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Important Information for Graduate Programs Regarding Systems Affected By UCPath

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Monday, August 12, 2019 (All day)

As you may know, UC Davis is transitioning to UCPath, a new system for payroll and personnel management. The UCPath change team has developed transition updates, training manuals and resources for the campus community, which can be found on the UC Davis UCPath website

In addition to significant changes to payroll and personnel systems, UCPath will also impact numerous campus database systems. I am writing to draw attention to impacts and required actions for areas under the purview of Graduate Studies. These include graduate advisor appointments, access to student information in Graduate Studies web applications, and maintaining current program information throughout the transition. 

Impact on Graduate Studies Applications and Systems

Graduate Studies and IET will disconnect a number of systems from campus employment databases between August 2019 and January 2020 to allow IET to build and test a new integration with UCPath. During this period, Graduate Studies applications, most notably People and Role Manager (PRM), will not automatically pull in new and updated employment data. PRM is a system used to track faculty and staff roles across departments, graduate programs, graduate groups, and within Graduate Studies. A number of other Graduate Studies applications are dependant on PRM data, including Programs Manager, Student Progress Assessment (SPA), the Slate admissions platform, and GradHub. PRM will continue to feed data into the dependent systems, but it will not automatically pull in new or updated role changes from PPS or UCPath between August 2019 and January 2020. See the details below for information on how to request a manual PRM change.

Required Actions Prior to August PPS Cutoff

Graduate programs may avoid permission issues by completing as many personnel actions as possible in PPS prior to the cutover. Changes made in PPS prior to the August 19 cutover will be reflected in PRM and other Graduate Studies applications (GradHub, SPA, GradTrack$, and others) automatically. 

The deadline for submitting advisor nominations for the 2019-2021 appointment period was July 31, 2019. If you have not already submitted your form, please submit it as soon as possible to Nicole Dyer by emailing nrdyer@ucdavis.edu

Instructions for New Faculty/Staff Hires in Summer and Fall Quarters

Most business processes will not be affected by the UCPath transition. If an existing faculty or staff member’s role has changed, the Graduate Program Coordinator or Senior Academic Advisor responsible for your program will normally be the best contact to make these changes. Your usual point of contact with Graduate Studies will be able to confirm that personnel actions in UCPath after September 1 are also reflected in PRM, or enter changes manually, if necessary. Graduate Studies will reconcile manual changes in PRM with personnel actions when PRM/UCPath integration happens late in the fall quarter. 

New hires of faculty or staff members by your department or program will need to be entered into the PRM system through a manual process. If you hire a new faculty or staff member in your department between August 2019 and January 2020, please notify Graduate Studies by emailing gradpermissions@ucdavis.edu


About Graduate Studies

Graduate Studies at UC Davis includes over 100 dynamic degree programs and a diverse and interactive student body from around the world. Known for our state-of-the-art research facilities, productive laboratories and progressive spirit – UC Davis offers collaborative and interdisciplinary curricula through graduate groups and designated emphasis options, bringing students and faculty of different academic disciplines together to address real-world challenges.