CCR Faculty & Staff Validators

See below for a short video that walks you through each step in the CCR Portal.

 1) Register in the CCR

• In order to register as a validator, log in to the CCR Portal at myccr.ucsd.edu under the "Faculty & Staff" drop-down using your Active Directory SSO credentials.
• Email elt@ucsd.edu to confirm you have logged into the system, with the name of your approved CCR activity and position. We can then designate you as a validator for your approved CCR position(s).

2) Add Students to your CCR Position(s)

• Students are able to add approved positions to their record through the CCR Portal. If this student-driven process makes sense for your program, send participants this email template that explains how to do so.
• Validators are also able to mass enroll students in their designated positions, which may be helpful when dealing with a high number of student participants. If this makes more sense for your program, follow these steps.

3) Establish a Validation Plan

• Timeline: Identify and communicate your validation timeline to students. For some opportunities it makes sense to validate every quarter, and for others, it's best to do this once at the end of the year. Use the Validation Guide and the suggested timeline below to establish a plan that works for you.
• Tracking Engagement: A tracking tool to collect student names and PIDs will ensure an efficient validation process. We recommend including your tracking document on recurring calendar reminders for when you plan to validate.
  
  • CCR Validation Tracking Tool 
  • Attendance Sheet (i.e. for meetings, workshops, events)
  • Ecotime or Timesheets
  • Other

• Follow these instructions to verify participation for students who successfully completed the position requirements. This is a required step for the position to appear on a student's CCR Transcript.

Questions? Contact us at elt@ucsd.edu.

There are two ways to add students to your approved CCR Positions. 

1. The first option places responsibility on student participants to complete this step, and requires them add the approved position to their own Co-Curricular Record in the CCR Portal.
   • If this works best for you and your program, modify and send students this email with required steps.
2. The second option allows validators to mass enroll students directly to the positions that they're responsible for. If you'd like to add individual or groups students to your positions follow these steps or watch the video below:
   • Once logged into the CCR Portal as a validator, click on the position title you'd like to manage
   • In the position page, click on the three-dot button in the lower right of your screen
   • Select "Add Position to Student Record"
     • Add student participants one-by-one by searching their name in the upper "User Look-Up" field
     • Or mass enroll student participants by entering a list of PIDs in the lower "User to add" field (must be on separate lines)
     • Select the right toggle to "Email newly added student participants" so they're aware of their position status
   • Important Note: Students must have logged into the CCR Portal once with their SSO credentials before they can be added to a position

Please contact elt@ucsd.edu if you have any questions or issues with this process.

Validation can be completed in the CCR Portal once the student has met the position and time requirements, and confirms student participation for the academic year rather than a specific quarter.

NOTE ON SUGGESTED TIMELINE:

• Validators are able approve validation requests before Spring Quarter if the program has concluded or occurs each quarter, or they can wait to complete all requests at the end of the academic year. The CCR Admin Team leaves this decision up to each department and validator. Review the step-by-step Validation Guide for additional guidance and resources.

Retroactive Validation Policy

Positions requested after the CCR Validation deadline will be reviewed on a case-by-case basis, and require CCR Validator and ELT Team approval.

Contact elt@ucsd.edu with any questions.

Step-by-Step Validation Instructions:

1. Log into the CCR Portal through the Faculty & Staff dropdown, using your Active Directory SSO credentials.

2. Click on the “Co-Curricular Module” link in the navigation menu, and note that all students listed under “Pending” have requested your validation.

3. Check the boxes of the students you want to approve, and click “Actions”.  

4. Click "Approve with Email" for students that have completed the 30-hour engagement requirement, which finalizes validation and sends them an automated message about their approved position, as well as instructions on how to order their CCR Transcript.

5. Confirm that your newly validated students now appear under the "Approved" tab.

Need to decline a student's validation request?

• Click "Decline with Email" for students that did not meet the 30-hour engagement requirement, which removes the request from your "Pending" tab and sends the student an automated message about their declined validation. Please note that the CCR Admin Team defers to validator judgment for all validation decisions.

Use our comprehensive Validation Guide for additional resources such as validator checklists, student email templates, and engagement tracking tools.

Once your opportunity has been approved, let students know that their work and skills will be recognized on their official transcript by promoting your CCR approval on your program resources, websites, and social media platforms

1) Talk about the CCR in your program, and send this message to student participants.

"By participating in this program, you can be recognized on the Co-Curricular Record (CCR). The CCR is an official record printed with your transcript that highlights your experiences and skills developed in opportunities beyond the classroom. You can use your CCR to help write your cover letter, resume, or prepare for an interview. Order and submit your CCR Transcript to employers, graduate/professional school applications, and for awards.

To get started, login to the CCR with your student SSO credentials at myccr.ucsd.edu.

• Click the "Co-Curricular Module" link in the left navigation menu
• Click the "Add an Experience" button underneath your name
• Select the academic year under the "Period" dropdown
• Search for this program / position title in the right search bar
• Click the " + " button on the correct position (will show "Add to Record" when hovering over it)
• Once added, the identified UCSD staff or faculty member will confirm your participation through the CCR Validation process.

Visit the CCR Resource Site for additional guidance, and contact elt@ucsd.edu if you encounter any access issues."

2) Highlight your CCR program expectations at the beginning of the opportunity.

• Share when students can expect to have the position validated and added to their record.
• Discuss what competencies they'll develop through participation. 
• Inform students if they need to track their 30-hours of engagement in a specific format.

3) Add information about your CCR position to your website and social media.

• Download the CCR logo and promote your CCR Opportunity on your website and fliers.

What is CCR Validation?

Validation is the process for confirming a student's completion of the 30-hour engagement requirement for approved positions in the CCR Portal. Until participation is validated by a faculty or staff member, it does not display on the student's record or CCR Transcript. 

Who can validate students on the CCR?

A CCR Validator is a UC San Diego staff member or instructor who supervises or mentors a student in a co-curricular position and verifies the student's participation for the CCR at the end of the activity in the CCR Portal. Validators serve two important functions: highlighting their department’s contribution to experiential learning at UCSD, and helping their students track and capture their development outside of the class.

UC San Diego staff and faculty who do not directly oversee the CCR position may serve as Peripheral CCR Validators if one or more of the following are completed:

• Meetings: One student representative is made responsible for meeting with the Peripheral CCR Validator once per quarter, to ensure validation criteria are being met without the Peripheral CCR Validator needing to sit on all meetings, attend events, etc.
• Documentation: Students participating in the CCR position(s) provide documentation to the validator in the agreed-upon timeframe (i.e. quarterly, once a year). This can include:
  • Proof of attendance
  • Engagement in activities
  • Student reflections

In order to register as a validator in the system, log in to myccr.ucsd.edu using your staff or faculty SSO credentials. Email elt@ucsd.edu to confirm you have logged into the system with the name of your Organization/Department. Once you have logged in, we will be able to grant you access to your CCR Opportunity.

My student requested validation in the CCR portal but it’s too early to validate them for this experience. What should I do? 

The Engaged Learning Tools team encourages students to enroll in their opportunity (enroll means that they logged into myccr.ucsd.edu and added the CCR position to their record) as this makes validation easier. Once a student has added the position to their record, an email will automatically be sent to the validator. Often, validation requirements are not achieved until the end of the academic year so you may wait to validate until then. If all requirements are completed before the end of the year, they can be validated at any time.

I don't recognize a student who requested validation for one of my opportunities. What should I do? 

If you receive a request from a student who has not participated in the opportunity or failed to meet the validation requirements, check off the box next to the student request and select "Decline Selected."

If you choose to send an email, the student will receive the following message:

"Hello _,

We are sorry to report that your CCR validation request was declined for the - Program Title - position, because it did not meet all validation requirements.

If you believe you satisfied the criteria, please contact the validator for clarification.

If you need additional assistance, email elt@ucsd.edu.

Kind regards,
CCR Admin Team"

I manually added students to my approved CCR position but a student PID was not recognized by the system. 

If you add students directly to your approved position and some of the IDs do not go through, this means that the student has not yet logged into the system. The student will need to log in to the CCR Portal once in order for their account to be created, at which point you can re-enroll them. Ask the student to log in at https://myccr.ucsd.edu or use this email template with instructions to prompt the student.

How can I talk about my role as a CCR Validator with my supervisor?

The CCR is mentioned in Goal 1 of UC San Diego’s Strategic Plan. We suggest highlighting your impact as a CCR validator in your annual review. This is a great time to mention the number of students amount and types of competencies and transferable skills you validated for the year (for example: I validated 6 students for leadership, critical thinking and problem solving, and research ability). The CCR is a great tool to highlight the ways that your department supports and captures experiential education and student success.

I accidentally validated a student for the wrong year and/or activity. What should I do?

You can follow the steps below to un-do a validation for a student under the wrong year and/or activity:

• In the "Validator for the Following Activities" tab, select the position name.
• Select the "Participants" tab on the Position Overview page.
• In the list of participants, select "View Record" on the far right-hand side of the student's name.
• In the Record Position Details page, select, "Remove Position From Student Record".