Editing Support Records

This section provides answers to Frequently Asked Questions (FAQs) about editing support records in the CCLP. If you don't find the answer to your CCLP question, try putting a keyword or phrase into the Search CCLP field (in the upper right corner) and press Return, or you can submit an idea for a FAQ.

Q: Why can't I type into the AIS name fields?
A: The AIS Name fields are read only. If a support record has a CruzId value that is not a TMP CruzId and it matches a CruzId value in AIS, the AIS Name fields will be populated.

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Q: Why can't I type into the AIS ID or Emp. ID fields?
A: The AIS ID field and Emp. ID fields are both read only. If a support record has a CruzID value that is not a TMP Cruz ID and it matches a CruzID value in AIS, the AIS ID and Emp. ID fields should be filled in (via a nightly interface). Please note that on new TA records, if the individual has not received their AIS TA access yet the AIS ID field may not be populated.

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Q: How can I change a support individual's temporary CruzID value in the CCLP to their real CruzID?
A: Here are the steps:

1. You first need to take note of the support individual's real CruzID value. You can refer to the Campus Directory.

2. In the support screen of the CCLP locate the support individual's record.

3. Click in the CruzID field.

4. From the Change CruzID dialog box, click Change.

5. In the New CruzID text box, type the support individual's real CruzID. Then click Continue.

6. You will get a dialog box that informs you that the CruzID will be changed during the nightly processing.  Click OK. You will not see the temporary CruzID change immediately; you will see it the next day. Any Sched Dev records for that support record will have the CruzID value updated to the real CruzID.

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Q: I requested a change to a CruzID but I changed my mind and want to cancel the CruzID change request.
A: CruzID changes are processed in the nightly interface. If you want to cancel a CruzID change in the CCLP please contact Corinne during the same day that you made the request so she can revert it before it is changed during the nightly processing.

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Q: I have two support records for the same individual. One has a temporary CruzID and one has a real CruzID. How can I merge them?
A: Ideally there should only be one support record for the same individual. To merge a support record that has a temporary CruzID with another support record for the same individual (where that record has a real CruzID):

1. Find the support record that has the real CruzID (see Searching for a Support Record).

2. Take note of the CruzID value.

3. Now find the support record that has a temporary CruzID (that you wish to merge with the other support record).

4. Click in the CruzID field.

5. From the Change CruzID dialog box, click Change.

6. In the New CruzID text box, type the support individual's real CruzID. Then click Continue.

7. You will get a dialog box that informs you that a record with that CruzID already exists and asks you to confirm that you want to merge. Click Merge.

8. You will get a dialog box that informs you that the CruzID will be changed during the nightly processing.  Click OK. You will not see the temporary CruzID change immediately; the next day the record with the temporary CruzID will no longer be there and information that was in the record with the temporary CruzID will be merged with the other support record. Any Sched Dev records for that support record will have the CruzID value updated to the real CruzID

Q: When I search for a support individual the record is there but has a SupportStatus value of Inactive. The individual will be a TA. How can I set the SupportStatus to Hired?
A: Find the support record for the individual, then click on the SupportStatus value of Inactive. A dropdown list will appear. Select Hired. Note that support individuals who have a SupportStatus set to Inactive will not be listed in the possible list of TAs and CAs on the TA/CAs tabbed area in Sched Dev.

Q: What is the Process for Changing the Support Record for an Indivdual Who Has Graduated and/or is No Longer at UCSC?
A: If the individual is affiliated with other departments (see the SupportStatus area on the Support record), please leave the individual as Hired or Pending and do not delete the individual's Support record in the CCLP. If an individual is only affiliated with your department then you can mark them as Inactive. The reason why you don't want to mark an individual's Support record as Inactive if they are affiliated with other departments is that would prevent the individual from being listed in Sched Dev on the TA dropdown list for all affiliated departments.

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