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Office of Planning & Budget
3rd Floor, Kerr Hall
University of California
Santa Cruz, CA 95064
Phone: 831.459.2446
FAX: 831.459.2619
Email: plnbgt@ucsc.edu

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Maintained by planning@ucsc.edu

SCIIPI

Editing Periods:

What is SCiiPi?
Where does SCiiPi data come from?
Why is SCiiPi editing by Department Editors needed?
How is information from SCiiPi used?
What types of information are SCiiPi Department Editors responsible for verifying?
How much attention do I need to pay to changes in secondary section instructor and scheduling assignments?
SCiiPi Editing Schedule

What is SCiiPi?

The Santa Cruz Integrated Instructional Planning Information (SCiiPi) system is an automated method of gathering, editing and disseminating information about formal instructional activity at UC Santa Cruz. SCiiPi replaces the Course Schedule and Instructional Record system (CSIR). SCiiPi has two primary functions

• Editing instructional activity data, and
• Generating current and historical Instructor Activity, Course Activity, and Classroom Utilization Reports.

Where does SCiiPi data come from?

SCiiPi integrates data extracts from the Academic Information System (AIS), the employee database, the facilities database, and the campus payroll system. Some of the data elements in SCiiPi represent official data from the systems of record and may not be altered. Examples of data elements that cannot be edited include student credit hours, primary course enrollments, and employee appointments. For other data elements, SCiiPi is the system of record and departments are responsible for supplying and correcting the data. For example, department editors are allowed to add instructors/teaching assistants to a class, change instructor roles, and edit meeting locations and times.

Why is SCiiPi editing by Department Editors needed?

Course data captured at the 3rd week of the term is downloaded from AIS. Any changes to course information after the 3rd week of the term are not automatically updated in SCiiPi. Thus, SCiiPi Department Editors play a key role in updating course information and ensuring that the data in SCiiPi accurately reflects the course activity in their department. Inaccurate reporting can have major effects on space and resource allocation and planning at the department as well as the campus-level.

How is information from SCiiPi used?

SCiiPi is a primary data source for campus planning and decision making. Data from SCiiPi is used to determine space and resource allocations for departments based on classroom utilization. Data is used to support the funding, planning, and development of additional buildings, classrooms, laboratory space, etc.

Data from SCiiPi is also used to produce reports on faculty workload. Instructional activity reports, which are submitted to the UC Office of the President, provide a summary of courses and enrollments as well as the balance of workload among instructor types. Instructional load reports provide a summary of courses and their sponsoring department (in case of ladder ranked faculty). And, Course Audit Reports summarize the workload for ladder rank faculty. These and other reports produced from data in SCiiPi are integral in budget planning and resource allocation decisions. In addition, SCiiPi data has been used as support data documentation for departmental reviews. SCiiPi can also play an important role (and save departmental managers time and effort) in faculty personnel reviews for merit and promotion, by automatically supplying history of faculty course offerings.

What types of information are SCiiPi Department Editors responsible for verifying?

The list below summarizes the data elements that SCiiPi Department Editors are responsible for checking the accuracy of and correcting for primary and secondary courses.

• Course Name
• Section #
• Class Type
• Number of Units
• Enrollment (i.e., The sum of enrollments across all secondary sections should equal the total enrollment number in the primary course – if sections are added or deleted than enrollments in sections will need to be adjusted)
• Weekly Student Hours
• Building
• Room
• Meeting Day(s)
• Meeting Start and End Time
• Instructor Name
• Instructor Contact Hours
• Instructor Role
• Crosslisting with appropriate courses (if applicable)

In addition, SCiiPi Department Editors are responsible for:

• Adding non-credit sections that were added after the 3rd week data extract
• Deleting non-credit sections that were cancelled after the 3rd week data extract
• Notifying the SCiiPi team (via email at sciipi@ucsc.edu) of valid conflict transaction numbers
• Clicking the “Checked by Editor” box or the “Accept All” button to indicate that the course has been reviewed.

NOTE: Credit-bearing courses cannot be manually added or deleted in SCiiPi.

How much attention do I need to pay to changes in secondary section instructor and scheduling assignments?

For secondary sections, the most important data elements to verify are that that all instructors are accounted for and meeting times and locations are accurate. However, because reporting requirements for secondary sections are not as stringent as that for primary sections, there is some flexibility in the listing of instructors. It is not necessary for the instructor name to correspond directly with the actual section they taught, as long as all instructors are listed for the number of sections that they taught. For example, if Peter Smith was listed in SCiiPi as teaching Section 01A and Mary Doe was listed as teaching Section 01B, but they switched sections so that Mary taught Section 01A and Peter taught Section 01B, it is not necessary to switch the instructor names for the sections in SCiiPi, as long as all instructors are listed as teaching a section.

SCiiPi Editing Schedule

The SCiiPi database will open each quarter on approximately the first day of the sixth week of instruction and close on approximately the last day of the ninth week of instruction. See editing schedule at the top of this page. Editors will be notified by email when each editing period begins. Please make all your changes during the designated editing period as you will not be allowed to make changes after the editing period has ended.