Washington State University
BUSINESS POLICIES AND PROCEDURES MANUAL

ORGANIZATION
10.05
Revised 11-10
Human Resource Services
335-4521

Organizational Directory

PDF link

OVERVIEW

WSU's online organizational directory (WSUORG) provides the following information regarding University organization units:

The University uses this information for Mailing Services' address system and other business functions.

WSUORG is an online Administrative Information Systems (AIS) application. See 85.37 for general information regarding AIS applications.

Requirements

Not all organization units are necessarily included in WSUORG; however, an organization unit meeting one or more of the following conditions must be listed:

Reviewing Data

Access WSUORG to review information regarding a University organization unit.

Changing Data

Each Unit

Each organizational unit may directly update:

Human Resource Services

Human Resource Services initially adds units to WSUORG and makes subsequent changes only to that information which has been identified as requiring administrative approval to change, e.g., supervising unit and primary administrative unit.

Other AIS Applications

If a change in the WSU organizational hierarchy requires additions or changes to WSUORG, other AIS applications may also need to be updated, e.g., Master Account Table, Property Inventory. Users should check other applications and make or request updates as necessary.

ADD OR CHANGE WSUORG INFORMATION FORM

General Information

To add a unit or to make changes requiring administrative approval, submit an Add or Change WSUORG Information form to Human Resource Services.

Copy the master form on 10.05.6 to obtain supplies of the form.

To request a change, enter only new information which replaces existing incorrect information. If the existing information for a data element is correct do not make an entry in that space.

To add a new organizational unit enter all items, including address.

Numbers below refer to numbered spaces on the form. Not all spaces are numbered. Form spaces not described are considered self-explanatory.

Some fields accept only a specified number of characters. The character limit (if applicable) is shown on the form after the title of the space or field.

Add or Change

Check either Add or Change to request action.

Unit Identification

When a new unit is added the computer system assigns an Organization Number which identifies the unit. This number is also referred to as the department number, WSU number, ORG number, and WSUORG number.

To change existing information, enter the unit's Organization Number or the Name Abbreviation as shown in WSUORG.

Unit Name (8)

Complete this space to add an organizational unit or to change Unit Name.

Enter an appropriate name for computer-generated reports and mailings. (This name is a shorter version of the Official Unit Name in space 15.)

Name Abbreviation (9)

Users of Administrative Information Systems can use Name Abbreviation to locate information about business transacted regarding the unit.

Complete this space to add an organizational unit or to change Name Abbreviation.

Select a meaningful designation which is a unique abbreviation for the unit. Check name abbreviations in WSUORG to avoid duplicating an existing abbreviation.

Unit Location (10-12)

These spaces identify the unit's location. Unit location distinguishes between similarly-named organizations.

Complete these spaces to add an organizational unit or to change unit location in WSUORG.

County Code or County Name

Enter either County Name or County Code. County codes for the state of Washington are the first two digits of the codes found in 60.25. For all units located outside of Washington, specify "out of state" as county name or enter "0" as county code.

City or State

Enter either the city (or the area) or the state (or the country). Completing both fields is optional.

Unit Administrator and WSU ID Number (13-14)

Complete these spaces to add an organizational unit or to change Unit Administrator.

Enter the name of the unit's designated supervising officer.

Enter that officer's WSU ID number.

Official Unit Name (15)

Complete this space to add an organizational unit or to change the Official Unit Name.

Enter the official name in upper/lower case exactly as it should appear on a formal report.

Name Used for Alphabetic Sort (16)

Complete this space to add an organizational unit or to change Name Used for Alphabetic Sort.

Enter the unit name as it would appear in an alphabetized list of unit names. For example, College of Pharmacy becomes Pharmacy, College of.

Supervising Unit (17-19)

Complete these spaces to add an organizational unit or to change information about the unit's reporting relationship.

Enter the name of the unit responsible for supervising the unit.

Enter the name abbreviation and/or the organization number for that unit. This information is available in WSUORG or from the supervising unit.

Primary Administrative Unit Identifier (20-21)

Complete these spaces to identify one of the following primary administrative units associated with the requesting organizational unit:

NOTE: The primary administrative unit identifier does not replace the financial area, but is intended to support organizational relationships for reporting purposes.

Enter the name of the unit responsible for primary administration of the requesting unit.

Enter the organization number for the primary administrative unit. This information is available in WSUORG or from the supervising unit.

Signature of Requesting Administrator (22)

The official submitting the request signs the form.

Administrative Approval (23)

The appropriate dean, director, or other principal administrative officer signs the request to authorize additions or changes to the University directory.

Address Information (24-30)

A unit may have one or more addresses. A specific address may be used for various University purposes and activities.

An address includes physical location and/or telephone.

After Human Resource Services initially adds the unit to the directory the unit may add addresses or make changes as necessary by using a computer terminal.

Street or Post Office Box Building or Complex

This address is the specific site of the unit. For example, for a unit located at a branch campus a street address in Street or Post Office Box Number might be appropriate whereas, in Pullman, a building and room number in Building or Complex would be appropriate.

City

Include the name of the city for each physical address.

State

Use the two-character U.S. Postal Service abbreviation for state or U.S. territory.

ZIP Code

ZIP code is the standard five-digit U.S. Postal Service ZIP code and optional PLUS-4 ZIP code. For all domestic mailing addresses, indicate the five-digit ZIP code. For all Pullman campus addresses, also enter the mail code assigned by Mailing Services.

International Address

Include the name of the foreign country. Foreign state may be added if available. Enter any applicable foreign mail code in this field. The mail code should not precede the country name.

Telephone

Include a telephone number associated with the physical address or with the headquarters of the organizational unit as appropriate.

Include the area code and the telephone number for the organization unit. The number may include an extension.

ROUTING

Route the Add or Change WSUORG Information form to the appropriate dean or director.

If the request is approved, the dean or director routes one copy of the approved form to Human Resource Services, mail code 1014.

See the PDF form:
10.05.6: Add or Change WSUORG Information
Complete and/or print as needed.