Before getting into how you actually configure domains, it is important to think about the administrative structure you'd like to implement as these domains will form the basis for assigning mid-level administrators for functions such as course management, auditing, and reporting. As a result this is one of the areas in Concourse that is very difficult to modify once a structure is chosen.
For information about domain-level organization and permissions, click here.
The setup of domain (Campus-School-Department) identifiers, labels, and association is performed through the Admin > System > Domains page.
*Note: While Campus, School, and Department are the default labels, they can be adjusted to match your organization by contacting the Syllabus Geeks. What's important is that these triplets match how you want to segment mid-level permissions, which is often consistent with the authoritative structure of your institution.
To introduce a new domain, enter a common name (e.g. Downtown), it's external identifier (e.g. DWTN), and press Create. Campuses and Schools can be created individually whereas Departments must be created within a single school.
The common name is what will show up in various places around the system, such as on the top of the syllabus, in advanced search drop-downs, and when assigning domain permissions.
The external ID is what will be used during feed processing to uniquely identify in what domain the course will belong. Therefore external IDs must be unique.
Finally, once a series of schools and departments have been created you can associate these with campuses by clicking Add next to the name of the school. This will control at which campuses schools have a presence. This association will happen automatically if you are using feed processing.
*Note: Though technically not a traditional part of the organization, it is typical to introduce a domain called "Templates" (external ID = TMPL) so that you may segment a group of administrative users who have access to managing the template set. If a small group of people will be centrally managing templates, it is easiest to add a "Template" campus, school, and department. If a larger group will that will be managing a subset of the template set, then only a "Template" campus should be introduced but then that campus should be associated with all of your schools.
Before making a change to a campus, school, or department, it is helpful to understand the impact such a change may have. Changing the name is relatively harmless, though it should be noted that this change will apply to all existing courses already in the domain as well as those who are are assigned domain permissions within it.
However, changes to the external ID can be much more serious. Since this is what feed processing relies upon, a change of the external ID must be coordinated with group responsible for providing such feeds. This is particularly important if automated feed processing is being used as a mismatch of identifiers will cause processing of some courses to break or duplication to occur until they are realigned. Therefore in some cases it may make more sense to create a new domain in place of changing the current name and external ID.
To modify the name or external ID for a campus, school, or department, simply make the change and click Update.
*Note: When you add or update domains in Concourse, you will also have to update the domain permissions for the appropriate users! You can do this by going to Admin>Users and searching for users by name, system permission or domain permission.
The removal of a campus, school, or department has the same possible impacts as modifying the external ID of one. If feed processing is being used, when an invalid domain is found the row will not be processed. Therefore take care when removing domains.
Should you still want to completely remove a campus, school, or department from your system, you first need to make sure all of the courses that are associated with that domain are either moved to another or deleted. Begin by searching for courses within the domain your are looking to remove. Then, if you are an administrator of that domain, you can make the swap from the Settings > Course > Edit Required Information page within the course. Alternatively you can click Mark for Deletion and subsequently visit the Purge Courses area to completely remove the course.
Once all courses have been moved over, you can delete the campus or department. To remove a school, all departments must be removed first.
If after removing all courses you are still unable to completely remove the campus, school, or department, a hidden course may still be associated with it. In this case please reach out to us.
There is no native function for taking an existing department and moving it to a different school. To do this you’ll need to first create the “new” department, then either (1) rerun a course feed with the new department external ID or (2) visit each of the courses that fell into the “old” department and Edit Required Information to select this new department.
A similar process should be used to reassign administrators from the "old" to the "new" department from the Admin > Users area.
When you are finished with this process you will be able to go in and delete the “old” department.