New Support Records (and Searching)

This section provides answers to Frequenlty Asked Questions (FAQs) about creating new support records or searching for existing 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: How do I search for an existing support record?
A: Since the CCLP is a campus-wide system it is best to search the entire CCLP when searching for an existing support record.

1. From the Support menu, click the New Support/Campus Search button.

2. In the search screen, type in the last name (you can also type the first name), then press Return.

3. Look at the search results to see if there is an existing record for that support person.

4. If there is an existing support record and the support is already associated with the department and subject you are logged in with, then you are done with the search and you can click Return to Support Layout (otherwise skip to step 5).

5. If there is an existing support record and the support individual is not currently associated with the department and subject you are logged in with (and you want them to be) click the Add My Dept To The List button. Then click Return to Support Layout. You are finished now.

6. If your support search does not return any search results and you want to create a new support record, click Make New Support Record. In the New Support dialog box, enter the support individual's CruzID (if you don't know it you can click on the Campus Directory and look it up). If the individual does not yet have a CruzID you can click the Create a Temp ID link. Click Continue (this will return you to the Support layout where you will see a new Support screen).

7. From the blank Support screen, enter the last name and first name of the support individual. From the Support Title dropdown, select a support title. From the Support Type dropdown, select a support type. From the Support Program dropdown, select a program that is the support individual's field of study.

8. If the CruzID exists in AIS, then the next day the Emp ID and AIS ID fields will be filled in.

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Q: How do I create a new support record?
A: In order to create a support record you must first perform a search as follows:

1. From the Support menu, click the New Support/Campus Search button.

2. In the search screen, type in the last name (you can also type the first name), then press Return.

3. Look at the search results to see if there is an existing record for that support individual.

4. If there is an existing record, click the Add My Dept To The List button if the support individual is not associated with the department and subject you are logged into the CCLP with (otherwise skip to step 5). Then click Return to Support Layout. You are finished now.

5. If there is not an existing support record, click Make New Support Record. Click Create from the Create a New Personnel Record dialog box. In the New Support dialog box, enter the support individual's real CruzID if there is one. TAs should have real CruzIDs since they are students. if you don't know an individual's CruzID, you can click on the Campus Directory and look it up). If you have confirmed in the Campus Directory that the support individual does not have have a CruzID, you can click the Create a Temp ID link. Please note however that in order for an individual to be included in the TA Batch (or subsequent one-off) they will need to have a real CruzID. Click Continue (this will return you to the Support layout where you will see a new Support screen).

1. From the blank Support screen, enter the last name and first name of the support individual. From the Support Title dropdown, select a support title (it is essential that you select a support title!). From the Support Type dropdown, select a support type. From the Support Program dropdown, select a program that is the support individual's field of study. The Support Title is an essential value; without a Support Title value, the individual will not appear in the appropriate dropdown list on the Sched Dev instructors tabbed area (e.g. TAs/CAs or Readers/Tutors) and this will impact the support individual's workload history, costs, and may impact the TA Turnaround.

2. If the CruzID exists in AIS, then the next day the Emp ID and AIS ID fields will be filled in.

Q: How do I add a department and subject to a support record?
A: You can only add a department and subject to a Support record if you have log in access to the CCLP for that subject (if you do not see the department and subject listed in the Welcome screen then you do not have log in access for that subject).

If you do not have login access for the subject, you will need to have a CLP user who has login access to that subject add the subject to the support record. To add a subject to a Support record, clicking the New Support/Campus Search button, searching for them and if they are found, click the Add My Dept to the List (see instructions for Searching for a Support Record).

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Q: How can I add a support record that already has a faculty record for the same individual?
A: Faculty records and support records can share the same CruzID value in the CCLP provided that the CruzID is not a temporary CruzID (one that starts with TMP#####). Here are some steps to follow based on the assumption that the support record has a real CruzID.

1. From the Faculty screen, search for the faculty record of the individual for whom you want to add a support record. Note the CruzID for the faculty record. In order for a support record to share a CruzID with a faculty record, the CruzID for the faculty member must be a real CruzID and not a temporary CruzID. Write the CruzID down so you can use it for the support record.

2. Now from the Support screen, you want to make sure that an existing supportrecord does not already exist in the CCLP for the same individual (see Searching for a Support Record). If there is not an existing support record for the same individual that has a faculty record, you can create a new support record and enter the same 'real' CruzID that is being used for the faculty record (see instructions for Creating a New Support Record).

3. If the faculty record has an AIS ID and Emp. ID, the new support record will now have the AIS ID and Emp. ID fields populated.

Q: There is an existing support record for the individual but it is for a different Support Title (TA). I need a support record for the same individual but with a Support Title of Reader.
A: If there is an existing support record for the individual it is important that you do not change the Support Title value (for example, if the support record has Support Title value is set to TA you should leave it as is). The reason why is that there may be Sched Dev records that are linked to the support record and there are calculations that are based on the Support Title value.

Instead, you should create a new support record for the individual but instead of entering the real CruzID you should click the link for setting a temporary CruzID. This will enable there to be two support records for the same individual (only one of the records can have a real CruzID, the other record would need to have a temporary CruzID). Please note that only TA records are sent to AIS during the TA Batch so if you have a need to create a record with a Support Title of Course Assistant, Reader, or Tutor (for the same support individual) those records should use a temporary CruzID. The support record with a Support Title of TA should have a real CruzID. If you have questions about this, contact Corinne at corinne@ucsc.edu.

Q: I need to create a new support record for a non-student reader but the individual does not have a CruzID.
A: For non-student readers who do not have a CruzID you can create a support record with a temporary CruzID. Follow the instructions for Creating a New Support Record and create a temporary CruzID (instead of a real CruzID).

Q: I need to create a new support record for a non-student course assistant but the individual does not have a CruzID.
A: For non-student course assistants who do not have a CruzID you can create a support record with a temporary CruzID. Follow the instructions for Creating a New Support Record and create a temporary CruzID (instead of a real CruzID).

Q: What is a placeholder support record and how is it used?
A: A placeholder support record is a record that can be used in Sched Dev records as a substitute for an actual support record (TA, Course Assistant, Reader, or Tutor) when the support individual has yet to be determined for a course. In the Support area of the CCLP, placeholder support records usually have a name like STAFF CA (for course assistant), STAFF READER (for readers), STAFF TA (for teaching assistant), and STAFF TUTOR (for tutor). Placeholder support records always have a temporary CruzID that starts with TMP#####. This is as intended.

Placeholder support records are used in Sched Dev records to reflect support allocation and course costs. For example, if you want to indicate that a course will have one or more TAs but you don't know who the actual TAs will be, you could assign the placeholder TA record STAFF TA as the teaching assistant on the TAs/CAs tabbed area of the Sched Dev record.

See adding a TA record to a primary section. When you know who the real instructors will be, you will need to remove the placeholder support record from the Sched Dev record. Placeholder support records are not intended to be edited. They should stay as is.

It is very important to not modify the first and last name of placeholder support records because placeholder support records are often assigned in many Sched Dev records (editing the first and last name will impact any Sched Dev records that have the placeholder support record assigned).

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