This page is intended to serve as reference for department staff to become familiar with onboarding information for new academic employees. This reference is geared towards new faculty members, lecturers, postdocs, and other non-student academic employees.
CruzID and UCSC email creation
- Here is a helpful DivData page with a thorough explanation of DivData and CruzID requests.
- The CruzID assignment process is triggered by academic personnel entering three bits of information into an employee’s DivData person record: personal email address, birth date, and last four digits of their social security number. The employee also needs to have a salary advance line in DivData for the current year. For ladder rank faculty members, the required information is collected as part of their agreement to their offer letter. For lecturers, we typically have to wait until they complete their DocuSign paperwork to collect this information. Once we have it, we enter it into DivData and the CruzID creation process is triggered. It usually takes a few days to a week for a CruzID to be assigned, at which point the CruzID will appear in their person record in DivData, and the employee should receive an email at their personal email address with instructions on how to activate their account. The system will provide new non-faculty academics with their CruzIDs up to 14 days prior to their start date. If the start date is five or more days in the past by the time all the required information is entered into DivData, a CruzID cannot be automatically requested, and a manual Sundry Account request for a New UCSC Employee (Staged) account would be needed.
AIS Access
- AIS access is initiated once the last four digits of the employee’s social security number and their date of birth are entered into DivData.
ID Cards
- New ladder rank faculty members receive photo ID cards. Lecturers and individuals in other titles may or may not receive a photo ID card, depending on departmental internal practices as well as duration of employment and access needs.
- Once issuance of a photo ID card is approved by the department, new academic employees should request an ID card by visiting ID Card Services. New employees must have an active UCSC email address and upload a photo to ID Card Services before receiving their ID card. Additionally, if an employee will need to access CCURE spaces, they must also have completed their hiring paperwork and have been issued a UCPath employee ID number before receiving their ID card.
- Once a new employee has followed the directions and is ready to pick up the new ID card, they should first ask their department manager about how ID Card Services can bill the department/division.
- We no longer provide paper ID cards because an employee’s UCPath employee ID number and/or CruzID should be sufficient to provide them with access to all employee campus services (Library, TAPS, Athletics & Recreation, etc.). We have left-over paper ID cards on hand that can be provided to a new employee upon request (however, once we run out, we do not have a way to obtain more).
Business Cards
- Business cards can be ordered on the Copy Center website. There is a request form in the Products/Services menu. On the form, the approver for Tier 2 should be Research Administration Manager Dave McLaughlin.
Ergonomic Safety
- Visit the Office Ergonomics Process webpage for more information on preventive office/computer ergonomics. The webpage offers training, resources, and support to UCSC employees.
Quick Start Guides and Information
- APO sends new ladder rank faculty members a link to the faculty quick guide. APO is aware that the information in the guide is currently outdated (as of February 2025). APO also sends new ladder rank faculty members a welcome email. Neither the department nor Divisional HR are cc’d on that email.