module Manager

The permission required is "Can manage division group definitions".

How To

View Division Group Definitions

From the Registration Administration hub, click Hub options.
Click Manage Definitions, and select Division group definitions. The Division Group Definitions page opens.
To filter the definitions, enter a phrase in the Quick Filters field. To remove a filter, click its Remove icon .
To temporarily sort the definitions, click the heading of the column you want to sort on. Click once for ascending order and again for descending order. The definitions are sorted for this viewing of the page, but the next time you view or refresh the page, it will return to its default sorting.
To view, add, or remove divisions from a group:
1. In the Division Group Associations column, click the Manage associations button for any row. The Manage Associations pop-up appears with a list of associated divisions.
2. To remove a division from the group, click the Remove icon .
3. To add a division to the group, click in the Division field under Add Associations. Begin typing the name of the Division, and select it from the list that appears. You can add more than one. Click the Update button.

Create Division Group Definitions

Click the Create definitions button. The Create Division Group Definitions pop-up appears.
In Code, enter up to 2 characters. Required. Must be unique. Appears in drop-downs with Description, but doesn't appear in the field after it's selected.
In Description, enter up to 30 characters. Required. Appears in drop-downs with Code, and appears in fields after it's selected.
Click Create and close or Save and create another.
To view, add, or remove divisions from a group:
1. In the Division Group Associations column, click the Manage Associations button for any row. The Manage Associations pop-up appears with a list of associated divisions.
2. To remove a division from the group, click the Remove icon .
3. To add a division to the group, click in the Division field under Add Associations. Begin typing the name of the Division, and select it from the list that appears. You can add more than one. Click the Update button.

Edit Division Group Definitions

Click the Edit icon on the row of a definition. The Edit Division Group Definition pop-up opens.
You can edit the Description. Up to 30 characters. Required.
Click Update.

Delete Division Group Definitions

Select the checkbox next to each definition you want to delete.
Select Delete from the Options drop-down. The Delete Definitions? pop-up opens.
The Delete Definitions? pop-up lists the selected definitions in two categories:
- Ready to Delete: Definitions that can be deleted.
- Unable to Delete: Definitions that can't be deleted, either because they're in use or are protected by the system.
If you decide not to delete one or more of the definitions listed under Ready to Delete, click the Remove icon to remove them from the list.
When you're sure you want to delete all the rows listed under Ready to Delete, click Yes, delete.

Download Division Group Definitions

Download to Excel

Select the checkboxes next to the rows you want to export.
From the Options drop-down, select Download to Excel. The Download to Excel pop-up opens.
Select options for the Excel format and data columns.
sidebar. Download to Excel Options
Workbook Creation Options: This option lets you choose how you want the data to be organized when it's exported. If you are exporting a large number of rows, you may want to separate the data into different worksheets or even workbooks. Once you select this option, the Separate (Sheets or Workbooks) By drop-down becomes available so you can choose the groupings for each worksheet or workbook.
Separate (Sheets or Workbooks) By: This field becomes available when you choose to organize your export into multiple worksheets or workbooks. In general, you'll have the option to separate the data based on the columns. You will only see options for the visible columns.
Notice
For example, if you are exporting a set of definitions, you might choose to organize the data into two workbooks: one for active definitions, and one for inactive definitions. Do this by selecting the "Active" column in this drop-down. All of your rows designated as active will be in one workbook, and the inactive ones in a separate workbook.
Workbook Format: This section lets you set some Excel display options for your data. For more information about each of these features, consult Microsoft Excel help.
Autofit columns: Fits column width to the data so that fields are not truncated.
Turn on filtering: Turns on the AutoFilter feature, which allows you to show only rows that meet your selected criteria.
Freeze Top Row: Your worksheet displays the column title in the first row by default. Selecting this option keeps the top row at the top so that as you scroll down through your data, the column headings remain displayed.
Show totals for numeric columns: This option will include the sum of a column of numbers at the bottom of that column.
Columns to Include: These options are specific to the page you are viewing, so they will vary. You will only see options for columns that you can see on the page. All of the columns are selected by default, but you can deselect any of the columns you don't want to include.
Click Download. Your .xlsx or .zip file is saved in the file location that you have set in your browser settings.