Person Detail Records

The People menu option allows you to search for an existing Person Record, or to create a new Person Record in DivData. Your user role determines the extent of the person and detail records available to you.

The image shows the main DivData menu bar with the People tab highlighted.

Person Details

This section displays the current status, position, identifying information, and contact information for the person. The fields containing this information make up the top portion of the record.

The following table lists the fields in the Person Details section of the record. The fields are listed in the order in which they appear in edit-mode; this order is different in view-mode, in order to emphasize the person’s name, the division with which they are associated, and their contact information.

Field Description
Campus Address Campus address for the employee.
Campus Mailstop Campus mailstop for the employee.
Campus Email Campus email address. May be an alias (i.e., does not need to be CruzID).
Campus Phone Campus phone number/extension for the employee.
Sab Credits Prior to Db The "starting balance" for faculty whose sabbatical accrual preceded DivData records.
Deceased The date the person died.
U 18 Quarters No longer used.
Colleges Campus college(s) with which the person is affiliated (if applicable).
Comments Text field to allow comments specific to the individual employee.
Person Status

Current person record status of the employee in DivData.

  • A - Active
  • I - Inactive
User Account Status

Current user account status of the employee in DivData.

  • Active
  • Inactive
Highest Degree Code indicating the highest degree the employee has received.
Highest Degree School Code for the institution from which the employee received their highest degree. If Other is selected, the school name should be entered in the Comments field.
Highest Degree Date Year the employee's highest degree was awarded.
Specialty Code Research area in which the employee specializes.
AIS ID The employee's AIS system ID.
Title at Initial Hire Working title the person held when first appointed to a nonstudent academic title at UCSC.
Dat of Initial Hire Effective date of first appointmentment in a nonstudent academic title at UCSC.
LR Sep Date Date the person moved out of provisioned ladder-rank position. For example, moved to emeritus status. If leaving LR position and ending all UCSC academic affiliation, complete both LR Sep Date and LR Sep Reason fields.
LR Sep Reason Reason that the person moved out of provisioned ladder-rank faculty position.
LR Provision The budgetary provision number held by a ladder-rank or LSOE faculty member.
LR FTE The full-time equivalency of a employee's appointment.
Budgeted LR FTE The full-time equivalency that is permanently budgeted for the position.
DOB Date the employee was born.
Gender Employee's gender, as self-identified.
Ethnicity Employee's ethnic group, as self-identified.
Citizenship Employee's citizenship status.
Visa Type of visa held by the employee.
Visa End Date the employee's visa will end.
Employee ID The employee ID from the payroll system.
Last 4 SSN Last four-digits of the employee's Social Security number.
CAP Specialty Specialty information for the candidate under review.

Academic Details

Clicking a tab displays the available records for that category, as well as the options for viewing and/or reporting on the information. Depending on your user role, you may have access to a subset of these tabs, or even a subset of records within a tab.The image shows the tabs that make up the Academic Details section of a Person record.

 Salary Adv Tab

The Salary ADV (Advancement) tab contains the salary history for the selected employee. DivData maintains a complete salary history for all academic Senate employees as well as most non-Senate academic employees.

Note: Popup Help is available for the column fields on the Salary Adv tab. To view the onscreen Help for a field, hover over the field with your mouse cursor.

Salary Record Sort Order

The sort feature is enabled for most columns, alphabetically, numerically, or chronologically depending on the field information. The default sort order for the list of records displays the most recent record(s) at the top.

Reverse the sort order

  • Click the Year column header

The list is reordered to show the oldest records first.

Salary Record View

The Salary Adv tab allows you to choose which salary records you want to view, and in what order. By default, all of the Standard table of pay rate salary records for the employee are displayed. However, you can choose to view the most current record(s), or display only those records for a specific pay rate table.

View only Unit 18 Salary records

  • Click View > Unit 18

View Standard Salary records

  • Click View > Standard

Show only the current year Salary record(s)

  • Click Show > Current

Redisplay all of the Salary records

  • Click Show > All

Salary History Reports

You can generate several different Salary history reports, or cards, which you can then print or save as a file. These reports summarize the information in the Salary Adv tab based on the criteria you select.

Generate a Salary history report that includes comments

  • Click Salary History Reports > All

This report shows all of the salary information for the employee, including any comments associated with each record.

Generate a Salary history report that shows Salary Only information

  • Click Salary History Reports > Salary Only

This report shows all of the salary information for the employee, but does not include any salary details associated with leave (such as FML with pay).

Generate a Salary history report without comments

  • Click Salary History Reports > No Comments

This report shows all of the salary information for the employee, but does not include any salary details associated with leave (such as FML with pay) or any additional information about initial appointment or percentage time worked.

Creating a Salary Record

  1. Click Create New Salary. The Create New Salary dialog is displayed.
  2. Enter the salary information for the new appointment. Required fields are shown in red and marked with an asterisk (*).
  3. Click Save to exit the record and close the dialog.
    Or
    Click Save & Next to exit the current record and create another one.

The new Salary record is added to the table.

Viewing/Editing/Deleting a Salary Record

View a single Salary record

  1. Click View to access the record. The data fields for the record are displayed in the View Salary dialog. This dialog is read-only.
  2. Click Close to exit the dialog.

Edit a Salary record

  1. Click Edit to access the record. The Edit Salary dialog is displayed with the data fields enabled for editing.
  2. Update the record with the new information.
  3. Click Save to exit the record and close the dialog.

The updated Salary information is displayed in the record table.

Delete a Salary record

  1. Click Delete to access the record. The Delete Salary dialog is displayed.
  2. Click Delete.

The record is removed from the list.

Leave Tab

 The Leave tab displays the leave information for the selected employee. DivData is designed primarily to manage the accrual and usage of sabbatical credits for ladder rank faculty. However, other types of leave can be posted as well.

Note: Popup Help is available for the column fields on the Leave tab. To view the onscreen Help for a field, hover over the field with your mouse cursor.

Leave Record Sort Order

The sort feature is enabled for most columns, alphabetically, numerically, or chronologically depending on the field information. The default sort order for the list of records displays the most recent record(s) at the top.

Reverse the sort order

  • Click the Year column header

The list is reordered to show the oldest records first.

Leave Record View

By default, all of the leave records for the person are displayed.

Show only the current year Leave record(s)

  • Click Show > Current

Redisplay all of the Leave records

  • Click Show > All

Leave Record History Reports

You can generate two different leave history reports, or cards, which you can then print or save as a file. These reports summarize the information in the Leave tab based on the criteria you select.

Generate a Leave report that does not include comments

  • Click Leave History Reports > No Comments

This report shows all of the leave information for the employee, except for any comments associated with each record.

Generate a Leave report that includes comments

  • Click Leave History Reports > With Comments

This report shows all of the leave information for the employee, including any comments associated with each record.

Sabbatical Information

In addition to the View and Reports options, the tab contains this information:

Field Description
Credits Prior to Db The number of sabbatical credits accrued by the employee before their records were entered in DivData.
Credits for Admin Appt The number of sabbatical credits accrued by the employee for an administrative position, such as department Chair.
Sabb Credit Balance The number of sabbatical credits available to the employee (credits accrued minus credits used) as of the indicated date.

Creating a Leave Record

  1. Click Create New Leave. The Create New Leave dialog is displayed.
  2. Enter the leave information for the new appointment. Required fields are shown in red and marked with an asterisk (*).
  3. Click Save to exit the record and close the dialog.
    Or
    Click Save & Next to exit the current record and create another one.

The new Leave record is added to the table.

Viewing/Editing/Deleting a Leave Record

View a single Leave record

  1. Click View to access the record. The data fields for the record are displayed in the View Leave dialog. This dialog is read-only.
  2. Click Close to exit the dialog.

Edit a Leave record

  1. Click Edit to access the record. The Edit Leave dialog is displayed with the data fields enabled for editing.
  2. Update the record with the new information.
  3. Click Save to exit the record and close the dialog.

The updated Leave information is displayed in the record table.

Delete a Leave record

  1. Click Delete to access the record. The Delete Leave dialog is displayed.
  2. Click Delete.

The record is removed from the list.

Standard Leave Letter

Generate a standard leave approval letter

  1. Click View to access the desired record. The View Leave dialog is displayed.
  2. Click Leave Approval Letter. A Benefits? dialog is displayed.
  3. Indicate whether the university will, Yes, or will not, No, cover the benefits for the employee during the leave period. The Opening leave approval.doc dialog is displayed.
  4. Choose to Open the leave letter using Microsoft Word (default) or Other application.
    Or
    Save File to a location.
  5. Click OK.
  6. Edit the letter, as required.
  7. Save and/or Print the letter.

Admin Tab

The Admin tab displays the administrative appointments held by the employee.

Admin Record Reports

You can generate an admin history report, or card, which you can then print or save as a file. This report summarizes the information in the Admin tab.

  • Click Admin Reports > History Card

This report shows all of the administrative information for the employee.

Senate Service Tab

The Senate Service tab displays the senate Service records for an employee. The Academic Senate Office creates and maintains these records.

Senate Service Record Reports

You can generate a Senate Service history report, or card, which you can then print or save as a file. This report summarizes the information in the Senate Service tab.

  • Click Senate Service Reports > Service History

This report shows all of the senate service information for the employee.

Reviews Tab

Review records operate a bit differently than other Academic Detail records, as they are connected to the Review module and its file workflow.

Review File Reports

You can generate a Review report, or card, which you can then print or save as a file. This report summarizes the person's ad hoc service.

  • Click Review Reports > Ad Hoc Service

This report shows all of the academic faculty reviews on which the employee has served. It includes the name of the faculty member being reviewed, a brief description of the review, the role of the employee in the review, and the review date and year.

Creating a Review Record

See Create an Appointment Review or Create an Advancement Reivew for details.

Posting a Decision to Salary

For a review that is not finalized and posted through the Review workflow, follow these steps to use the review decision to create the resulting salary row and post it to the Salary Adv tab.

  1. Locate the completed review on the Reviews tab for the person.
  2. Click View to access the review. The View Review screen is displayed.
  3. Verify that the Date Done field has a completion date for the review entered. Note: If the Date Done field does not have a date, you cannot post the review to the Salary Adv tab.
  4. Click Post Review. A Message dialog is displayed, confirming the post and asking you to verify that all the information to be posted is correct.
  5. Click OK to continue. The Post Review screen is displayed, with the salary record details.
  6. Click Post.

The newly created salary record is posted to the Salary Adv tab.

Note that reviews not resulting in a salary row should not be posted, such as in the case of an appointment that the candidate withdraws from or declines.

TA Offer Letters

DivData allows you to send a TA offer letter via the Reviews tab.

  1. Click Create New Review on the Reviews tab for the person. The Create Review screen is displayed.
  2. Complete the required fields (highlighted in red and marked with an asterisk [*]). Note: For Dept, select the department that the student will be teaching in, not the department in which the person is a graduate student.
  3. Click Create. The Person Detail screen is redisplayed with the newly created review record.
  4. Click View to access the new review record. The View Review screen is displayed.
  5. Click Reports > Decision Letter. The Send Mail screen is displayed. This screen contains the default email template for the offer letter, with prefilled email addresses for the person as well as links to applicable policies and a UAW Membership Election Form. The contents of the letter are based on the student’s record and the default form that resides in the database.
  6. Edit the text of the letter, as required, to include a response date and any other required information. Make sure to leave all required notices intact, and include all of your changes at this time, since you won’t be able to make any changes later.
  7. When you are satisfied with the letter, click Send. The email is sent and the View Review screen is redisplayed.
    • A copy of the email is sent to your email account, so that you have a record of what was sent to the student.
    • After the letter is sent, the student has the option to accept or decline the offer.
  1. When the student accepts the offer of a TA-ship, it must be logged and posted.

Log an Accepted TA Offer Letter

  1. Select the Reviews tab in the person record for the student.
  2. Click Edit to access the review file used to send the TA offer letter.
  3. Fill in the Date Done field. Enter the date the student accepted the TA-ship.
  4. Click Save. The View Review screen is redisplayed with the updated review record.

Recruitment Tab

Recruitments are now handled via UC Recruit, an online recruitment system for academic positions at UC Santa Cruz. Recruitment records in DivData are linked to the source files in UC Recruit.

The Recruitment tab tracks the recruitment compliance associated with the individual's position(s), including open recruitments, exemptions, or approved waivers. For Recruitments, this includes the recruitment (Search Num) record from which the person was hired, and the associated application that the person submitted when they applied for the position. Waivers and Exemptions record any special conditions, circumstances or qualifications under which the person was hired without being subject to open recruitment.

Exemption records are added in the same way as creating other Academic Detail records, linking to a recruitment or waiver is a bit different.

Add a Recruitment or Waiver

  1. Click Link Recruitment.
  2. Find the person's relevant job application, searching by last name, search number, and/or other key criteria.
  3. Identify the correct application in your search results and click Create Link.
  4. If the related appointment review already exists, check the box next to that record and click Link. If the review has not yet been created, use the link at the top of the list to Create a New Review.

Endowed Chair Tab

This tab tracks any endowed chairs held by the employee. The Academic Personnel Office creates and maintains these records.