3 How to Manage Institutions

By default, the Department, or the root institution, is pre-created during the set up and configuration of OSL. The system administrator defines the department administrator role. Only the department administrator can modify the department details.

This chapter describes how to manage institutions. It involves the definition of non-school institutions and schools including the relationship between them. It includes the following sections:

• Manage Institutions

• Manage Institution Groups

Manage Institutions

This section describes the following topics:

• Create an Institution

• Search for an Institution

• View an Institution

• Edit an Institution

Create an Institution

Figure 3-1 Creating an Institution

To create an institution, perform the following:

1. On the Institutions tab, click the Institution subtab.

2. The Search Institution page displays, click Create.

3. The Create Institution page displays, which enables you to enter the following:

   • Institution Name

     Enter a name for the institution.

   • Institution Type

     The institution type indicates the actual institution.

     Select from the institution type list:

     • Non-school Schools

     • Schools

       For example:

       
       - Primary School
       - Secondary School
       - Special School

   • Parent Institution

     When you create an institution, you must select a parent institution. For example, West Region is a parent institution of School A.

     All institutions must have one and ONLY one parent institution.

     Select from the parent institution options.

     For example:

     • East Region

     • West Region

   Note:

   You may create any number of levels when managing the institution hierarchy.

4. Click Save and Return. The new institution is created in the system.

You can add address, phone, and email details to the new institution.

Search for an Institution

To search for an institution, perform the following:

1. On the Institutions tab, click the Institution subtab.

2. Enter one or more search criteria:

   • Institution Name

     Enter a name of an institution.

   • Institution Type

     A name of an institution type.

     For example:

     • Department

     • Non-School Schools

     • Schools

   • Institution Group Name

     A name of an institution group.

     For managing institution groups, see Manage Institution Groups.

3. Click Search.

4. The system display a list of institutions that match the specified search criteria.

Note:

By clicking the Search button, without entering the values in the search criteria field, the system displays a list of all existing institutions.

View an Institution

To view the details of an Institution, perform the following:

1. On the Institutions tab, click Institution.

2. Search for the institution of which you want to view the details.

3. Click View.

   On the View Institution page, you can see the institution details, address, and phone details of the selected institution.

4. Click Return to go back to the Search Institution page.

To view an institution structure, perform the following:

1. On the Institutions tab, click the Institution subtab.

2. Search for the name of the institution and select the institution to view the structure.

3. Click View Institution Structure. The View Institution Structure page displays.

4. In the View Institution Structure page, you can see a navigation tree showing the hierarchical relationships of the selected institution.

5. Click Return to go back to the Search Institution page.

Edit an Institution

You can change and update the details of the selected institution.

To edit the details, perform the following:

1. On the Institutions tab, click the Institution subtab.

2. Search for the name of the institution and select the institution to edit the details.

3. Click Edit. The Edit Institution page displays.

4. In the Edit Institution page, you can edit the name of the selected institution and change the type of institution.

5. Click Save and Return.

You can also change and remove the address and phone details of the selected institution.

Manage Institution Groups

An Institution Group is a grouping of institutions that share a curriculum.

This section describes how to manage institution groups. It includes the following topics:

• Create an Institution Group

• Search an Institution Group

• View an Institution Group

• Edit an Institution Group

Create an Institution Group

Figure 3-2 Creating an Institution Group

To create an institution group, perform the following:

1. On the Institutions tab, click the Institution Group subtab.

2. The Search Institution Group page displays, click Create.

3. The Create Institution Group page displays, which enables you to enter the following:

   • Institution Group Name

     Enter the name of the institution group.

   • Start Date

     On the date picker, select the starting date.

     By default, the start date is the current date. The start date cannot be after the end date.

   • End Date

     On the date picker, select the ending date.

   • Description

     A description of the institution group.

4. Click Save and Return.

You can add one or more institution members to the institution group.

To add an institution member to the institution group, perform the following:

1. On the Member Institutions table, click Add Institution.

   The Select Institutions dialog appears.

2. Search for the name of the institution and select the institution to add it on the institution group.

3. Click OK to add an institution member to the institution group.

4. Click Save and Return.

Search an Institution Group

To search an Institution Group, perform the following:

1. On the Institutions tab, click the Institution Group subtab.

2. Enter a name of an institution group in the search criteria.

3. Click Search.

The system displays a list of institution groups that match the specified criteria.

Note:

By clicking the Search button, without entering the values in the search criteria field, the system displays a lists of all the existing institution groups.

View an Institution Group

To view the details of an Institution Group, perform the following:

1. On the Institutions tab, click the Institution Group subtab.

2. Search for the name of the institution group and select the institution group to view the details.

3. Click View. The View Institution Group page displays.

4. In the View Institution Group page, you can see the details of the selected institution group members.

5. Click Return to go back to the Search Institution Group page.

Edit an Institution Group

You can edit the details of the selected institution group and you can add or remove institutions to or from the selected institution group.

To edit the details of an Institution Group, perform the following:

1. On the Institutions tab, click the Institution Group subtab.

2. Search for the name of the institution group and select the institution group to edit the details.

3. Click Edit. The Edit Institution Group page displays.

4. In the Edit Institution Group page, you can edit the name of the institution group, change the description, and change the start and end dates.

5. Click Save and Return.

To add an institution to the selected institution group, perform the following:

1. On the Member Institutions table, click Add Institution to add one or more institutions to the selected institution group.

   The Select Institutions menu appears.

2. Search for the name of the institution and select the institution to add it on the institution group.

3. Click OK.

4. Click Save and Return.

To remove an institution from the selected institution group, perform the following:

1. On the Member Institutions table, select the institution member to remove from the institution group.

2. Click Remove Institution. A confirmation dialog appears to confirm the deletion.

3. Click OK to remove the institution member.

4. Click Save and Return.