Set up Schools

Owned by Robert Lenk
Last updated: May 26, 2024 by Chris Barrett
4 min read

About schools

Your students may have attended other institutions such as high schools or other colleges before joining your institution and you want to capture and store this information. In addition, you may visit schools as part of your recruitment efforts.

Campus Cafe allows you to crate a list of schools that can be selected by applicants, administrators or others. This ensures that the same school is consistently recorded because schools often can come by different names. For example, “South Kingstown High School” may be known as “South Kingstown High School,” “SK High School” or “SKHS.” Keeping how you record South Kingstown High School consistent allows easier reporting and avoids ambiguity.

This list of schools is presented to applicants when applying for admission, used during transfer credit posting and as part of recruitment travel groups.

Campus Cafe delivers a list of schools upon implementation. The list is not refreshed with upgrades, however, schools may contact the College Board directly for an updated list.

Prerequisites

  • None

Required permissions

Module

Number

Description

Module

Number

Description

Admissions

966

Create or change a school

System Admin

113

Create school type options (e.g. high school, college, university, etc.) and school codes (a way to organize schools)

Create school types

School types are used to segment institutions, typically by their educational level. For example, you may wish to categorize schools as secondary schools, community colleges, colleges and universities. Or perhaps you want to categorize schools as high schools, public colleges and private colleges.

  1. Go to Admin > STParm.

  2. In Parameter Code enter ASTYPE.

  3. In Parameter Value enter one-character code. For example, 2 for a 2-year college.

    image-20240526-140709.png

  4. Click Add.

  5. In Description, enter short text to illustrate the code. For example, 2YR College. This text appears when creating or editing a school.

  6. In Long Description, enter text to illustrate the code. For example, 2-Year College

  7. Click Save.

Create school codes

School codes can be used to group schools allowing you to more easily find them. For example, you may wish to record all schools for which you have a transfer articulation agreement. Or perhaps you wish to note in a standardized way all schools that you’ve identified as study abroad partners.

  1. Go to Admin > STParm.

  2. In Parameter Code enter ASCONS.

  3. In Parameter Value enter a short code no longer than 2 characters. For example, TA for transfer articulation agreement.

    image-20240526-135626.png

  4. Click Add.

  5. In Description, enter short text to illustrate the code. For example, Transfer Articulation. This text appears when creating or editing a school.

  6. In Long Description, enter text to illustrate the code. For example, Transfer Articulation Agreement.

  7. Click Save.

Find school

  1. Go to Admissions > Schools.

  2. Optionally set filters to narrow your results.

  3. Click Submit.

Add school

  1. Go to Admissions > Schools.

  2. Click Add New School.

    • Name: The formal name of the institution. Required.

    • Name For Sorting: A short name for the institution that will be used in the school search function. Required.

    • School ID: Enter -1 to have Campus Cafe assign the next available number. Required.

    • IPEDS ID: The number assigned to the institution by the federal Integrated Postsecondary Education Data System. Don’t include the branch number. Optional.

    • Address: The main address for the institution; used in the school search function. Optional.

    • Contact: The contact at the institution. Optional.

    • Codes: Customizable codes to associate with the institution. Optional.

    • Quantities to Send: Tracks the number of printed marketing materials to send the institution. Optional.

  3. Click Save.

Edit school

You may wish to edit or change a school if something about the school changes. For example, it changes its name or address.

Changes to schools apply retroactively to all records. For example, if you connected applicant Matthew Jones last year to Barrett College and then today change the name to Barrett University, Campus Cafe will show Chris Jones attended Barrett University.

  1. Go to Admissions > Schools.

  2. Set filters to narrow your search. For example, you may enter the school name.

  3. Click Submit.

  4. Next to the school click the pencil.

    • Name: The formal name of the institution. Required.

    • Name For Sorting: A short name for the institution that will be used in the school search function. Required.

    • School ID: A unique number used by Campus Cafe to identify the school. Don’t change.

    • IPEDS ID: The number assigned to the institution by the federal Integrated Postsecondary Education Data System. Don’t include the branch number. Optional.

    • Address: The main address for the institution; used in the school search function. Optional.

    • Contact: The contact at the institution. Optional.

    • Codes: Customizable codes to associate with the institution. Optional.

    • Quantities to Send: Tracks the number of printed marketing materials to send the institution. Optional.

  5. Click Save.