Official Organization Change Instructions/Criteria

Should my Organization be an Official Organization?

An organization that warrants the creation of an official budget/HR organization typically fulfills the following criteria:

• Has a head or director permanently assigned.
• Has permanently assigned employees/positions, typically five or more employees.
• Has an established budget that is managed by the head or director.
• Typically occupies space.

If the above criteria are met, you should move forward with a new organization request. Be sure to review the information below to ensure you have all of the required information and approvals before submitting a form. If your organization does not fulfill these criteria, we advise that you speak with your unit's leadership team to determine the best alternative option.

Appropriate Approval 

1. Academic Units (a College or within a College):
   Requires approval form Academic Administration. Please see Academic Administration's Guidelines for the Management of Academic Units for those requirements.
2. Non-Academic Organizations Within a college (i.e., Administrative Unit within a college):
   Requires approval from Pam Ray for Health Science colleges or Marilyn Taylor for all other colleges. Please see Academic Administration’s Guidelines for Non-Academic Units for more detail.
3. Center or Institute:
   Requires approval form/email from Peter Reiners in Research, Innovation, and Impact (RII).
   
   1. NOTE: if the Center or Institute is within a college, you will also need to provide approval from the applicable parties mentioned above.
4. Administrative Units (all others that do not fulfill descriptions above):
   Requires approval from cognizant Vice President's office.

Estimated Annual Budget

Other Information Required

1. Preferred Org Code (alpha for College/Division/VP/SVP; numeric for all else) or Code Range (no guarantee that preferred choice will be available). NOTE: 99xx codes are reserved for Institutional Organizations
2. Organization Type: O – Official Org, C – College, V – VP Level
3. Organization Name:
   
   1. Display name: Name displayed in the tree/KFS/Analytics, 30 characters or less including spaces. Please try to avoid special characters where possible, particularly commas and semi-colons.
   2. Full name: 60 characters or less including spaces. This name will be within the Organization's profile in the tree in UAccess Employee but is not visible in most reporting environments.
   3. Naming guidelines from ABOR have been provided based on the nature of the unit. These guidelines must be followed for academic units, centers, and institutes.
4. Roll-up Code: College/Division that the new Org will report to
5. Routing Code: See list of routing codes by building
6. Contact Person name and email: Person to contact regarding questions for the Org creation/change. This name will not be associated with the Org in any system and will only be used as a contact during the Org creation/change process.
7. Responsible Person: Name displayed as “Organization Manager” in KFS
8. Location Information:
   
   1. Building Name
   2. Building Number (you can find your building's number using the Campus Map).  
   3. Room Number
   4. PO Box
   5. Zip Code
   6. Phone Number

Appropriate Approval

1. Academic Units (a College or within a College):
   Requires approval form Academic Administration. Please see Academic Administration's Guidelines for the Management of Academic Units for those requirements.
2. Non-Academic Organizations Within a College (i.e., Administrative Unit within a College):
   Requires approval from Pam Ray for Health Science colleges or Marilyn Taylor for all other colleges. Please see Academic Administration’s Guidelines for Non-Academic Units for more detail.
3. Center or Institute:
   Requires approval form/email from Peter Reiners in Research, Innovation, and Impact (RII).
   
   1. NOTE: if the Center or Institute is within a College, you will also need to provide approval from the applicable parties mentioned above.
4. Administrative Units (all others that do not fulfill descriptions above):
   Requires approval from cognizant Vice President's office.

Other Information Required

1. Organization Code
2. Organization Type: O – Official Org, C – College, V – VP Level
3. Organization Name
4. Roll-up Code: Org the org will report to
5. Contact Person name and email: Person to contact regarding questions for the Org creation/change. This name will not be associated with the Org in any system and will only be used as a contact during the Org creation/change process.

Appropriate Approval

1. Academic Units (a College or within a College):
   Requires approval form Academic Administration. Please see Academic Administration's Guidelines for the Management of Academic Units for those requirements.
2. Non-Academic Organizations Within a College (i.e., Administrative Unit within a College):
   Requires approval from Pam Ray for Health Science colleges or Marilyn Taylor for all other colleges. Please see Academic Administration’s Guidelines for Non-Academic Units for more detail.
3. Center or Institute:
   Requires approval form/email from Peter Reiners in Research, Innovation, and Impact (RII).
   
   1. NOTE: if the Center or Institute is within a College, you will also need to provide approval from the applicable parties mentioned above.
4. Administrative Units (all others that do not fulfill descriptions above):
   Requires approval from cognizant Vice President's office.

Other Information Required

1. Organization Type: (O – Official Org, C – College, V – VP Level)
2. Organization Name: Existing
3. Organization Name: New
   
   1. Display name: Name displayed in the tree/KFS/Analytics, 30 characters or less including spaces. Please try to avoid special characters where possible, particularly commas and semi-colons.
   2. Full name: 60 characters or less including spaces. This name will be within the Organization's profile in the tree in UAccess Employee but is not visible in most reporting environments.
   3. Naming guidelines from ABOR have been provided based on the nature of the unit. These guidelines must be followed for academic units, centers, and institutes.
4. Roll-up Code: College/Division that the Org currently reports to
5. Contact Person name and email: Person to contact regarding questions for the Org creation/change. This name will not be associated with the Org in any system and will only be used as a contact during the Org creation/change process.

Approval from Department Head

1. Must be in the form of an email or other official documents

Other Information Required

1. New Routing Code: See list of routing codes by building
2. New Address Information:
   
   1. Building Name
   2. Building Number (you can find your building's number using the Campus Map) 
   3. Room Number
   4. PO Box
   5. Zip Code
   6. Phone Number
3. Contact Person name and email: Person to contact regarding questions for the Org creation/change. This name will not be associated with the Org in any system and will only be used as a contact during the Org creation/change process.

Deactivate all accounts and positions associated with the Organization

1. An Org cannot be deactivated until this step is complete. Please use the Position Cross Reference tool in UAccess Manager Self Service for positions and UAccess Financials > Chart of Accounts > Account for accounts to check that all have been properly deactivated before making your request.

Appropriate Approval

1. Academic Units (a College or within a College):
   Requires approval form Academic Administration. Please see Academic Administration's Guidelines for the Management of Academic Units for those requirements.
2. Non-Academic Organizations Within a College (i.e., Administrative Unit within a College):
   Requires approval from Pam Ray for Health Science colleges or Marilyn Taylor for all other colleges. Please see Academic Administration’s Guidelines for Non-Academic Units for more detail.
3. Center or Institute:
   Requires approval form/email from Peter Reiners in Research, Innovation, and Impact (RII).
   
   1. NOTE: if the Center or Institute is within a College, you will also need to provide approval from the applicable parties mentioned above.
4. Administrative Units (all others that do not fulfill descriptions above):
   Requires approval from cognizant Vice President's office.

Other Information Required

1. Organization Code
2. Organization Type: (O – Official Org, C – College, V – VP Level)
3. Organization Name
4. Roll-up Code: College/Division that the Org currently reports to