Documentation, Tutorials & Training

Many questions regarding DivData use are addressed in detail in our in-system help. We also offer Workshops & Labs, and have a helpdesk that is staffed 8am - 5pm on nonholiday weekdays.

Campus users: Find User Help where you need it — in the system!

Picture of question-mark icon and DivData Help site header with search bar

Click the "?" image in the DivData menu bar, or the image above, to launch the DivData Help site. (CruzID Gold login required.)

Note: Most of the DivData Help pages on the APO website have moved to the newer in-system topics. For users who have bookmarked the older pages, the tables below list of some commonly referenced pages and their new locations.

Resources by Role


Biobibnet

Biobibnet Help Pages (old) - New Topic: Biobibnet: Overview

Biobibliography Guidelines

Evaluation Archive (old) - New Topic: Biobibnet Course Archive

Review

Candidate Overview & Help Topics (old) - New Topic: Candidate Overview

Department Chair Help Topics (old) - New Topic: Department Chairs/Unit Heads: Common Tasks

Internal Reviewers: Review a File (old) - New Topic: Reviewing a Colleague's File

 


Administration (People) 

Person Detail Records (old) - New Topic: People: Overview - Department Managers only

Biobibnet

Biobibnet Help Pages (old) - New Topic: Biobibnet: Overview

Biobibliography Guidelines

Evaluation Archive (old) - New Topic: Biobibnet Course Archive

Review

Review Manager Help Topics (old) - New Topic: Review: General Overview

 

Administration (People)

Person Detail Records (old) - New Topic: People: Overview

Biobibnet

Biobibnet Help Pages (old) - New Topic: Biobibnet: Overview

Biobibliography Guidelines

Evaluation Archive (old) - New Topic: Biobibnet Course Archive

Review

Review Manager Help Topics (old) - New Topic: Review: General Overview

Divisional Coordinator Help Topics (old) - New Topic: Divisional Overview

 


Administration (People)

Person Detail Records (old) - New Topic: People: Overview

Review

Review Manager Help Topics (old) - New Topic: Review: General Overview

Divisional Coordinator Help Topics (old) - New Topic: Divisional Overview

Central States & Associated Tasks

 

Workshops

We offer a variety of workshops, focusing on specific user groups and topics. Customized workshops also available for groups upon request; contact divdata-training-group@ucsc.edu if interested.

If you have a documented Americans with Disabilities Act (ADA) accommodation that will enable or enhance your participation in any of our workshops, trainings, and events, or if you have other accommodation requests, please contact divdata-training-group@ucsc.edu with a short description of your need.

Use this form to register for any of the workshops described below.


Faculty Workshops

Biobibs, Annotations & File Building

Designed for faculty and other academics up for advancement reviews; others involved in the process also welcome.

This workshop is offered upon departmental or divisional request. (May we suggest it as an optional add-on to a spring department faculty meeting?) Sessions are informal, tailored to unit needs and can include a process overview, tips, best practices, Q&A, and/or working session.

Available in spring and summer upon request. Contact divdata-training-group@ucsc.edu to schedule.


Staff Workshops

DivData Review: Overview for (new) Managers

Designed primarily for department staff who are new to the review manager role, but anyone wanting to improve their overall understanding of the system and the related business processes is welcome.

This 1-1/2 hour workshop provides an introduction to DivData Review and the role of review managers. We'll cover general principles and guidelines, workflow steps, and tips to help you prepare for, create, and manage review files.

Scheduled session: Thursday, April 28, 2022 10:30am - Noon via Zoom.

Note: APO also offers policy- and procedure-focused sessions on senate advancement and the review process for ladder-rank faculty.

DivData: Review Cycle Kickoff

Annual refresher for experienced managers.

Join us for this annual refresher as we cover new and key things to remember as you begin this year’s on-call review cycle. This will be followed by a discussion session where you can ask questions and get one-on-one assistance with specific issues. This session highlights best practices in DivData Review setup, initiation, file building, and the all-important initial audit of candidate materials.

Scheduled session: Tuesday, May 3, 2022 9:30 - 10:15am.

DivData: Letter Solicitation

This one-hour session highlights best practices in DivData Review letter solicitation, including timing, workflow, material selection and redaction of digital files.

Scheduled session: Friday, May 20, 2022 1:00 - 2:00pm.

DivData: Department Recommendation

This one-hour session covers department recommendations for Senate reappointment/advancement files. The session focuses on department faculty review. Topics include accurate recommendation entry and what to do if issues with the file arise at this point in the process.

Scheduled session: Thursday, October 6, 2022 – 9:30 - 10:30am

Intro to DivData: Administration (People, Find, Reports)

Designed primarily for staff with academic personnel responsibilities who are new to the system, but anyone wanting to refresh or improve their overall understanding of the system and the business processes involved is welcome. Offered two or three times throughout the year.

This session (one-hour for department version, two hours for divisions) provides a brief introduction to DivData's components and the key academic personnel concepts behind their design. Topics include an introduction to DivData and its uses, typical tasks associated with each component, and a high-level overview of key academic personnel concepts as they relate to the system. The goal is to ensure department staff have a solid foundation in understanding and working with the system.

Scheduled session: Wednesday, May 11, 2022 – 2:00 - 3:00pm.

Managing Reviews: After the Candidate Submits their File

Offered mid- to late summer or early fall and designed for department personnel — review managers, chairs and personnel directors/committees — who are responsible for evaluating and managing the content of review files, such as confirming that a candidate’s materials are ready for departmental review and soliciting external letters.

The initial audit of a candidate’s dossier is one of the keys to a smooth, efficient review process. This one-hour working session provides time and space to get this work done while highlighting best practices, tips, and options for next steps depending on the results of the initial audit.

Scheduled session: Friday, June 24, 2022 11:00am - noon.

Use this form to register for any of the workshops described above.


Updated Links for Commonly Used Help Pages

To access the in-system Help, campus users will need to log in to DivData (CruzID+Gold credentials).

Topics for all users

DivData Code Translations - New Topic: Translations of Common DivData Codes (including Actions, Action Modifiers, Call Actions, o/A, Title Types)

Topics for faculty and other academics

Removed APO Website Page/URL

Suggested Replacement  In-system Page(s)/URL(s)

Biobibnet System Help

Biobibnet: Overview
https://divdata.ucsc.edu/flare/Content/Biobibnet/BBN_overview.htm

Biobibnet: Scholarly & Creative Work tab

https://apo.ucsc.edu/divdata/biobibnet/scholarly-creative-work.html

Scholarly & Creative Work Tab

https://divdata.ucsc.edu/flare/Content/Biobibnet/BBN_scw-tab.htm

DivData Review Help

https://apo.ucsc.edu/divdata/online-training/review/index.html

Review: All Users

https://divdata.ucsc.edu/flare/Content/Review/DDR_overview.htm


Review: Candidate States & Associated Tasks

https://divdata.ucsc.edu/flare/Content/Review/Candidates/DDR_candidate-overview.htm

File Building (Candidates)

https://apo.ucsc.edu/divdata/online-training/review/candidate/index.html#build-file

Review: File Building (Candidates)

https://divdata.ucsc.edu/flare/Content/Review/Candidates/DDR_candidate-file-building-DP30.htm

Topics for academic unit staff (departments, programs, colleges) and review managers
(Some faculty/academic user topics may also be relevant)

Removed APO Website Page

Replacement  In-system Page(s)

Person Records

https://apo.ucsc.edu/divdata/online-training/div-people.html

People: Overview

https://divdata.ucsc.edu/flare/Content/People/ADM_people-module-overview.htm

DivData Review Help

https://apo.ucsc.edu/divdata/online-training/review/index.html


Topics for Review Managers 

https://apo.ucsc.edu/divdata/online-training/review/dept_manager/index.html

All Users

https://divdata.ucsc.edu/flare/Content/Review/DDR_overview.htm


Departmental States & Associated Tasks

https://divdata.ucsc.edu/flare/Content/Review/Department%20Users/DDR_dept-overview.htm

Biobibnet Course Archive

https://apo.ucsc.edu/divdata/online-training/eval_archive/index.html


Managing Course Evaluations in Review Files

https://apo.ucsc.edu/divdata/online-training/review/dept_manager/manage_evals.html

Biobibnet: Courses Taught Tab 

https://divdata.ucsc.edu/flare/Content/Biobibnet/BBN_courses-taught-tab.htm


Including Course Evaluations (SETs) in Review Files

https://divdata.ucsc.edu/flare/Content/Review/Department%20Users/Manage%20Course%20Records/DD_dept-manage-course-records.htm

Accepting Files

https://apo.ucsc.edu/divdata/online-training/review/dept_manager/dept_unit-accept.html

Dept/Unit Accept (DP-35) https://divdata.ucsc.edu/flare/Content/Review/Department%20Users/DDR_dept-audit-accept-DP35.htm

Soliciting External Letters

https://apo.ucsc.edu/divdata/online-training/review/dept_manager/solicit_external.html

Soliciting External Letters

https://divdata.ucsc.edu/flare/Content/Review/Department%20Users/Solicit%20External%20Letters/DDR_solicit-external-letters.htm

Topics for divisional analysts
(Some departmental or academic user topics may also be relevant)

Removed APO Website Page

Replacement  In-system Page(s)

Person Records

https://apo.ucsc.edu/divdata/online-training/div-people.html

Person Records

https://divdata.ucsc.edu/flare/Content/People/ADM_people-module-overview.htm

DivData Review Help

https://apo.ucsc.edu/divdata/online-training/review/index.html

Review: All Users

https://divdata.ucsc.edu/flare/Content/Review/DDR_overview.htm


Review: Divisional States & Associated Tasks

https://divdata.ucsc.edu/flare/Content/Review/Divisional%20Users/DDR_division-overview.htm

Submitting a Request to Close an Incomplete Review

https://apo.ucsc.edu/divdata/online-training/review/close-incomplete-review.html

Deferrals and Incomplete Reviews 

https://divdata.ucsc.edu/flare/Content/Review/Divisional%20Users/DDR_division-defer-incomplete.htm