Add Academic Units

Academic units are comprised of the hierarchies governing the research capabilities of a higher education institution (HEI) and include faculties, departments, and facilities.

Ocip

HEI Users must have the HEI Manager role assigned to access the steps demonstrated in this guide. \ \ See [User Authorization and How to Manage Users](https://scribehow.com/shared/How_to_Manage_Users_and_Create_a_New_User__tG3i3WotQxyWjTJv11rfmQ#65253b18) for more information.

Add a Faculty

Click **"\[Your institution\] Profile"** under **"Account"** in global navigation menu. This will display your institution's internal OCIP profile.

Click **"Add"** and then select **"Academic Units"** from the dropdown.

Under the **"Academic Unit Information"** heading, complete the following required(\*) fields including: - **Academic Unit Name** (the name of the Faculty, i.e. Faculty of OCIP Training) - **Short Name** (Faculty Abbreviation, i.e. OT) - Use the **"AU Type"** dropdown to select **"Faculty"** Complete the **"Description Field**" to provide overview information about the Faculty. Click **"Next"** to proceed to the **"Academic Unit Details"** section.

Use the **"Visibility Type"** dropdown to choose who has access to view information about this faculty. \ \ **The OCIP recommended visibility type is "All Portal Users"** as this optimizes visibility to produce the most relevant matches with businesses and organizations for potential collaborations. \ \ **Visibility Types:** - **Own Users Only:** only from users from your HEI can view. - **Own Users and OCIP Staff:** only users from your HEI and OCIP (eCO staff) can view. - **All Portal Users:** any logged in users of OCIP, including business and other organization users can view. - **Public:** anyone can view, including unauthenticated users and external applications

Click **"Save"** to save and add the Academic Unit.

Add a Department

Click **"Academic Units"** under **"Resources**" in the global navigation menu. This will display all **Academic Units (Faculties, Departments, and Facilities)** entered in OCIP from your institution.

At most HEIs, departments are generally housed under specific faculties. The exact terms used by your institution may differ (e.g. Faculties = Colleges), but the resources should be inputted to **reflect the hierarchical structure of your specific institution.** For example: Faculty of OCIP Training (Level 2) houses the Department of User Guides (Level 3) Faculty of Social Sciences houses the Department of Sociology

To add a department under its appropriate faculty, first locate the faculty under the **"AU Name"** column, and then click **"Manage"** under the **"Actions"** column to display the selected faculty's profile.

One method to ensure you are adding the department under the appropriate faculty is to **double-check the breadcrumb** outlined below before adding the department. The **breadcrumb** indicates this department will be housed first under OCIP University, and then under the Faculty of OCIP Training. This is also indicated by the "AU Level (2)" and "AU Type" specifications which indicate the Faculty is the second level of the Academic Unit hierarchy.

Click **"Add"** and then select **"Academic Units"** from the dropdown.

Under the **"Academic Unit Information"** heading, complete the required(\*) fields including: - **Academic Unit Name** (the name of the Department, i.e. Department of User Guides) - **Short Name** (Faculty Abbreviation, i.e. DUG) - Use the **"AU Type"** dropdown to select **"Department"** - **"Description Field"** to provide overview information about the Department Click **"Next"** to proceed to the **"Academic Unit Details"** section.

Use the **"Visibility Type"** dropdown to choose who has access to view information about this department. \ \ **The OCIP recommended visibility type is "All Portal Users"** as this optimizes visibility to produce the most relevant matches with businesses and organizations for potential collaborations. \ \ **Visibility Types:** - **Own Users Only:** only from users from your HEI can view. - **Own Users and OCIP Staff:** only users from your HEI and OCIP (eCO staff) can view. - **All Portal Users:** any logged in users of OCIP, including business and organization users can view. - **Public:** anyone can view, including unauthenticated users and external applications

Click **"Save"** to save and add the department.

Add a Facility

Click **"Academic Units"** under **"Resources"** in the global navigation menu. This will display all Academic Units (Faculties, Departments, and Facilities) entered in OCIP from your institution.

At most HEIs, facilities are generally housed under specific faculties and departments. The exact terms used by your institution may differ (e.g. Faculties = Colleges), but the resources should be inputted to **reflect the hierarchical structure of your specific institution.** For example: OCIP University (Level 1) houses the Faculty of OCIP Training (Level 2) houses the Department of User Guides (Level 3) which houses the OCIP HEI Data Mapping Facility (Level 4) Faculty of Social Sciences houses the Department of Sociology which houses the Youth Justice Research Lab (fictional).

To add a facility under its appropriate faculty and department, you can use the **"Faculty/Department"** dropdown to select the faculty you wish to filter by. In this case, "Faculty of OCIP Training (OT)."

After filtering by the appropriate faculty, the Academic Units table will only display departments housed under the selected faculty. Now you can locate the appropriate department in the **"AU Name"** column and click **"Manage"** in the "Actions" column to display the selected department's profile.

One method to ensure you are adding the facility under the appropriate faculty and department is to **double-check the breadcrumb** outlined below before adding the facility. The **breadcrumb** indicates this department will be housed first under OCIP University (Level 1), followed by the Faculty of OCIP Training (Level 2), followed by Department of User Guides (Level 3), This is also indicated by the "AU Level (3)" and "AU Type" specifications which indicate the Department is the third level of the Academic Unit hierarchy.

Click **"Add"** and then select **"Facilities"** from the dropdown.

Under the **"Facility Information"** heading, complete the required (\*) fields including: - **Facility Name** (e.g. OCIP HEI Data Mapping) - **Short Name** (Faculty Abbreviation, i.e. OHDM) - Use the **"Facility Type**" dropdown to specify the appropriate facility type. Your options include: - Centre - Compute and Data Storage - Institute, Laboratory - Technology Access Centre - Unaffiliated

Complete the **"Description Field"** to provide overview information about the facility. Click **"Next"** to proceed to the **"Academic Unit Details"** section.

Use the **"Visibility Type"** dropdown to choose who has access to view information about this facility. \ \ **The OCIP recommended visibility type is "All Portal Users"** as this optimizes visibility to produce the most relevant matches with businesses and organizations for potential collaborations. \ \ Visibility Types: - **Own Users Only:** only from users from your HEI can view. - **Own Users and OCIP Staff:** only users from your HEI and OCIP (eCO staff) can view. - **All Portal Users:** any logged in users of OCIP, including business and organization users can view. - **Public:** anyone can view, including unauthenticated users and external applications

Click **"Save"** to save and add the facility.

Review the facility's general information panel noting the outlined Academic Unit breadcrumb, AU Level, and AU Type to ensure accurate mapping.

Steps 21- 30 are critical to ensuring your institution's research facilities are included as potential matches for appropriate businesses and organizations. \ \ To be considered complete and optimize the results of the matching algorithm: - Facilities must specify **one or more North American Industrial Classification System** ([NAICS](https://www.statcan.gc.ca/en/subjects/standard/naics/2022/v1/index)) codes (Steps 21-24) - Facilities must include a **contact who can be reached for follow-up** in the event the facility is matched with an interested business or organization (Steps 27-34).

Click the **"Sectors Served"** panel.

Click **"Add New"** under the **"Sectors Served"** panel.

The **NAICS code(s)** specified should be indicative of the industries your facility would be interested in collaborating with based on your facility's available resources (expertise and equipment). \ \ OCIP requires **at least one specified NAICS code** and recommends specifying the Industrial Sector and Industrial Subsector for optimal results and more relevant matches.

Use the dropdowns under the **"Sector Details"** heading to specify the appropriate NAICS code(s). Please provide the following: - **Industrial Sector** - **Industrial Subsector** - **Industry Group** - **Industry**

Click **"Save"** to save and add the NAICS code.

Click the **"Contacts"** panel.

Click **"Add New"** under the **"Contacts"** panel.

Complete the following required (\*) fields for **"Point of Contact"** : - **First Name** - **Last Name** - **Position Title** - **Contact Type** (All Functions, Administrative, Financial, Technical, Other)

Click **"Next"**

Complete the following required (\*) fields for **"Contact Information"**: - **Email Address** - **Preferred method of communication** (Email, Phone, Other) - **Preferred language** (English or French) Click **"Save"**

After adding this information to your facility's profile, you can review, update, and delete the inputted **"Sectors Served"** and **"Contacts"** under their relevant panel.\ \ You can add more information to your facility's profile under each panel including: - **Activities Offered** - **Locations** - **Facility Descriptors** - **Languages Serviced** - **Web Presence**

View Organization Chart

Click **"OCIP Profile"** under **"Account"** in global navigation menu. This will display your institution's internal OCIP profile.

Click **"Org. Chart"** to display your institution's organization chart.

Click the branch of the organization chart you wish to view. In this case, "Faculty of OCIP Training" to view the subsequent departments and facilities housed by the faculty.

Adding Facilities without a Faculty or Department

Sometimes an HEI's research facilities are either not affiliated with a specific Faculty or Department or are shared across several faculties and departments. \ In these instances, you can add facilities directly from your institution's OCIP profile without assigning a specific faculty or department.

Click **"OCIP Profile"** under **"Account"** in global navigation menu.

Click the **"Add"** button and click **"Facilities."**

Add Academic Units

Academic units are comprised of the hierarchies governing the research capabilities of a higher education institution (HEI) and include faculties, departments, and facilities.

Ocip

Add a Faculty

Click **"\[Your institution\] Profile"** under **"Account"** in global navigation menu. This will display your institution's internal OCIP profile.

Click **"Add"** and then select **"Academic Units"** from the dropdown.

Click **"Save"** to save and add the Academic Unit.

Add a Department

Click **"Add"** and then select **"Academic Units"** from the dropdown.

Click **"Save"** to save and add the department.

Add a Facility

Click **"Academic Units"** under **"Resources"** in the global navigation menu. This will display all Academic Units (Faculties, Departments, and Facilities) entered in OCIP from your institution.

Click **"Add"** and then select **"Facilities"** from the dropdown.

Complete the **"Description Field"** to provide overview information about the facility. Click **"Next"** to proceed to the **"Academic Unit Details"** section.

Click **"Save"** to save and add the facility.

Review the facility's general information panel noting the outlined Academic Unit breadcrumb, AU Level, and AU Type to ensure accurate mapping.

Click the **"Sectors Served"** panel.

Click **"Add New"** under the **"Sectors Served"** panel.

Click **"Save"** to save and add the NAICS code.

Click the **"Contacts"** panel.

Click **"Add New"** under the **"Contacts"** panel.

Click **"Next"**

View Organization Chart

Click **"OCIP Profile"** under **"Account"** in global navigation menu. This will display your institution's internal OCIP profile.

Click **"Org. Chart"** to display your institution's organization chart.

Click the branch of the organization chart you wish to view. In this case, "Faculty of OCIP Training" to view the subsequent departments and facilities housed by the faculty.

Adding Facilities without a Faculty or Department

Click **"OCIP Profile"** under **"Account"** in global navigation menu.

Click the **"Add"** button and click **"Facilities."**