Purpose

To allow the creation and maintenance of institutions and their associated contact details.

SubSystem

Organisational Structure

This form is used to record and maintain details of the home institution and other institutions.

Which institutions to record is a matter for the home institution to decide, as is the Institution Code assigned to each institution.

An institution must be assigned an Institution Status showing its current level of activity.

The Institution block contains:

• Institution Code
• Name
• Institution Status
• Local Institution check box
• Overseas check box
• SSF Available check box
• Country Code
• Govt Institution Code
• Explanation
  The field will enable easier identification of each institution, if required

Buttons

• Propagate
• Institution Addresses (ORGF0122)
• Institutional History (AUDF3141)

Rules/Notes:

Modifying an Institution Record causes the generation of a history record.

Deleting an institution will cause all of its history records to be deleted.

Where changing an Institution Status also changes its System Status from ACTIVE to INACTIVE, this triggers a corresponding change to all active dependent Organisational Units.

The Propagate button will only appear when you a change the Institution status and wish to propogate that change to dependent Organisational Units. See 'To change the Institution Status of an Institution Record, using the Maintain Institutions form:' below.

• Enter Insert mode.
• Enter the new Institution Code in the Institution Code field of a blank record.
• Enter the name of the institution in the Name field.
• Select the appropriate Institution Status from the list of values (or key a valid value).
• Check either the Local Institution or Overseas check box. (optional)
• Select Country Code and/or check SSF Available check box. (optional - see Note opposite.)
• Select the appropriate Government Institution Code from the list of values (or key a valid value). (optional.)
• Select the Explanation. Fill in institution details. (optional.)
• Save.

Rules/Notes:

The Local Institution check box indicates whether this is the 'home' institution - that is, the institution which owns the student database. This check box is used by the System for reporting purposes. Normally, only the home institution will have this check box selected.

The Overseas check box indicates whether the institution is based outside Australia.

Overseas check box must be selected if the Country Code is not null

Cannot associate a closed Country Code with an institution

The Country Code and SSF Available check box will enable the display of restricted institution lists of values in OLA applications (For example, Record Post-Secondary Study Details).

• Find the record to be modified.
• Modify the record as required.
• Save.

Rules/Notes:

Changing the Institution Status from one with a System Status ACTIVE to one with a System Status INACTIVE is a special case which is detailed in "To change the Institution Status of an Institution Record", below.

Modifying an Institution Record creates a history of the change. Exercise caution when making modifications as incorrect data entry has the potential to generate misleading/confusing history records.

• Find the record to be changed.
• Select the appropriate Institution Status from the list of values (or key a valid value) in the Institution Status field.
• Save.
• If changing the Institution Status means that the corresponding System Status changes from ACTIVE to INACTIVE, and the Institution Record has active, dependent Organisational Unit records, an error message is displayed advising that the change cannot be made.
• Click OK to the error message. The form changes to include a button marked "Propagate". The propagate function changes the status of dependent Organisational Units to match the new Institution Status.
• Select the Propagate button. A pop up block appears. Selecting the Cancel button at this point cancels the Propagation process and results in no change to the status of dependent Organisational Units.
• Select the required Organisational Status from the list of values (or key a valid value) in the Organisational Status field of the pop up block.
• Select the Continue button in the pop up block.
• A warning message may appear if an Organisational Unit belongs to another institution as well as the one being changed. In this event, the propagation has not succeeded and the institution's status has not been changed. Click OK to the warning message and exit the form.
  (The status of the institution can only be changed to inactive after dependent Organisational Units which also belong to another institution have been made inactive.)
• If the propagation was successful, Save.

Rules/Notes:

If the institution has no dependent Organisational Units attached, the Institution Status can be changed by following steps 1 to 3 only.

WARNING - If a Propagation process is carried out as described and then it is later decided to reverse the changes, the Institution Status is changed from one with a System Status INACTIVE to one with a System Status ACTIVE. This reversal of status will not propagate to dependent Organisational Units. Each dependent Organisational Unit must have its status changed individually using the Maintain Organisational Units form.

The propagation process described below will not succeed if at least one Organisational Unit in the structure has another active parent institution.

To delete an Institution Record using the Maintain Institutions form:

• Find the record to be deleted.
• Locate the cursor in the record to be deleted.
• Delete record.
• Save.

Rules/Notes:

An Institution Record can only be deleted if it has no institution address(es) attached and it has not been used elsewhere in the System. Deleting an institution also deletes its history records.