<< Click to Display Table of Contents >> Navigation:  Administration > Module Settings > Departments, Schools & Courses

The following applies only to those Xitracs systems where the Credentials module is not installed.

For Xitracs systems with the Credentials Module installed, management of schools and departments is via the Credentials > Control Panel > Manage departments function.

                   

 

Department and Schools

Plans and Programs can be linked to a department. Also, Xitracs Portal™ users must belong to a department. Departments are a subset of a school, therefore at least one school must exist in order to create a department.

 

Schools are the highest level of organization within an institution. For example: School of Business, School of Medicine.

There must be at least one school defined in the system.

 

School Names must be unique. For example, there cannot be more than one "School of Business". However, "School of Business" and "Graduate School of Business" is acceptable.

 

In the system hierarchy, Schools have Departments, Departments have portal users.

To Add a School Manually

1.Click the Schools link

2.Click the Create a school link

3.Enter the Name and short Description for the school

4.Click Submit

To Add or Remove Schools by File Import

See the publication "Xitracs Data Import Guide" for details on file content.

1.Click the Import Schools link

2.Browse for the relevant import file

3.Select the data Separator

4.Click Submit

To Edit a School

1.Click the Schools link

2.Click the Edit link for the relevant school

3.Update the Name and Description as appropriate

4.Click Submit

 

 

Department Names must be unique. For example, there cannot be more than one "Finance Department". However, "Finance Department" and "International Finance Department" is acceptable.

To Add a Department Manually

1.Click the Departments link

2.Click the Create a department link

3.Select a School with which the department is to be associated

4.Enter the Name and short Description for the department

5.Click Submit

To Add or Remove Departments by File Import

See the publication "Xitracs Data Import Guide" for details on file content.

1.Click the Import Departments link

2.Browse for the relevant import file

3.Select the data Separator

4.Click Submit

To Edit a Department

1.Click the Departments link

Alternatively you can locate a department within the Schools listing

2.Click the Schools link

3.Click the Departments link for the relevant school

4.Click the Edit link for the relevant department

5.Update the School as appropriate

6.Update the Name and Description as appropriate

7.Click Submit

 

 

 

Semesters

Semesters are used in conjunction with Course Sections to establish the periods during which courses are delivered. This information is used to filter certain reports by semester or date range.

To Create a Semester

1.Click the Semesters link

2.Click the Create a semester link

3.Enter a Name for the semester, e.g. Spring 2014

4.Enter the Start and End dates for the semester

5.Click Submit

To Edit or Delete a Semester

1.Click the Semesters link

2.Click Edit or Delete next to the relevant semester

3.Edit the semester Name and/or Dates if appropriate

4.Click Submit

 

 

Courses

The Course Catalog is used by the Credentials module to map faculty qualifications to courses taught by semester. The information contained in the catalog can be imported easily by using text files. See the separate publication Xitracs Data Import Guide for information on how to prepare these files. The course catalog consists of two parts:

Courses - these are the "parent" course catalog entries

Course Sections - these are the actual instances of courses delivered

A Course must be linked to a Department and must have at least one Course Section. A Course Section must in turn linked to a Semester and one or more Faculty Members.

To Add a Course Manually

1.Click the Courses link

2.Click the Create a new course link

3.Enter the Course Code, Title and short Description (these field are required)

4.Select a Department from the drop-down

5.Click Submit

Note: If no department is available in the drop-down, there are no departments in the system - see Schools and Departments above.

To Add or Remove Courses by File Import

See the publication "Xitracs Data Import Guide" for details on file content.

1.Click the Import Courses link

2.Browse for the relevant import file

3.Select the data Separator

4.Click Submit

To Edit a Course

1.Click the Courses link

2.Click the Edit link for the relevant course

3.Update the Title and Description or other fields as appropriate

4.Click Submit

To Add a Course Section Manually

1.Click the Courses link

2.Search for a course or click List all courses

3.Click the Sections link for the relevant course

4.Click the Create a section link

5.Enter a Code and Title

6.Select a Semester

7.Click Submit

Note: If no semester is available in the drop-down, there are no semesters in the system - see Semesters above.