your ccr: a complete how-to guide ccr ho… · 1. to print your ccr, login to...

Questions? Email [email protected] 1

Your CCR: A Complete How-To Guide

(Updated Fall 2020)

Thank you for your interest in the CCR! Please follow these instructions to add positions to your Co-

Curricular Record, download or print your record, and more! Use the interactive table of contents to

navigate to the section relevant to you.

Your CCR: A How-To Guide General/ Instructions .................................................................................................................................... 2

To Access Your Co-Curricular Record: ....................................................................................................... 2

To Add a Position to Your Co-Curricular Record: ...................................................................................... 5

To View or Print your Co-Curricular Record: ............................................................................................ 8

Sending in a New Position or Activity Request ....................................................................................... 11

Request a New Activity ........................................................................................................................... 13

Request a New Position .......................................................................................................................... 16

Activity Update Request ......................................................................................................................... 20

Position Update Request ........................................................................................................................ 21

Tracking Hours on Your Co-Curricular Record ........................................................................................ 21

Validator Instructions.................................................................................................................................. 24

To Access The Co-Curricular Record: ...................................................................................................... 24

To Approve, Decline, or Remove Positions from a Students’ Record:.................................................... 25

If you have both a STUDENT and VALIDATOR account permissions: ......................................................... 29

Important Information and FAQs ............................................................................................................... 31

mailto:[email protected]


General/ Instructions

To Access Your Co-Curricular Record: 1. Go to leadership.ucalgary.ca and click the ‘LOGIN’ button at the top right side of the page

2. Log in using your UCID credentials (your IT username and password or your UCID number and

password).


https://leadership.ucalgary.ca/home/home.htm


3. Click on the ‘Co-Curricular Record’ tab in the gray bar on the left side of your screen. This should

bring you to a screen that says ‘Cocurricular Module: Student Home’



4. From here, you will be able to VIEW your Co-Curricular Record, PRINT or download your Co-

Curricular Record, and ADD A POSITION to your Co-Curricular Record



To Add a Position to Your Co-Curricular Record: 1. From the ‘Cocurricular Module: Student Home’ page, click the blue ‘Add a Position to my CCR’

button below the page title.

2. This will bring you to a page called ‘Quick Position Search. If you know the name of the position

or activity exactly as it appears in the CCR database, type it in the ‘Activity or Position Name’

search bar. Wait for the position or activity to appear in the drop-down menu in the search bar,

and then click on it.



3. If you do not know the exact name of the activity or position as it appears in the CCR Database,

or it is not appearing in the drop-down menu, use the time-period navigation system to find

your positon.

4. To use the time-period navigation system, first select the time period you were active in this

position (e.g. 2018-2019) by clicking on it. Then select the department through which your

position is run. The activity (e.g. ‘Career Services Peer Helper’) will show up in the ‘Activity’

column to the right of ‘Department’.



5. Once you have selected the appropriate activity, all relevant positions will show up underneath

the time period navigation panes. Positions will show up under ‘Positions Found’ and will

include the number of relevant positions found with your search terms.

6. To add a position to your Co-Curricular Record, you can click the blue ‘Add to Record’ Button. If

you would like to learn more about a position before adding it to your record, click the blue

‘View Position’ button.

7. If you click ‘View Position’, you will be taken to the position page, which includes a position

overview, contact information for the position, time commitment information, and more. From

this page you can add the position directly to your CCR, or navigate back to the search page or

to your individual CCR.

8. If you cannot find your position in the department you believe it should be in, look through

other relevant departments to see if it is hosted under another name. If you still cannot find

your position please contact your volunteer coordinator or Leadership and Student Engagement

for assistance.

9. Repeat this process for all relevant positions you would like to add to your CCR!



To View or Print your Co-Curricular Record: 1. To print your CCR, login to leadership.ucalgary.ca using your UCID or IT credentials.




2. Click the gray ‘Co-Curricular Record’ tab on the gray bar on the left-hand side of your page.

3. You will be brought to a new page with your Co-Curricular Activities listed.



4. Click on the blue ‘Actions you can take’ button and select ‘Print My Co-Curricular Record’. This

will allow you to download a printable PDF version of your Co-Curricular Record.



Sending in a New Position or Activity Request 1. To send in a new position or activity request, login to leadership.ucalgary.ca using your UCID or

IT credentials.

2. Click the gray ‘Co-Curricular Record’ tab on the gray bar on the left-hand side of your page.




3. You will be redirected to a new page with a list of your Co-Curricular Activities. On the gray tab

on the left-hand side of the page you just clicked, a new tab will appear under ‘Co-Curricular

Record’ called ‘Request a New Position or Activity’. Click on this tab to be redirected to the

positon/activity request form.

4. You will be redirected to a new page called ‘Co-curricular Request New Activity or Position

Module’. If you would like to request a new Activity (for example, a new student club) or a new



position to be added to an activity (e.g. ‘Club President’), click on the blue ‘Add New Position to

New or Existing Activity’.

5. You will be redirected to begin the New Activity or Position Request form. There are five sections to

the form: Grouping, Activity, Position, Validator, and Requestor. The first section will ask you to select

the time period for the Activity/Positon: please select the current time period (e.g. 2019-2020). You

will also be asked to select the department the Activity is in. Please scroll through the departments

and select the department you would like your activity to be listed under. Click ‘next’ when you have

finished. From here, you can choose to: create a new activity, create a new position, update an

existing activity, or update an existing position through this form.

Request a New Activity If you would like to request a new activity, please follow these instructions after accessing the New

Activity or Position Request Form.

1. The first section will ask you to select the time period for the Activity/Positon: please select the

current time period (e.g. 2019-2020). You will also be asked to select the department the Activity is

in. Please scroll through the departments and select the department you would like your activity to

be listed under. Click ‘next’ when you have finished.



2. The following page will ask you to select an activity. If you are requesting a new activity to be

created in the CCR Database, please select ‘Add New’.

3. When you click ‘Add New’, a new activity form will be generated below the drop-down menu. The

first question will ask ‘Is this a new activity you would like to request to be added to the Co-

Curricular Record, or is it an activity already within the CCR that you would like to request updates

to?’ Please select ‘This is a new activity’. Fill out all the form fields below with as much detail as

possible. When you are finished, click ‘Next’.



4. After filling out your new activity request, you will be directed to fill out a new position request for

this activity. You can fill out any position you would like for your new activity, and will be able to fill

out additional new position requests after the activity form has been submitted. Once you have

filled in all the appropriate details for this position, click ‘Next’.

5. From here, you will be directed to enter ‘Validator Information’. An activity Validator is a University

of Calgary staff member who manages the program or activity which you are entering a request for.

This could include: a program manager or supervisor, faculty supervisor, or other staff member. For

Students’ Union Clubs, please enter the information of the SU Clubs Coordinator in these fields. For

all other programs, check with your program manager on who should be added as a validator.

Validators can also be added to activities after the activity is created by emailing

[email protected]. When you have added all relevant information, please click ‘Next’.




6. You will be directed to the final form section, ‘Applicant Information’. In this section, please enter

your personal information into the fields. This will allow CCR staff members to connect with you

once the activity has been approved, or to follow up on any questions. When you have entered the

information, click ‘Finish’ or go back and edit earlier information in the form by clicking ‘Previous’.

7. Congratulations, you have now submitted the New Activity form! Please wait for an email from CCR

staff members indicating if your activity has been created, and you can then send in more position

requests through this form.

Request a New Position If you would like to request a new position to be added to an existing activity, please follow these

instructions after accessing the New Activity or Position Request Form.

8. The first section will ask you to select the time period for the Activity/Positon: please select the

current time period (e.g. 2019-2020). You will also be asked to select the department the Activity is

in. Please scroll through the departments and select the department you would like your activity to

be listed under. Click ‘next’ when you have finished.



9. The following page will ask you to select an activity. If you are requesting a new activity to be

created in the CCR Database, please select the activity you would like your position to be added to

(e.g. your student club or program name).

10. When you select your activity, a button will pop up next to the drop-down menu called ‘Check

activity for existing positions’. Click on this button to view the positions that currently exist within

this activity, to make sure that the position you would like to request does not already exist.

11. After viewing the existing positions, if you still need to add a new position click ‘Close’ on the pop-up

window and hit ‘Next’.



12. You will be directed to a new page called ‘New Position Details’. In the first question checkbox, click

the button that indicates ‘This is a new position’. Fill out all position details in the areas below and

click ‘Next’ when you are done.

13. From here, you will be directed to enter ‘Validator Information’. A position Validator is a University

of Calgary staff member who manages the program or activity which you are entering a request for.

This could include: a program manager or supervisor, faculty supervisor, or other staff member. For

Students’ Union Clubs, please enter the information of the SU Clubs Coordinator in these fields. For

all other programs, check with your program manager on who should be added as a validator.

Validators can also be added to positions and activities after the position is created by emailing

[email protected]. When you have added all relevant information, please click ‘Next’.




14. You will be directed to the final form section, ‘Applicant Information’. In this section, please enter

your personal information into the fields. This will allow CCR staff members to connect with you

once the position has been approved, or to follow up on any questions. When you have entered the

information, click ‘Finish’ or go back and edit earlier information in the form by clicking ‘Previous’.

15. Congratulations, you have now submitted the New Activity form! Please wait for an email from CCR

staff members indicating if your activity has been created, and you can then send in more position

requests through this form.



Activity Update Request If you would like to request an update to the information for an activity that already exists within the

CCR database, follow the same steps as you would to create a new position or activity.

When you reach the ‘Select an Activity’ drop-down menu, select ‘Add New’. When the ‘Activity Details’

page is generated, in response to the question “Is this a new activity you would like to request to be

added to the Co-Curricular Record, or is it an activity already within the CCR that you would like to

request updates to?” select ‘This is an existing activity’ from the drop-down menu. Fill in the rest of the

form with the updated information, and submit it. A CCR staff member will review your request, and

ensure these updates are reflected in the existing activity.



Position Update Request If you would like to request an update to the information for a position that already exists within the

CCR database, follow the same steps as you would to create a new position or activity.

When you reach the ‘New Position Details’ portion of the form, select ‘this is an update to a position

that already exists in the CCR’ from the checkbox menu for the first question. Fill in the following

information as you would for a new position request form, and click ‘Submit’. A CCR staff member will

review your request, and ensure these updates are reflected in the existing position.

Tracking Hours on Your Co-Curricular Record In an update to the software platform through which the Co-Curricular Record is hosted, positions and

activities now have the option of tracking hours students volunteer or engage with a position. While

these hours can be tracked internally within the Co-Curricular Record system, these hours are not

included on the students’ printable version of their record. This means that, while you can track hours

internally within the CCR system, these hours will not be reflected on your CCR document.

If you would like to track your hours within the CCR online system, please follow these instructions:

1. Navigate to your Co-Curricular Activities dashboard page by clicking the gray ‘Co-Curricular

Record’ tab in the left side of your screen



2. For the position you would like to enter your tracked hours for, click the small green clock icon

in the bottom right side of the position panel.

3. Enter the number of hours in the ‘Time Entry’ pop-up window and click ‘Update’.



4. The number of hours entered for all of your validated CCR positions should be reflected in the

‘Total Hours’ tab on the right side of your CCR Activities dashboard.



Validator Instructions

To Access The Co-Curricular Record: 1. Go to leadership.ucalgary.ca and click the ‘LOGIN’ button at the top right side of the page


password).




3. Click on the ‘Co-Curricular Record’ tab in the gray bar on the left side of your screen. This should

bring you to a screen that says ‘Cocurricular Module: Validator Home’

4. From here, you will be able to VIEW participants who have applied to have positions you

validate to appear on their CCR, and APPROVE or DECLINE student applications to have positions

appear on their CCR

To Approve, Decline, or Remove Positions from a Students’ Record:



5. To APPROVE a students’ application, select a student application by clicking on the box next to

their application (on the left side of the screen). Then click the blue ‘Approve Selected’ button.

6. To DECLINE a students’ application, select a student application by clicking on the box next to

their application (on the left side of the screen). Then click the red ‘Decline Selected’ box or

‘Decline with Email’ box. The ‘Decline with Email’ button will allow you to compose a message to

the student and provide more context on why their application was declined.

7. If you would like to see more about a students’ application, click on their name. This will bring

you to a page titled ‘Record Position Details:’ followed by the students’ name. This will allow you

to see their full name, when they added the position to their record, and the anticipated

achievements they felt they had gained through their participation in the positon.

8. From this page you can also approve the position by hitting the blue ‘Approve Validation’ button

or decline the position by clicking the red ‘Decline Validation’ button on the right side of your

screen.



To return to the previous page, select ‘Back to Activity’ or ‘Back to Position’.



If you believe a student has accidentally added a position to their record (e.g. this student is known to

you as a volunteer with your program, but the selected the wrong position from the list under the

Activity Description), we encourage you to contact the student before declining the position. When you

decline a position, this appears permanently on their Co-Curricular Record. If you believe the position

was added mistakenly, contact the student to ask them about their application. If you are unable to

contact the student, please email our office and we will contact the student on your behalf.

If a student indicates they have accidentally added the position to their record, you can remove the

position from their record. To do so, click on the students’ name next to their position application. This

will bring you to the page ‘Record Position Details:’ followed by the students’ name. From there, click

‘Remove Position from Student Record’. This will remove the position from their record without

requiring you to decline the position. If you have any questions or concerns, or would like a member of

our team to do this on your behalf, please email us.



If you have both a STUDENT and VALIDATOR account permissions: To switch between your individual STUDENT account, which allows you to view and access your personal

Co-Curricular Record, and your VALIDATOR account, which allows you to approve or decline student

applications to have a position appear on their record:

1. Go to leadership.ucalgary.ca and click the ‘LOGIN’ button at the top right side of the page


password).

3. Click the ‘Co-Curricular Record’ tab on the gray side bar on the left side of your screen




4. At the top of the page, you should see a message that states ‘You have multiple roles. Select

below to switch to a different role:’ followed by two buttons below it, which read ‘Validator

Role’ and ‘Student Role’. Select the button based on which role you would like to use, and

navigate back to this screen if you need to switch profiles at a later time. If you have any issues

navigating between this role with your validator permissions please contact our office.



Important Information and FAQs Q: Can I add activities from previous years to my Co-Curricular Record?

A: No. Unfortunately the CCR system only operates on a year-by-year basis, so you aren't able to add

activities from previous academic years (e.g. if the current academic year is 2018-2019 you would be

unable to add an activity/position that you engaged in in the 2017-2018 academic year).

Q: How do I request a new position to be added to the Co-Curricular Record?

A: To add a new position please complete the online request form by logging in to the Co-Curricular

Record at leadership.ucalgary.ca using your UCID or IT credentials. Click the ‘Co-Curricular Record’ tab in

the gray sidebar and the form will appear underneath this tab. If this form is not visible, please email

[email protected] for a PDF copy of this form to fill out and send back to [email protected]. If you

have any questions or concerns email [email protected]

Q: I’m the president of an SU club, do I need to be added as a validator?

A: No. All SU Sanctioned clubs are validated by the SU Clubs Coordinator using data from the year-end

reports all sanctioned clubs are required to submit.

Q: I’m the president of a club that is not sanctioned through the SU (e.g. academic club, students’

association, etc.). Do I need to be added as a validator?

A: No. Club presidents and other leadership positions generally have a university staff member who acts

as validator for the program. However, if you would like to ensure the validator for your activity and its

positions is up to date, please email [email protected]

Q: When is the deadline for clubs and other volunteer activities to add positions to the Co-Curricular

Record?

A: Requests for new positions to be added to the CCR must be submitted by April 30th, 2019.

Q: When is the deadline for students to add positions to their CCR?

A: Students need to add positions to their CCR for the 2018-2019 academic year by May 30th, 2020.

Q: When can I expect my positions to be approved by?

A: Validators must approve positions by July 12th, 2020. After positions have been approved or declined

they will appear on students’ records.





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