Getting started in Science

New Faculty Quick Guide (Academic Personnel)

Getting Started at UCSC (Staff)

Accounting and Human Resources

Academic Personnel contacts

This division has its own Academic Personnel Office. These staff are available to assist with questions regarding payroll, health insurance, and other benefits questions. This office is located on the 5th Floor of the Physical Sciences Building (PSB).

Laura Lopez, Personnel Coordinator
831-459-3185
laural@ucsc.edu

Kiyana Kemayo, Academic Payroll/Personnel Analyst
831-459-4337
kkemayo@ucsc.edu

Research accountants

This division also has its own Research Accountants. These staff are available to assist with managing your research funds. Find your accountant here.

Staff & faculty ID cards

Your UCPath employee ID number and/or CruzID should be sufficient to provide you with access to all employee campus services (Library, TAPS, Athletics & Recreation, etc.).

If you will be working out of a building that requires electronic access, please submit a request for a card here.

If you do not require an electronic key, but would like to purchase a picture ID card, please contact ID Card Services.

Business cards

Business cards can be ordered online. Please visit the Campus Copy Center website to place your order.

Please contact your department assistant for the FOAPAL to use for payment.

Calendars

General UC Santa Cruz calendars

Visit the Office of the Registrar website to view campus-wide administrative calendars, final exam calendars, and more key dates.

Google Calendar

UCSC’s online campus calendar service, provided by Google, facilitates group scheduling and shared calendar access for faculty and staff. Please see the instructions for setting up your calendar when you log in using your Cruz ID for the first time or visit the ITS help page for more information.

Copier access & printing

For information about printing and copying, please visit your specific department’s printer/copier information page.

Astronomy & Astrophysics (or, for printing course materials)
Chemistry & Biochemistry
Earth & Planetary Sciences (or, for printing course materials)
Ecology & Evolutionary Biology
Mathematics
Microbiology & Environmental Toxicology
Molecular, Cell & Developmental Biology
Ocean Sciences
Physics (or, for printing course materials)

Campus directory & research websites

Faculty and Staff are able to edit their own entry in the UCSC Campus Directory. Simply search for your name in the ‘People Search’ box. Select your name to view the current public details. At the bottom of this page, there is a link that says ‘edit this entry.’ You can upload a photo, add research interests, office hours, etc.

Research websites

ITS provides website space for lab websites. Visit the ITS websites page for more details. For examples of current lab websites, please visit the division’s labs page.

Email & phone

The UCSC Email system is powered by Google. Your personal email address will be automatically assigned to you. Your CruzID will be your email address. For example:

Employee Name: Ryan Sirles
Cruz ID: rsirles
Therefore, the email address is: rsirles@ucsc.edu

Login to campus email

UC Santa Cruz utilized Gmail for email communications. Login to Gmail here.

Login with your full UCSC email address as the username and Gold password (if you have MFA enabled, you will be prompted for your MFA code). ITS recommends that you always access Google via a secure web browser such as Chrome, Safari, Firefox, or Internet Explorer. For help using Gmail, visit the ITS help page.

Trouble accessing email?
Click “Forgot Your Password’ on the CruzID Manager website.

Telephone services

Your department will provide you with a telephone. This telephone is set-up with voicemail. To access your voicemail for the first time, simply dial: 9-3000. You should get a prompt saying to ‘please enter your security code.’ The default password is 0000. For more details about setting up your voicemail, please visit the ITS help page.

Making Phone Calls: On-Campus

For campus calls, you can simply dial the extension, not the entire number.

• For example, to contact Carrie Niblett at 831-459-4986, simply dial 9-4986.
• If someone has a ‘502’ number such as 831-502-1234, simply dial 2-1234.

Making Phone Calls: Off-Campus

• For local (area code 831) calls, dial ‘6’, then the ‘phone number’. For example: 6-831-555-1234.
• For long distance calls, dial ‘6’, then ‘1’, then the ‘area code’ then the ‘phone number’. For example: 6-1-805-555-1234.

Keys

Facilities Management manages brass key and electronic card access for the division. For more information about the key program, please visit their Building Access page.

To request or approve brass key access, login to ITS’s ADCKey System. You will need the following information to submit your key request:

• Your CruzID and Blue password.
• Room Number(s) and Building Name(s).
• Your supervisor’s name.

To request BIOMED building electronic access, complete and submit the online Card Access Request Form in the ‘Documents’ section of the Building Access & Security page.

Mail services

Refer to your specific department’s directory listing for mailstop information.

Sending/Receiving FedEx/UPS

Please contact UCSC mail services at 831-459-2764. They can assist you. They will ask you for a mail code and will provide you with the campus FedEx account number.

Receiving chemicals, samples, or large equipment

These items will be delivered straight to your lab by our divisional Stockroom. For questions, please contact the Stockroom Manager at 831-459-2785.

Personal mail

There is a self service Postal Kiosk located on the first floor of the Bay Tree Bookstore. You can send out letters and packages, and buy postage. Mail is picked up daily, Monday through Friday at 1pm.

Campus Mail Services vs. PBSci Receiving & Delivery (Stockroom)

Campus mail services receives/delivers USPS mail to all campus units. They deliver to department mailrooms only.

The divisional Stockroom is specific to our division. All FedEx and UPS packages are delivered to the Stockroom. Stockroom employees sort and deliver these packages straight to offices and labs.

Paychecks

Faculty and exempt staff are paid on the 1st of every month. Non-exempt staff are paid bi-weekly. Check the Financial Affairs Pay Dates Calendar for the dates of scheduled payments.

We strongly suggest enrolling in Direct Deposit of paychecks. Below are the steps:

1. Login to UC Path
2. Click Employee Actions then Income & Taxes in the left menu of the screen.

It may take until after the next paycycle completes for Direct Deposit to take effect. In the meantime, you will still receive a paper check.

Transportation & parking services

Parking permits

TAPS offers a selection of different parking permit options. The permit type most commonly used by employees is an ‘A’ (faculty/staff close-in) permit. Other options include: R (remote lot) permits, MC (motorcycle) permits, or N (night parking only) permits.

Apply for a permit on the TAPS website.

Parking areas

Faculty and staff on Science Hill most often utilize the Core West Parking Structure.

Alternative transportation

Alternatives include an external transit system (Metro buses), an on-campus transit system (Campus Transit), a vanpool program, carpools, and a campus-specific rideshare program (Zimride). There are also bike-related commute options, including a bike shuttle from two off-campus locations, bike racks throughout the campus, and showers available for those commuting by bike.

Please visit the TAPS website for best parking permit options, and alternatives to parking on campus.

Important accounts

Academic Personnel Manual

Academic Personnel and Programs develops, implements and manages policies and procedures pertaining to the employment relationship between an academic appointee and the University of California. These policies and procedures are issued by the Provost and Executive Vice President of Academic Affairs and published in the Academic Personnel Manual (APM). Academic Personnel and Programs maintains the official copy of the APM, including the online version of the APM and any subsequent changes. The APM Policy Development Process is designed to insure that APM policies undergo comprehensive review and meet certain standards.

Academic appointees subject to policies and procedures within the APM include, but are not limited to, faculty such as professorial rank faculty, lecturers and clinical faculty; academic research professionals such as professional researchers and specialists; academic service professionals such as librarians and cooperative extension specialists and advisors; and graduate student employees such as research and teaching assistants. The APM applies only to the extent provided for in a Memorandum of Understanding (MOU) for academic appointees covered by collective bargaining.

Questions about maintaining the APM or academic review of Presidential policy may be directed to Kimberly Grant. Specific academic personnel policy questions from those located at a University of California campus may be directed to the local Academic Personnel Office.

View the Academic Personnel Manual here.

Academic Personnel Forms

Outside Professional Activities Reporting

The Outside Activities and Tracking System (OATS) manages APM 025 Prior Approval requests and APM 025 Annual Reporting.

Forms

Selected Benefits Forms

Campus organizational charts

You can find a list of our division’s org charts on the Toolkit Org Charts page.