How To Create an Administrative Division

Updated: November 2021

User Roles: Institution Admin

Outcome: The user creates an Administrative Division, which is equal to the College level in the AEFIS hierarchy.  

Description: Because the data files imported into AEFIS may only represent the Academic hierarchy as they relate to courses, AEFIS offers the option for Admins to create their administrative hierarchy for collection of co-curricular data across Units and Departments such as Career Services, Student Affairs, Student Life or Financial Aid.  A structure of Administrative Division (College)>Administrative Division (Department)>Program or Co-Curricular Activity(Course) can be built.  This structure can be utilized in any of the AEFIS solutions, such as Curriculum Mapping + Outcomes Alignment or Course Evaluation + Feedback.  This is also commonly used for the Strategic Planning + Data Collection solutions.  

Step-by-Step...

1: Log into your AEFIS account 

2: Open the AEFIS Main Menu by selecting the three white horizontal lines in the top left-hand corner 

3: Navigate to Organizational Hierarchy>Administrative Divisions

4: At the top right of the screen click the (+Add Administrative Division) button 

5: Enter a Code (any code you would like - alphanumeric)**Note this can be edited after the creation of the Administrative Division

6: Enter a Name (any name you would like - alphanumeric)**Note this can be edited after the creation of the Administrative Division

7: Enter a Description

8: Select your Institution as the owner - there should only be one Institution

9. Click Save

10: Your new Administrative Division will then appear on the screen in DRAFT status.  While in DRAFT status you may change any of the details entered when following the creation wizard in the details screen.  You will note that the Administrative Division has the same settings as the Institution and College.  These settings can be changed after Publishing.

11: If you are happy with the name and code selected, you may click the blue Publish button at the top right of the screen:

If you created this Administrative Unit in error or would like to delete it before publishing, you may select the Actions button to the right of the blue Publish and click the red Delete option:

What's next? 
Let's create an Administrative Unit (Department)!