/
Create New External Organizations

Create New External Organizations

Owned by Spartan Connect, created
Last updated: Aug 29, 2024
9 min read

Overview

External organization data is typically delivered by the CSU Chancellor’s Office as part of the standard maintenance pack updates for CalStateApply. SJSU would only need to create a new external organization if that org is not delivered.

Before You Begin

Be prepared to create the entire external org, including all of the related location, affiliation, and school data for the org, at the same time. The way in which the orgs are created will require you to follow the outlined steps in order and not navigate away from a particular screen until all necessary steps are completed.

Correct History access is not required to create a new external organization, as long as these steps are followed in order and with care. Leaving the active page is not recommended if you are not fully finished adding the external org.

Use the New Window link to create a new tab within your current session, allowing you to perform different tasks simultaneously without navigating away from your current page.

If you do not have Correct History access, be mindful of the data entered before saving or leaving a page. Reach out to your manager so they can coordinate with a Business Analyst to correct mistakes.

Required Org Data Elements

External organizations need the following to be considered valid and complete:

  • Primary Organization Table Data

    • A set of descriptions (30 characters, 50 characters, and 10 characters)

    • Organization type (SCHL for schools, BUSN for businesses, etc.)

    • Proprietorship (Public, Private, etc.)

  • Location Data

    • Descriptions (30 characters, 10 characters)

    • Country

    • Address (Street, City, State, Zip, etc.)

    • Primary Location (Always, even if only one)

  • School Data

    • Accreditation

    • ATP/CEEB code

    • Career, Term Type, and Unit Type

    • ERS Mapping Values (Institution of Origin Code, CEEB Code, etc.)

There are other fields you may fill out if you have the appropriate data.

Step 1. Prepare to Create the New External Org

Navigate to Menu > Campus Community > Organization > Create/Maintain Organizations > Organization Table

Use the search fields to attempt to find the org you are about to create. Double check that there are no matching orgs by looking up by name, ATP code (also known as CEEB code), and FICE code. Also use State, City, and Country to find potential matches.

Set your search parameters to “Contains” to find more potential matches

image-20240829-201152.png

If there are no matches, you may proceed with creating the org. Use the resources the References and Lookups section to help you find potentially existing external orgs.

If you are certain that we do not already have an existing external organization for the one in question, you may proceed to creating a new one. If you’re not sure, reach out to your manager to work with an EMTIC Business Analyst to investigate.

Step 2. Create the New External Org

Navigate to:

Campus Community > Organization > Create/Maintain Organizations > Organization Table

Create the Organization Itself

On the search page, switch to the Add a New Value tab:

image-20240827-185805.png
Leave the value of NEW in the field and continue.

Click Add to continue. The system will generate a new ID for you once the page is saved. Take note of this ID when it’s created.

On the Organization Table page, fill out the highlighted fields with the appropriate data. Some fields may be pre-populated for you. Ensure all fields are accurate. Use an effective date of 01/01/1902 always.

image-20240827-190709.png

At this point, save the current organization details to generate the new External Org ID. Make note of this ID as it will be used in the next step.

Create a Location for the New Org

Do not leave the current page. Create a new window with the New Window link.

image-20240829-201850.png
New Window link in the upper right corner of the page.

In the new tab that opens, navigate to: Campus Community > Organization > Create/Maintain Organizations > Organization Locations

Search for the ID of the newly created organization, from the previous tab.

image-20240829-202121.png

On the Location Summary page, select the Location Details link for the first, empty location row.

image-20240829-202150.png

Change the Effective Date to again be 01/01/1902 and fill the rest of the highlighted fields as appropriate. Description is required, short description is not.

Country is required to proceed. Edit Address does nothing unless a country is specified.

image-20240827-205908.png

After specifying the country, click the Edit Address button to enter the street address editor. Follow the formatting guidelines for entering the address details.

The country you specified on the previous page determines the fields displayed. Your entry may look different than this example.

image-20240827-210616.png
Different countries use different address formats. Your entry may be different.

Click OK to confirm your entry and return to the Location Detail page.

If you have an email address or phone number to add for this location, do so now.

Otherwise, continue.

On the Location Detail page, click image-20240829-202407.pngSaveagain to save the address entry.

image-20240829-202326.png

Mark the New Location as Primary

Switch back to your first browser tab the main External Organization Table, where you were prior to opening the new window.

In the Active Locations section of the page, use the magnifying glass icon to find the new location you just created.

image-20240829-202722.png

Choose the result for the appropriate location from the list.

image-20240829-202718.png

The Active Locations list may not refresh at this point, but the Primary Location value will still be set with your selected location number.

image-20240829-202853.png

Save your changes with the image-20240827-211408.pngSave button at the bottom left of the page. If you receive no errors, the save was successful. Again, the location address may not update.

If you leave this page, from that point onwards you may not make changes to the newly created External Org. Only while you are still actively creating the new Org will you be able to edit the entry.

Review before continuing

Did you:

  1. Add a new external org, allowing the system to generate a new numeric identifier?

  2. Specify the Effective Date of 01/01/1902 in every possible field?

  3. Enter the appropriate descriptions, long and short?

  4. Set the appropriate organization type data?

  5. Save your current work to generate a new ID?

  6. Add a new location, with country and address?

  7. Specify that new location as the Primary Location?

  8. Save all of these changes?

If you answered “yes” to all of the above, proceed to the next steps.

Step 2. Organization Affiliation

Navigate to:

Campus Community > Organization > Create/Maintain Organizations > Organization Affiliation

Affiliation data is not effective dated. All entries are inherently correcting history. Be mindful when making changes.

On the Organization Affiliation page, specify the required fields.

GPA Type will be specified as either COLLfor colleges or HIGH for High Schools.

Grading Scheme will always be NOR. Grading Basis will always be TRN.

In the Transfer Credit Transcript Print section, specify the Level of Detail as Summary and check the box to Include Transfer Credit in GPA.

image-20240827-220224.png

Save your changes with the image-20240827-211408.pngSave button at the bottom left of the page.

Review before continuing

Did you:

  1. Specify the required fields: Institution, GPA Type, Grading Scheme and Grading Basis?

  2. Specify the Level of Detail, and mark to Include Transfer Credit in GPA?

  3. Save all of these changes?

If you answered “yes” to all of the above, proceed to the next steps.

Step 3. Organization School Data

Navigate to:

Campus Community > Organization > Create/Maintain Organizations > Organization School Data

Organization Details

Begin by specifying the Effective Date of 01/01/1902.

Mark the school as Offers Courses.

School Characteristics

Specify the appropriate Accredited checkbox value.

Set the School Type to the appropriate value (College, CC, High School, etc.).

DO NOT SKIP THIS. The School Type is used in other processes and pages to set defaults and take actions.

School Codes

ATP and CEEB codes are effectively interchangeable and refer to the same thing.

Set the School Codes to the appropriate values, if available. ATP code (also known as CEEB code) should be set by using the lookups on the College Board website. The FICE code should be set by using the Federal School Data List. See the References and Lookups section for links to these resources.

CEEB Codes tend to (but may not always!) be four digits for High Schools and six digits for Colleges. Leading zeros are significant and should always be included when specified.

System Default Values

Set the Career, Term Type, and Unit Type to the appropriate values for the institution.

DO NOT SKIP THIS. These values are used in other processes and pages to set defaults and take actions.

image-20240827-230022.png

If you know other values for fields on this page, fill them out now. Otherwise, continue.

ERS Mapping Values

Select the link at the top right corner of the Organization Details section.

Specify the Institution of Origin Code, as referenced from the CO list of state and country codes, based on the following:

  • If the school international (not in a US state or territory), specify the country code

  • If the school is within the US, but is not California, specify the state or territory code

  • If the school is within California, stop and make absolutely certain we don’t already have this external organization. Notify your manager to work with an EMTIC Business Analyst to investigate why we need to add a California-based school.

For example, the Institution of Origin code for a school based in New York, USA, would be found by using the Institution of Origin COSAR Table and searching for New York:

image-20240827-225437.png
Note the multiple results. Use the code from the appropriate row matching the state, territory, or country exactly.

Based on the results, we’d use the value of 600031 for the state of New York.

Country codes tend to start with 7 and state or territory codes tend to start with 6.

Not a guarantee, but just a note to look out for.

It’s also important to specify the CEEB code that was used in the ATP code field on the first page.

ATP and CEEB codes are effectively interchangeable and refer to the same thing.

The CEEB code field on the ERS Mapping Values page is used during CalStateApply Search/Match to link up the schools a student has listed on their application to the external org ID we have in our database. Leaving this field blank make the new org you’re adding much less useful to other students from the same school.

image-20240827-230531.png

If you know the values for the other fields, you may enter them now. Otherwise, continue by clicking OK.

Save your changes with the image-20240827-211408.pngSave button at the bottom left of the page.

Review before continuing

Did you:

  1. Specify the effective date of 01/01/1902? Mark the school as Offers Courses?

  2. Set the Accredited checkbox and specify the School Type?

  3. Enter the ATP (CEEB) and FICE codes, if known?

  4. Specify the Career, Term Type, and Unit Type?

  5. Set the ERS Mapping Values for Institution of Origin (required) and CEEB Code (if known)?

  6. Save all of these changes?

If you answered “yes” to all of the above, you are done. Remember that once you leave this page, you may not come back and make corrections. You will need to add a new more effective dated row with any changes.

References and Lookups

It is not recommended to save hard copies of these resources, for regular, use as they can change.

Federal Interagency Committee on Education (FICE) Codes

https://fsapartners.ed.gov/knowledge-center/library/resource-type/Federal%20School%20Code%20Lists

ATP/CEEB (College Entrance Examination Board) Codes

High Schools: https://satsuite.collegeboard.org/k12-educators/tools-resources/k12-school-code-search

Colleges: https://bigfuture.collegeboard.org/college-search

Institution of Origin Code

http://opendata.calstate.edu/dataset/cosar-tables/resource/0853c5da-67af-4950-ad97-7bb4acf67803

 

Related content