Institution
An institution is a place that awards a qualification: NED University, the Karachi Board, a technical training centre. The contact details are held with it, because the reason you need the record at all is usually that somebody has to verify a degree.
What it is for
Verification is the reason this screen carries contact details. When a degree has to be checked, somebody has to write to the university, and the address of the registrar should not have to be found again every time. Holding the phone number and the email with the institution record turns a half day into a phone call.
The second reason is consistency. Spelled freely, one university appears on employee records under four names, and the question of how many of our engineers came from NED cannot be answered.
Add institutions as you meet them. There is no benefit in loading every university in Pakistan before go live.
Every field, in plain words
Institution
| Field | What it means | What to put in it | Notes |
|---|---|---|---|
| Institution | The short code for the place. | NED | Required. Must be unique. |
| Name | The institution written out in full. | NED University of Engineering and Technology | Required. Use the official name, not the abbreviation everybody says. Translations are kept per language. |
| Url | The institution website. | www.neduet.edu.pk | Useful for finding the verification process, which most universities publish. |
| The address verification requests go to. | registrar@neduet.edu.pk | Put the registrar or verification address here rather than a general enquiries one. | |
| Phone | The telephone number. | 021 99261261 | |
| Fax | The fax number. | 021 99261255 | Still how some boards accept verification requests. Leave it blank where it does not apply. |
| Country | Where the institution is. | PK - Pakistan | Pick it from the list. See Country. |
| City | Which city. | KHI - Karachi | Pick it from the list. See City. |
| Block | Retires an institution. | Leave clear. | Ticking it stops the institution being offered on new records. Employees whose qualification came from it keep the reference. |
How to configure it
- Make sure the Country and City lists are populated.
- List the institutions that appear most on the client's existing employee files. The boards come first, since matriculation and intermediate certificates are the commonest documents in a factory workforce.
- Create each record with the full official name, then add the contact details, the country and the city.
- Save. Add the rest as HR records employee education.
Scenarios
Most of our workers hold a matriculation certificate from a board, not a university
Boards are institutions too. Create the Board of Secondary Education Karachi and the intermediate board alongside the universities. In a factory workforce they will be the two most used records on this screen.
We need to verify a degree and nobody knows who to write to
That is what the email and phone fields are for, and why they are worth filling the first time rather than the fourth. Fill them when you create the institution, with the registrar address rather than a general one.
What it is connected to
- Needs Country and City to exist first.
- Employee Education names the institution an employee's qualification came from. That is the main consumer.
- Recruitment Requisition can reference institutions when a vacancy has a preference.
- Education holds the qualifications themselves, and this screen holds who awarded them.
If something looks wrong
- "The city list is empty" - cities have not been set up, or the country picked has no cities against it.
- "The same university is on the list twice" - two records were created under different spellings. Keep the official one and block the other.