CCR Submission Process 

 

Where Do I Start?

CCR Opportunities must be submitted by a UC San Diego Staff or Faculty member affiliated with the student opportunity. The submission process includes 4 main steps detailed below:

  1. Verify the Opportunity Meets CCR Criteria
  2. Review the CCR Guide to Submit and gather required information 
  3. Fill out the CCR Submission Form
  4. Wait for Feedback 
Any questions about the process?

Email elt@ucsd.edu 

 

Verify the Opportunity Meets CCR Criteria

In order to be approved for the Co-Curricular Record, the student opportunity must:

1. Have a clear connection to UC San Diego: The opportunity must have a clear connection to the university and be capable of being validated by a recognized UC San Diego faculty or staff member.

2. Develop the student's skills and competencies: The opportunity must enhance at least one of the twelve competencies and transferable skills identified by UC San Diego.

3. Provide 30-hours of active engagement through the academic year*: The opportunity must require at least 30 hours of active engagement and work within a single academic year. Positions or activities that are primarily symbolic, and do not require significant programming and duties, will not qualify to be listed.

*Minimum hourly exception granted for opportunities that fall under the "Professional / Career Development Category".

4. Not be linked to credit-bearing activities: All credit-bearing activities – coursework, academic internships, 199s, etc. – are recognized on a student’s academic transcript.  To avoid duplication, these will not be listed on the CCR.  Exceptions will be made to activities that have non-mandatory experiential components that may occur outside of the expectations of course credit. It must also meet the CCR criteria for certification (above).

Review the CCR Guide to Submit

We have put together a step-by-step guide below to help you through the CCR Submission Form

This guide provides general examples which should be modified to suit your student opportunities as needed.

Fill out CCR Submission Form

Once your position information is finalized, submit your student opportunity using the CCR Submission Form.

 

Wait for Feedback

The CCR Evaluation Committee meets will to review, discuss, and approve or decline proposed opportunities based on the criteria listed above.

We will contact the you with any questions about the submission form during this review process.

CCR Guide to Submit 

We have put together a step-by-step guide below to help you through the CCR Submission Form. This guide provides general examples which should be modified to suit your student opportunities as needed.

Section 1. Applicant Information

Question 1. Your Name

Enter your name. As the form submitter, you should be a UC San Diego staff or faculty member who is affilited with the student opportunity.

Question 2. Email

Enter your email address.

 

Section 2. Official Transcript Information

Note: This information will be printed on the student's official transcript. 

Question 3. Category

  • Research/Academic Life
    • Opportunities related to academic/curricular goals and outcomes e.g. undergrad research, academic publications, tutor
  • Student Engagement/Campus Life
    • Opportunities focused on engaging the UCSD Community e.g. leadership, mentorship, athletics, clubs
  • Community Based/Global Learning 
    • Opportunities focused on engaging the community (local and international) beyond UCSD e.g. external community engagement, international opportunity
  • Professional/Career Development 
    • Opportunities focused on the individual developing and acquiring skills e.g. work study, internships, workshop series

Question 4. Activity Name

Enter the name of the program or activity.

Examples: 

  • Athletics & Recreation:  Intercollegiate Collegiate Athletics- [Sport], Athletics Board, RIMAC Center Front Desk
  • International & Global Interests: Internship Program, Field Experience
  • Leadership & Mentorship: Residence Life, Orientation, Mentorship Program, Ambassador Program, Emerging Leaders Program
  • Research:  Summer Research Program, Department of Philosophy, Scholars Program
  • Community-Based Engagement: Alternative Breaks, Community Service Team
  • Student Organizations: Associated Students, College Council, Public Health Club

Question 5. Department or Unit

Select your department/unit name from the list.

If you do not see your unit, please select "other" and enter your department name. e.g. College Name, Campus Community Center, Department Name, etc.

Question 6. Position Title

Examples by opportunity type

  • Athletics & Recreation: Player, Team Captain, Manager, Assistant Manager, Executive Board Member
  • International & Global Interests: Intern, Mentor, Field Researcher, Planning Committee Member, Certificate Recipient 
  • Leadership & Mentorship: Residence Assistant, House Advisor, Orientation Leader, Mentor, Mentee, Certificate Recipient, Peer Academic Counselor, Peer Educator, Intern
  • Research: Scholar, Research Intern, Research Assistant, Volunteer
  • Community-Based Engagement: Coordinator, Site Leader, Team Leader, Executive Board Member, Team Member, Participant
  • Student Organizations: President, Vice President, Treasurer, Secretary, Social Director, Sponsorship Director, Volunteer Director, Communications/Marketing Director, Editor-in-Chief, Webmaster

 

Question 7. Short description to appear on Co-Curricular Record 

Write 1 sentence, written in past-tense and gender neutral terms, 500 characters maximum. This description will appear on student's Co-Curricular Record.

Provide a clear and brief overview of the role. Examples can be found below; modify as needed.

  • Oversaw the logistics of the intercollegiate team, including organizing events, fundraising, overseeing the budget, and scheduling.
  • Acted as a peer mentor for incoming students, referring students to resources, and facilitating social and academic events to build community.
  • Participated in a workshop series that enhanced student's understanding of international and global issues, and developed intercultural competence.
  • Worked with peers to organize a conference that enhanced the UCSD community's understanding of international and global issues.
  • Participated in extensive training, lived in campus housing and served as residential leader, mediator and activities coordinator to foster strong community bonds.
  • Actively involved in meeting with mentor, and participating in academic and social events focused on orienting and transitioning to the university.
  • Worked with staff to design programming, manage a budget, participate in student committees and serves as a resource for fellow students.
  • Granted a scholarship, and participated in a year-long communication, leadership and mentoring program with other Scholar award recipients.
  • Engaged in hands-on international educational experience with a focus on research that contributes to real-world challenges.
  • Coordinated a large-scale year-long service-learning program culminating in national or international service trips for hundreds of students.
  • Executive board member for a large-scale year-long service-learning program culminating in national or international service trips for hundreds of students.
  • Coordinated in an intensive project-based community service experience that explored concepts of leadership and community development.
  • Participated in a service learning experience that included hours of service, workshops, applicable courses/training, and a reflection.

Question 8. Select up to 3 competencies developed through this opportunity to be listed on the Co-Curricular Record.

The opportunity must enhance at least one of the twelve competencies and transferable skills identified by UC San Diego. You will need to detail this in Question 10.

 Up to 3 competencies will be listed on the transcript per CCR Opportunity.

Section 3. Position Information

Note: This information will be listed in the searchable CCR Database myccr.ucsd.edu

Question 9. Detailed description of the student activity and position.

Describe the organization and position duties to help the Committee review and understand the student's role. 

The description must include:

  • Overview of the organization/activity
  • Position description including relevant training, tasks, events, or any other examples of active engagement
  • Clear description of the time commitment
  • Link for more information (if available) 

Feel free to copy and paste additional information about the student opportunity from a website, job description, or other document.

Example description: 

The Student Health Advocate Officers are the experienced and advanced student leaders of the Student Health Advocate Program. They work together to provide leadership to the program via mentoring, decision-making, program development, and event and campaign planning. Student Health Advocate Officers are selected via an application process. They are required to complete approximately 8 hours of training and also participate in on-going leadership development activities throughout the academic year. Officers are required to volunteer for 30 hours per quarter fulfilling their leadership duties along with doing peer health education and health promotion work. For more information about the Officers, visit http://sha.ucsd.edu/bios.html

Question 10. Write 1-2 sentences describing how students will develop each competency

For each competency, describe how the student's duties or experience will develop this particular skill. The description should clearly outlines how the activity or position allows the student the opportunity to develop and demonstrate the identified competencies. 

See the UCSD competency definitions for additional examples.

Question 11. What do students have to do in order to have this position validated on their record?

Provide a list of the requirements for a student to be validated on the CCR.

Validation requirements should be clear and measurable; specific deliverables are preferred. This can serve as criteria for the UCSD Staff or Faculty member at the end of the opportunity to determine who is eligible to be validated and ensure clarity with students about their eligibility for the CCR.

Examples below; modify as needed.

  • Submit goal setting for the quarter or academic year
  • Attend mandatory trainings
  • Attend at least 80% of meetings, games
  • Complete volunteer service hours
  • Have no more than 3 absences per quarter
  • Discretion of supervisor
  • Meet with supervisor on a regular basis
  • Submit reflection paper
  • Plan at least 2 events per quarter
  • Meet with mentee at least 3 times per quarter
  • Hold role for duration of term
  • Submit transition report
  • Submit and present budget

  

Question 12. Is the opportunity required as a part of an academic program or course?

All credit-bearing activities – coursework, academic internships, 199s, etc. – are recognized on a student’s academic transcript.  To avoid duplication, these will not be listed on the CCR.  Exceptions will be made to activities that have non-mandatory experiential components that may occur outside of the expectations of course credit. It must meet all CCR criteria for certification. If this is not clear, select "Unsure" and we will contact you to help you determine if this criteria is met.

Question 13. Select the days the opportunity usually occurs

  • Monday - Friday
  • Weekends
  • Variable Days (sometimes weekdays and weekends)
  • Flexible Days (depending on student's preference)

Question 14. Select the times the opportunity usually occurs

  • Before 5 p.m.
  • After 5 p.m.
  • Variable hours (sometimes before and after 5 p.m.)
  • Flexible hours (depending on student's preference)

Question 15. What is the minimum number of total hours that a student has to complete in order too be validated on the CCR?

The opportunity must require at least 30 hours* of active engagement and work within a single academic year. Positions or activities that are primarily symbolic and do not require significant programming and duties will not qualify to be listed.

*Minimum hourly exception may be granted for opportunities that fall under the "Professional / Career Development Category"

 Less than 30 Hours

  • 30-50 hours
  • 51-75 hours
  • 75+ hours

Question 16. Does the opportunity provide compensation to students?

If the position is paid or if the student receives any compensation for this opportunity (e.g. honorarium) indicate "Yes".

Section 4. Other

Question 17. Does this opportunity have a clear connection to the university, and is it capable of being validated by a recognized member of the faculty or staff?

In order to be approved for the CCR, the student opportunity must have a clear connection to UC San Diego. A staff or faculty member is able to verify that the student has completed the requirements of the opportunity. If this is not clear, select "Unsure" and we will contact you to help you determine if this criteria is met.

 

Question 18. Will you be the validator for this opportunity?

The validator will confirm the student name's at the end of the opportunity/academic year in the CCR Portal.

Question 19. Your Position

Your position at UC San Diego.

 

Question 20. Do you have students from past academic years that have completed the validation criteria for this opportunity?

Certain opportunities can be validated retroactively back to 2013-2014.If the criteria is met, we will work with you to add these student records.

 

Question 21. Do you have more positions to add?

If there are additional positions you would like to submit and they are connected to the organization above, an additional text field will populate.

In an attempt to save you from having to resubmit if most of the information is the same, please let us know what the position titles should be and what information would vary.

Final Check

The CCR Evaluation Committee review process is guided using the following criteria. Ensure that your submission addresses each of the following questions:

  1. Does the position fit into the correct category?
    • Professional/Career Development: Focused on the individual developing and acquiring skills
    • Student Engagement/Campus Life: Focused on engaging the UCSD Community
    • Community-Based/Global Learning: Focused on engaging the community (local and international) beyond UCSD
    • Research/Academic Life: Relates to academic/curricular goals and outcomes

  2. Does the activity name make sense? Is the correct department/unit identified? Is the position title clear?

  3. Is the opportunity validator a recognized UCSD staff or faculty member capable of independently verifying student involvement?

  4. Is the description 1 sentence, written in past tense and gender neutral terms? Does it provide a clear and brief overview of the role?

  5. Does the Longer Description include:
    1. an overview of organization/activity
    2. a position description including training, tasks, events, or other examples of active engagement
    3. time commitment
    4. link for more information (if available)

  6. Is there a clear connection to UCSD?

  7. Does the time commitment align with the position description?

  8. If the student is receiving academic credit for the position, does the CCR opportunity highlight non-mandatory components of the course?

  9. Are the validation requirements clear and measurable?
    •  Are deliverables clearly outlined? (E.g. attend certain % of meetings? Plan certain number of events per quarter)
    • Is it easy to determine who should be validated vs. not?

  10. Do the selected competencies align with the position description? (3 competencies maximum)
    • Is it clear how students will develop the UCSD definition of the competency selected in this role?
    • Is the student required to engage in activities that will develop the competencies?

 

CCR Staff Resources