During your onboarding process, we will work with you to construct your initial hierarchy. 

• Primarily, it is a way to collect affiliation from your applicants in a more structured way. You can also limit who applies based on the hiearchy, as well as set up automatic routing. Learn more.

• It is a main part of the organization hierarchy, that gets more specific. For example, Level 1 may be the "Campus" (in a multicampus university), Level 2 the college/school, and Level 3, the department.
• When an application picks their primary organization, they usually pick the most granulary level, but administrators can then see the broader areas as well. For example, "Chemistry" (Level 3) could be the selected org, but the admin would also be able to view "College of Natural Sciences" (Level 2) and "North Campus" (Level 1) on the Data Grid.
• In reporting, only the organization the applicant chose (e.g., "Chemistry") shows in Excel downloads and PDFs.

• It can be common, especially for faculty, to have dual appointments. Applicants can pick up to two separate affiliations from the organization list in their user profile. Each time they submit an application, however, they have to pick only one organization to associate with that particular application.

• Once the initial upload is verified, top-level admins (Super or Global) can make edits at any time under the Admin tab > Configure Platform section. View full instructions in this article: Adding Entries to Participating Organizations

What if we need to remove an entry in the future?

• Submit a support ticket with the name of the entry that should be removed. Keep in mind that if it is a higher level organization, the entries underneath it should probably also be removed.

• This is an independent feature, though certainly some data may overlap, such as Department. Even if you use Directory Look Up, users would still need to input their primary organization either on their user profile or as part of an application. It does not feed in automatically. Learn more.

How does this feature work with Department Driven Routing Steps?

• Once the primary organization list is uploaded and enabled, the Primary Organization question must be added to the application form (Requirements page) to utilize Department Driven Routing Steps. Learn more.

How does this feature work with Dynamic Profiles or Dynamic Profiles+?

• This is an independent feature, though certainly some data may overlap, such as Campus, College, and/or Department. Even if you use Dynamic Profile fields or DP+, users would still need to input their primary organization either on their user profile or as part of an application to utilize Primary Organization as a question or Department Driven Routing Steps. Learn more.

Questions to Ask Internally to Build Your Hierarchy

What level names make the most sense for your institution? 

• The hierarchy can only have a maximum of 3 levels. Some common examples are: 
  • 2-level: College and Department
  • 3-level: Campus (i.e., location), School, Department 

Will you ever be allowing external applicants? 

• If so, you may want to include a Level 1 entry called External Applicant or Non-University User.

How will applicants easily find their organization? 

• There is a Search function, but parent levels (those that have other levels under them) will appear as carat drop-down fields as well (see images below).

Do the terms Primary Organization and Secondary Organization make sense for your institution? 

• If not, submit a support ticket, and we can re-name them to whatever fits your needs (e.g., Department for Primary and Other Affiliation for Secondary).

Examples of 2-Level and 3-Level Organization Hierarchies