Administrators identify and populate Units during Collaboratory setup so they are available to Members during Activity creation. Units are only entered by Administrators, and cannot be added or edited by Members or Moderators.

Units reflect the organizational structures that comprise your institution:

  • Divisions 
  • Colleges/Schools
  • Academic departments/programs
  • Offices
  • Centers/institutes
  • Clinics
  • Museums
  • Networks/coalitions
  • Co-curricular

Find a full list of unit definitions here.

Key Facts: 

  • Units are a critical organizing framework for your Collaboratory reports. It is important to take the time to enter them in comprehensively and correctly.
  • Units may be nested to reflect hierarchical relationships (for example, 9 departments, 3 offices, and 1 center report to a College/School; or 1 center reports to a department).
  • Once a Unit is created, it will appear as an option in the reports to field. Be sure to create Units from the top-most levels of your institution's hierarchy down.
  • Any Unit an Admin creates (including colleges/schools, which are likely created as divisions) will have a landing page created for it.
  • A Unit landing page will only appear publicly in the Search once that Unit has been affiliated with an active, published Activity.  
  • The Activities that appear on a Unit landing page will reflect where a Member has identified that Unit specifically as a Unit Collaborator on step 2 of the Activity edit flow.
  • There isn't yet a nested view to reflect the hierarchical organizational structure that is set up using the reports to field on the Unit Form.
  • To view Activities by Units, admins can view the Reports section of their portal. Next, click on the numeral for Activities in the top rectangle, resulting in a drill down of Activities by Unit.

Identifying Units

First, identify your institution's Units.

Identify all of your major academic units (e.g., College of Arts and Sciences, School of Music) and overarching administrative units (e.g., Division of Student Affairs, Division of Continual Learning). Create a new unit for each individual entity.

  • TIP: Before you begin identifying and creating units, it is helpful to find a copy of your institution's organizational hierarchy. These are often housed within the Offices of the Chancellor or Provost.

Next, identify departments, offices, centers, or institutes that report to these Units. Create new units for each individual entity. Be sure to identify the appropriate hierarchical structures in the "reports to" field, as this is drawn upon when viewing Collaboratory reports.

  • TIP: Data entered into the Unit Course Code field is an important precedent to creating Courses and Sections. The Unit Course Code represents the prefix or abbreviation that your institution typically uses in the Course Bulletin (for example, courses in the biology department have the course code BIO, whereas courses in the language department may have the course codes SP, FR, GER, RUS, or CH). These course codes are what link Courses to the Units that host them, and will be made available for selection during Course creation. You may identify multiple course codes for a single unit if needed.
  • TIP: Think strategically about the Contact Information you provide for each Unit - is it best to list your department heads/center directors, or the administrative assistants instead? If you need to share messaging related to Collaboratory operations (e.g., "It's time to enter your data for the last academic year!"), who will you have the most success communicating with on a semi-regular basis?

Adding a Unit

There are two ways Administrators may add Units:

Enter Units Manually

  1. Once you are ready to being entering Units, navigate to the Administration Panel.
  2. Select Internal in the header.
  3. Next, select Units from the left-hand sidebar.
  4. Select the green New button in the top right corner to add a new Unit.
  5. Complete a form for each unit you enter into Collaboratory. 

Bulk Import Units

Administrators can add Units in bulk to their institutions' Collaboratory by importing them from a .csv file. (This is very useful at launch!). 

Find the .csv template and instructions here. 

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