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!

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

   Academic/Faculty Users    Department Users    Division Users    APO Users

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.

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

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 share that on the registration form or contact divdata-training-group@ucsc.edu.

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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.

Schedule a group session for late spring through late summer. Contact divdata-training-group@ucsc.edu

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Staff Workshops

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

DivData Review: Overview for (new) Managers

Scheduled session: Thursday, April 27, 2023 – 10:30am - Noon via Zoom

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.

DivData: CALL Review Kickoff

Scheduled session: Tuesday, May 2, 2023 – 9:30 - 10:30am via Zoom

Annual refresher for department 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.

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

Scheduled session: Wednesday, May 17, 2023 – 2:00 - 3:00pm via Zoom

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.

DivData: Letter Solicitation

Scheduled session: Friday, May 19, 2023 – 11:00am - Noon via Zoom

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

Managing Reviews: After the Candidate Submits their File

Scheduled session: Friday, June 23, 2023 – 11:00am - Noon via Zoom

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.

DivData: Department Recommendation

Scheduled session: Thursday, October 5, 2023 – 9:30 - 10:30am via Zoom

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.

 

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

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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

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

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