Institutional Division 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.

Overview

Institutional Divisions are used to identify departments or colleges within your institution, for example, the Biology Department or the School of Business. They are different from Divisions in the Jenzabar One system, which is used to define levels of study such as Undergraduate and Graduate. Institutional Divisions are often used in reports, such as the Registration by Institutional Division report.

Use this page to create Institutional Division definitions that can be associated with catalog courses on the Manage Course Details page, on the Course Demographics tab.

Database Location

Institutional Division definitions are stored in the instit_divisn_def table.

Desktop Location

You can also manage Institutional Division definitions in the Institutional Division window in Desktop.

Where Institutional Division Definitions are Used

Institutional Divisions are often used in reports, such as the Registration by Institutional Division report. They can be associated with catalog courses in J1 Web on the Manage Course Details page, on the Course Demographics tab. In Desktop, you can associate them with courses on the Courses window, and Courses (Non-Traditional).

Permissions Required

The permission to manage institutional division definitions is in the Registration Module Manager and Registrar default roles.

Fields

Field	Note
Code	Up to 2 characters. Required. Not editable for existing definitions. Must be unique.
Description	Up to 80 characters. Required.
School Code	Optional. Select from the drop-down menu. School Codes are defined in Desktop on the Maintain Table Values window and stored in the Table Details table. Choose Column Name: School code.

How To

View Institutional Division Definitions

From the Registration Administration hub, under the Hub options drop-down window, click Manage Definitions, and select Institutional Division Definitions.
Enter characters, words, or phrases in the Quick Filters to limit the list of definitions.
Click a heading to sort the list by that column.

Tip

You can also use the page search in the upper right corner of J1 Web. Just start typing the name of the definition page you want, and select it in the results.

Create an Institutional Division Definition

Click the Create definitions button.
Enter a unique Code, required, up to 2 characters.
Enter a Description, required, up to 80 characters.
Optional. Select a School Code from the drop-down menu. School Codes are defined in Desktop on the Maintain Table Values window and stored in the Table Details table.
Click either Save and create another or Create and close.

Edit Institutional Division Definitions

Click the Edit icon on the row of a definition. The edit pop-up opens.
The Code cannot be changed, but the Description and School Code are editable. Edit as needed.
Click the Update button.

Delete Institutional Division 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 Institutional Divisions 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.