Terra Dotta Global Network Course Selection

Primary Navigation Path

Admin Console > Settings > Global Settings > Lookup Tables

1. From the Admin Console dashboard, locate the Settings card
2. Click on Global Settings
3. Select Lookup Tables from the available options

Alternative: Navigation Menu

Use the Navigation Menu search bar:

1. Set quick search to "Navigation"
2. Type "Lookup Tables"
3. Select the desired navigation path

Method 1: Manual Creation

1. Navigate to Admin Console > Settings > Global Settings > Lookup Tables
2. Click the plus (+) icon within the Lookup Table modal
3. In the Lookup Table Data modal, populate:
   • Lookup Table Name: "Courses Global Network"
   • Key: Course code (e.g., CS4535)
   • Value: Display text (e.g., [London Glob. Fin.] CS 4535 - Practicum)
   • Hide: Toggle ON to hide from applicants
4. Click the plus (+) icon to add more entries
5. Click Save when finished

Method 2: File Upload

1. Navigate to Admin Console > Settings > Global Settings > Lookup Tables
2. Click Create/Edit Data through a File toggle
3. Download the template (if needed)
4. Prepare your file with columns:
   • Key Column (course codes)
   • Default Value Column (display text)
   • Hide Column (0 for visible, 1 for hidden)
5. Save as CSV (comma-delimited format)
6. Click Browse to upload
7. Check "First row contains column headers" if applicable
8. Click Save

Important Note for Active Application Periods

Since student applications are currently open:

• Use Hide = 1 for courses no longer offered (never delete)
• Add new courses as they become available
• Keep old format entries hidden if transitioning formats
• Communicate changes via email to affected students
• Document all changes with dates for reference

Corequisites (Labs/Recitations): COMBINE in Same Row

Format: [Location Abbrev.] MAIN+LAB - Title w/Lab

Examples:

• [Oakland Pre-Med] BIOL2217+BIOL2218 - Integrated Anat & Physiol 1 w/Lab
• [Oakland Pre-Med] CHEM2311+CHEM2312 - Organic Chemistry 1 w/Lab
• [Seattle Aero] ME2380+ME2381 - Thermodynamics w/Rec
• [Seattle Aero] ARCH1310+ARCH1311 - Buildings and Cities w/Rec
• [Oakland AI Semi.] CS2500+CS2501 - Fundamentals of Computer Science 1 w/Lab

Reasoning:

• Students must register for both components separately in SIS
• Prevents students from selecting only lecture OR only lab
• Character count stays well within 100-character limit
• Improves data quality and reduces registration errors

Cross-Listed Courses: SEPARATE Rows

Format: Each course code gets its own entry with its specific title

Example:

• [London Glob. Fin.] INTB2205 - Bus Dec Mkng in Dev Cntry Envn
• [London Glob. Fin.] INTB2206 - Decision Making Emerging Mkts

Note: These are different courses that may be taken as alternatives, not the same course with two codes.

Reasoning:

• Students register for one code OR the other, not both
• Each course has its own unique content and title
• Each department may track enrollments separately
• Maintains clean reporting and data integrity

Editing Lookup Table Values

Important Notes:

• You can only edit the value, not the key
• Editing a value updates all existing selections
• Changes are tracked in the system history
• Example: Changing "Georgi" to "Georgia" updates all instances

Hiding Outdated Courses

1. Navigate to the lookup table
2. Find the course to hide
3. Toggle the Hide option ON (or set Hide = 1)
4. Save changes
5. Note: This preserves historical data while removing from new selections

Program Label Abbreviations

Program labels should use consistent abbreviations of program words. Examples:

• "Global Finance" → "Glob. Fin."
• "Marketing Strategy" → "Mktg. Strat."
• "Business Administration" → "Bus. Admin."
• "Computer Science" → "Comp. Sci."
• "Pre-Medical" → "Pre-Med"
• "Creative Fabrication" → "Creative Fab."
• "Aerospace" → "Aero"
• "Ecosystem Science" → "Ecosys."

Corequisite Format Standards

Pattern: [Location Abbrev.] MAIN+LAB - Title w/Lab

For Recitations: [Location Abbrev.] MAIN+REC - Title w/Rec

• Use "w/Lab" for laboratory sections
• Use "w/Rec" for recitation sections
• Keep titles concise to stay under 100 characters
• Use consistent course code format (MAIN+LAB)

Cannot Access Lookup Tables

Cause: Missing permissions

Solution:

1. Verify you have System Settings: Lookup Tables permission
2. Contact your system administrator to grant permission
3. Check User Management settings in Admin Console

Import File Errors

Common causes and solutions:

• Character limit: Values limited to 100 characters
• File format: Use CSV (comma-delimited) format
• Special characters: Be careful with commas in text values - use quotes if needed
• Column headers: Check/uncheck "First row contains headers" appropriately

Duplicate Entries Appearing

Solution:

1. Check for entries with same key but different values
2. Use Hide = 1 for duplicates
3. Cannot delete entries in use - must hide instead

Students Selecting Wrong Courses

Prevention:

• Clear [City Prog. Abbrev.] labels
• Combined corequisites prevent missing lab/recitation selections
• Updated questionnaire instructions explaining combined entries
• Consider grouping by location when possible

Common Issues After Implementation:

• Students may look for separate lab entries (provide clear communication)
• Cross-listed courses may confuse students (explain they select only one code)

Correction:

1. Identify affected students via Application Finder
2. Unreceive questionnaire
3. Contact student to resubmit
4. Document in student notes

Step 1: Access Analytics

Navigate to Admin Console > Applications > Analytics

Required permission: Query (Create/Edit)

Step 2: Create Query

1. Click "All Queries" in left navigation
2. Select "New Query"
3. Choose Data Source: "Applications"
4. Select Fields:
   • Application ID (required for batch actions)
   • Program Name
   • Term
   • Course Selection (Question responses)
   • Status
   • ******* Add others as necessary *******
5. Group by: Program and Course
6. Sort by: Course selection count (descending)

Step 3: Generate Report

1. From Query List, click your query name
2. Select "Create Report"
3. Apply Filters:
   • App Cycle: Current term
   • Program Groups: Global Network
   • Status: Not Withdrawn
4. Choose visualization: Bar chart or table
5. Export options: Excel, CSV, or PDF

Important Notes on Data Display

• Standard Reports: Show the default value (user-friendly text)
• Bulk Exports: Show the key (database value)
• Analytics: Can display either key or value based on configuration

Navigation Paths

Daily Tasks Reference

Key Admin Console Features

• Global Settings: Central location for all system configurations
• Modal Interface: Lookup tables open in modal windows for easier editing
• File Upload Toggle: Switch between manual entry and file upload
• Search Functionality: Search within lookup tables for specific entries
• Pagination: Handle large lookup tables with built-in pagination
• File Format: Uses CSV (comma-delimited) format for imports