DivData user account processes

Beginning November 24, 2015, we are introducing new account procedures, including eliminating the need for faculty and other non-student academics to apply for a DivData Academic User account. This change better facilitates access to their information and reviews and helps streamline departmental processes.

The first time new users sign in to DivData, they will be asked to agree to ITS terms and conditions. If they agree, they will be granted access. CruzID + Gold credentials are required for login.

Staff User Accounts

(includes departmental, divisional, and central office staff)

Creation/activation: DivData access for staff is requested via the ITS DivData Account Request form. Staff accounts are subject to approval. 

Deactivation: Departments/units must notify APO when personnel leave or no longer need their DivData account.

Academic User Accounts

(includes non-student faculty and researchers)

Creation/activation: No account request is necessary for faculty or other non-student academics. Once the required information about an academic appointee is in DivData (see Criteria... below,) the person’s user account will be automatically created.

Deactivation: An academic user's account will be deactivated when their DivData person status is Separated.

Account Status: Staff with access to Person records in DivData can see an academic appointee's user account status (Active, Inactive, or None) displayed just below Person Status.

Criteria for creation or reactivation of Academic User accounts

DivData accounts for Academic Users will be automatically created, or existing accounts reactivated, when their DivData person record has:

  • valid Last Name*
  • valid Employee ID*
  • valid CruzID as email*
  • Date of Birth
  • blank, or future, Sep Date
  • an active salary row in a non-student title (“active” for instructional titles includes 90-day extensions of appt begin and end dates)

* these will be verified against IDM information

Special Case – Reappointing a former Lecturer

In order for a returning lecturer to participate in their reappointment review, the reappointing dept/unit may need to sponsor a Sundry CruzID account if their last UCSC appointment ended more than 90 days ago.

If the person's DivData user account status is "Inactive" or "None," the department or division will also need to ask APO to reactivate or create it.

When completing the ITS CruzID Sundry account request form...

  • include the person’s (expired) CruzID, which is their ___@ucsc.edu address*

  • if their @ucsc email has been deactivated, include an alternate email address*

  • choose Sundry Account Type "New UCSC Employee / Stage"

  • in the Business Need field, describe the needed access -- for example: "CruzID Blue and Gold needed for email and DivData access relating to intended reappointment."

  • allow up to eight days for turnaround.

*According to ITS, failure to include these items can result in delays or issues in activating the account.