Co-Curricular Record FAQ's

Have questions about the Co-Curricular Record? Use this FAQ page to find the answers to your questions! The quicklinks section below can bring you directly to the area you would like to learn more about.

Page Quicklinks

Program Updates
Resources and Guides
Co-Curricular Record Program Overview
Frequently Used Names and Terms
Dates and Deadlines
CCR Activities and Positions
Co-Curricular Record Features
CCR Policies and Procedures
Students: Accessing Your Co-Curricular Record
CCR Validators
New Activity/Position Request Form
CCR Policy Modifications in Response to Covid-19

Program Updates

CCR Deadline to Submit New Activity and Position Requests Extended: The deadline to submit new activity and position requests through the New Activity and Position Request Form in the Elevate portal has been extended to June 10th, 2022
Co-Curricular Record Information Session: May 4th, 2022 - to view the recording of this information session follow this link (link here)
Migration to Elevate Portal: the Co-Curricular Record program has now fully migrated to the Elevate Portal alongside other LSE & UCalgary programs and services. The Co-Curricular Record can be accessed at elevate.ucalgary.ca
Change to CCR Hour Requirements: the time requirement for all CCR positions has now been reduced to 10 hours for positions to appear on students' personal records. Students can continue to log additional hours beyond these 10 hours, and are encouraged to continue to be involved to the same degree as in earlier years in their CCR-eligible positions
Changes to CCR Learning Outcomes and Reflections: the Learning Outcomes for all CCR positions have been redeveloped to better reflect students' development through engaging in the positions listed on their Co-Curricular Record.
COVID-19 Policy Adjustments: CCR policies have been adjusted for 2021-2022 to accommodate students whose participation in CCR-eligible positions has been impacted by the COVID-19 pandemic. Please read through these policy updates to learn more about these adjustments (link here).

Resources and Guides

Use these detailed tutorial guides to help you navigate the Leadership and Student Engagement section of the Elevate Portal and the Co-Curricular Record. Click on the guides below to view or download them.

Resource Guides & Templates

Use these detailed tutorial guides to help you navigate the Elevate portal and the Co-Curricular Record. Click on the guides below to view or download them.

Your CCR How-To Guide 2021-2022: Full Guide (link here)
Your CCR How-To Guide 2021-2022: Validator Guide (link here)
Your CCR How-To Guide 2019-2020: Using the New Activity/Position Request Form (link here)
CCR Updated Activity & Position Description Formatting Guide (link here)
CCR Activity and Position Description Examples Document (link here)
CCR Volunteer and Participant Hour Tracking Template (link here)

Request Forms

CCR Activity Update Form (link here)
CCR Position Update form (link here)
CCR Position Appeals Form (link here)
CCR Retroactive Position Addition Request Form (link here)

Co-Curricular Record Program Overview

What is the Co-Curricular Record?

The University of Calgary Co-Curricular Record (CCR) is a program that allows students to have their on-campus volunteer and extra-curricular experiences recognized officially on a University of Calgary document. When coupled with your academic transcript, the CCR will provide a holistic view of your overall student experience at the University of Calgary and will help set you apart from the competition when you graduate. The CCR is hosted on the online Elevate Portal and uses a database of extracurricular and co-curricular activities that allows students to add positions they have participated into their personal Co-Curricular Record.

Please note that the Co-Curricular Record is completely separate from your academic transcripts. CCR positions do not appear on your academic transcripts, and are not connected to your academic transcripts in any form. If you need a copy of your academic transcripts please review the information on the registrar's website.

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How does the Co-Curricular Record Work?

The Co-Curricular Record is hosted through the UCalgary Elevate Portal. To create a personal Co-Curricular Record, students can log into the portal and submit requests to add eligible positions and activities they have participated in to their personal record. After submitting a request to have a position appear on their Co-Curricular Record, activity, and position validators (UCalgary staff members who coordinate programs included in the CCR database) can view these requests. After viewing a students' request to have an activity appear on their record, the validator can accept or decline the request. 'Accepting' a request means that the position will appear on the students' personal Co-Curricular Record, and 'declining' a request means that this position will not appear on the students' record.

Each year, students can request to add eligible positions to their Co-Curricular Record from the current activity period. Students can choose to download and print their record to help keep track of activities, and to use as a supplement for resumes and applications.

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What Positions and Activities are Eligible for CCR Recognition?

For new activities to be added to the CCR database, they must meet all the following criteria:

The position must be an on-campus activity or be attached to a university department, club, faculty or program;
Students must complete a minimum of 10 hours over the CCR year (May 1 - June 30).
The position can be paid; however, the function of the job must be focused on student engagement work (ex. Community Advisors in residence); and
The position cannot be attached to any form of academic credit.

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Is the CCR Mandatory?

No, the CCR is not mandatory for any student nor is it a requirement to graduate. However, it is an incredibly useful supplement to have upon graduation.

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What are the benefits of the CCR?

Provides you with a university validated and accredited record of your extra-curricular involvement while at the University of Calgary;
Provides you a platform to express your skills and abilities, especially in pursuing volunteer/job opportunities and further education;
Gives you a tangible tool to allow you to critically reflect on learning that occurred through your involvements; and
To provide a comprehensive database of on-campus engagement opportunities so that you can search for further involvements.

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Frequently Used Names and Terms

Elevate Portal - the online portal that hosts a variety of programs and services for a variety of departments, including Career Services, the Student Success Centre, International Student Services, and more. Since the 2020 merge of the Elevate Portal with other program and department portals, including the Student Success Centre and the Involvement Portal, Leadership and Student Engagement programs formerly hosted via the Involvement Portal can now be found under Elevate. UCalgary students, faculty and staff can access the CCR by logging in using their UCID/IT Account at Elevate.ucalgary.ca/. In addition to accessing the Involvement Catalogue and Co-Curricular Record, students are also able to sign up for Involvement Advising, and certain programs, events, and workshops.

Co-Curricular Record - a program hosted through the Elevate Portal that allows students to officially log their co-curricular experiences at UCalgary.

Co-Curricular Record Database - the online repository of activities and positions eligible for Co-Curricular Record recognition. New activities and positions can be manually added to the database through the online request form. Activities and positions that have existed in the database in previous years will continue to be included in the database unless they are requested to be removed.

Personal Co-Curricular Record - a students' individual record of positions that they have engaged in and received approval from a CCR validator to appear on their record. This record is hosted through Elevate and lists all the student's approved activities.

Co-Curricular Record Document - the downloadable PDF document that includes an individual student's approved Co-Curricular positions. This document can be customized to include or exclude certain positions based on the student's preferences.

Co-Curricular Record Category - the university area or division that individual programs and activities are grouped under. CCR Categories include faculties and departments, student organizations, and more.

Co-Curricular Record Activity - a university program that is eligible for recognition on the Co-Curricular Record. Co-Curricular Activities are grouped within CCR Categories.

Co-Curricular Record Position - an individual role associated with an activity (i.e., program) that is eligible for recognition on a student's personal Co-Curricular Record.

Co-Curricular Record Term (Time Period) - the time period for Co-Curricular Record activities and positions. Each Co-Curricular Record Term begins in June and ends in May of the following year. E.g., The Co-Curricular Record Term of 2018-2019 includes involvement activities and positions that were active from June 2018 to May 2019.

Learning Outcomes (Competencies) - a list of possible achievements that a student may develop through their involvement with a specific CCR position. Students must pick at least three learning outcomes/competencies to add to each position to have their position approved on their personal record.

Co-Curricular Record Validator - a UCalgary staff member who processes students' requests to have a specific position appear on their personal Co-Curricular Record. A validator is a staff member who is associated with a CCR-eligible program or activity, for example a program coordinator, department head, volunteer supervisor, etc.

This staff member has an account added to the Elevate and is given appropriate account permissions to be able to view the students' requests to have specific positions appear on their personal records. A validator may be directly involved with facilitating and coordinating the program (for example, a volunteer coordinator who directly oversees volunteer activities and communicates with participants) or may be a staff member who works more indirectly with a program and is provided with information on participants from another staff member/program coordinator. For example, a department head or coordinator could act as a CCR validator even if they were not direct supervisors of a program, if they are provided with the appropriate validation information from a program manager.

CCR validators are responsible for ensuring that accurate records of student involvement are kept for CCR position validation. Information retained should include the names, UCID numbers, UCalgary email addresses, and positions of participants, along with the amount of time the student has been involved in their position if they would like to use the hour-tracking feature of the CCR.

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Dates and Deadlines

What is the timeline for the Co-Curricular Record?

The Co-Curricular Record has an annual timeline based on UCalgary's academic calendar. Annually, the CCR year begins in May, and ends in June the following year (e.g., May 2019-June 2020).

The final deadline for all CCR positions from the 2021-2022 CCR term to be validated is September 5, 2022.

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What deadlines do I need to know?

CCR deadlines for the 2021-2022 term are as follows:

The 2021-2022 CCR year includes July 1, 2021 - June 30, 2022
The last day to submit new activity & position requests to CCR database: June 10, 2022
The last day for students to add positions to their individual CCR: July 31, 2022
The last day for validators to approve positions: September 5, 2022

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When is the deadline for clubs and other volunteer activities to add new positions to the Co-Curricular Record database?

Requests for new positions to be added to the CCR need to be submitted through the online form by June 10, 2022.

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Why has the deadline structure changed?

The updated deadline structure is based on input from students, staff, and CCR staff on how to best ensure that all groups have enough time and resources to complete new position and activity requests, add positions to personal records, and complete position validations in a timely manner.

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CCR Activities and Positions

What Types of Activities are Recognized on the CCR?

For new activities to be approved on the CCR, they must meet the following criteria:

The position must be an on-campus activity or be attached to an on-campus department, club or faculty;
Students must complete a minimum of 10 hours over the CCR year (July 1 - June 30);
The position can be paid; however, the function of the job must be focused on student engagement work (ex. Community Advisors in residence); and
The position cannot be attached to any form of academic credit.

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What is the difference between an activity and a position?

Activities are categories that will have several positions within them that you can add to your record. For example, "Club X" would be an activity with several positions, such as "President" and "Vice-President." You would then add the position you participated in to your record.

Image 1 A flowchart depicting the categorization structure of the CCR database
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Are new positions, clubs, and other programs added automatically to the CCR database?

No. All new positions, programs and activities are only added to the CCR database by request. If an activity or position has appeared in the CCR database in previous years, it will still be included in the database for the current CCR period automatically.

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How can I request my new program, club or activity be added to the Co-Curricular Record database?

To add a new activity (program, club, organization, etc.) to the Co-Curricular Record database, please complete the online request form by logging in to the Co-Curricular Record at Elevate.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. This form should only be used to request new activities that do not already exist in the CCR database.

If an activity has been in the CCR database in past years, it will be included in the current academic term. After submitting the new activity request form, please wait until your request has been approved by a CCR staff member before attempting to add any additional positions through the form. The requestor will be notified via email once the new activity request has been processed.

Please ensure you connect with your program manager prior to submitting a new activity or position request. It is strongly recommended that program coordinators (UCalgary staff members) submit new position/activity requests for their program, rather than student participants. This helps ensure a high level of accuracy in new activities and positions created and helps expedite the approval process. SU Clubs are an exception to this recommendation.

Want to learn more about using the new activity/position request form? Download the CCR New Activity/Position Request Form How-To Guide (link here)!

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

To add a new position to the Co-Curricular Record database, please complete the online request form by logging in to the Co-Curricular Record at Elevate.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. This form should only be used to request new positions that do not already exist in the CCR database. If a position has been in the CCR database in past years, it will be included in the current academic term.

Students who want to submit a new activity or position request for that is not for a Students' Union club should connect with the program or volunteer coordinator first. It is strongly recommended that program coordinators (UCalgary staff members) submit new position/activity requests for their program, rather than student participants. This helps ensure a high level of accuracy in new activities and positions created and helps expedite the approval process. SU Clubs are an exception to this recommendation.

Want to learn more about using the new activity/position request form? Download the CCR New Activity/Position Request Form How-To Guide (link here)!

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Are There any Guidelines for Activity Descriptions and Position Descriptions?

Yes! All new activity and position requests must follow the CCR Activity and Position description guidelines for their request to be approved. To review these guidelines, download our CCR Activity and Position Description Formatting Guide, and check out our Sample CCR Activity and Position Descriptions document for examples on how to write your descriptions.

If you are a coordinator of an existing position or activity and you would like to update their descriptions to match these guidelines, please email involve@ucalgary.ca with the updated activity or position description.

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Some of the information in an existing CCR Activity or Position(s) is outdated or incorrect. What do I do?

To update the information in a CCR Activity, please fill out the CCR Activity Update form (link).

To update the information in a CCR Position, please fill out the CCR Position Update form (link).

If you are having any issues with either form, please email involve@ucalgary.ca. After you have made a submission to either form, a CCR team member will connect with you as soon as possible regarding the changes you have requested. If you need to request updates to multiple activities and/or positions, please resubmit to the same forms; if you are having any issues reloading the form, try using a different browser or clearing your web cache and cookies.

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Co-Curricular Record Features

Can students add their volunteer/involvement hours to their positions?

Yes! Hour tracking for positions is a feature of the Co-Curricular Record.

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How does hour tracking work with the Co-Curricular Record?

When students submit a request for a position be added to their record, they can include the number of hours they were engaged in the position. After this request has been submitted, students can also edit the number of hours they have been engaged in the position. However, after the students' position request has been validated, they should not attempt to edit their position hours, as this will result in the position reverting to its pending status!

If you are a student that would like to edit your CCR hours listed with a position that has already been validated, please ensure you connect with your validator and/or position supervisor prior and email involve@ucalgary.ca to updating your position hours.

Want more information on editing your position hours for your personal Co-Curricular Record? Download the CCR Student How-To Guide for step-by-step instructions!

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If a student participates in a CCR position outside of the listed start/end dates, can these hours be logged with the position on their personal CCR?

Yes! As some CCR position start and end dates are subject to variation from year-to-year, if a student begins or ends their involvement with a position outside of the start and end date, this time can still be included in the student's new position request*. The student must confirm with their position supervisor (e.g. volunteer coordinator, club president, program coordinator, etc.) that the number of hours they have logged for the position is consistent with what is in the position supervisor's records, and that any time spent working in the position outside of the start/end date is noted in their position supervisor's records.

*Some conditions apply for students continuing in an ongoing position over multiple consecutive CCR terms. More information below.

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If a student participates in an ongoing CCR position for multiple consecutive CCR terms, how should they log their hours?

If a student is participating in the same CCR position for two or more consecutive CCR terms (i.e. participating in a role for the 2021-2022 CCR term, and continuing to participate in the role again for 2022-2023), and continues to participate in the role before the start date of the position for the next CCR term (has ongoing participation), they should log their hours as follows:

Any hours of participation in the role after the listed end date, but completed before the final day for students to add positions to their personal records for the current CCR term (i.e. July 31^st) should be logged with the position for the current CCR term (e.g. 2021-2022)
Any hours accumulated after the final day for students to add positions to their personal records (i.e. July 31^st) but before the official start date of the position for the upcoming CCR term should be logged with the position for the upcoming CCR term (e.g. 2022-2023).

The student should be sure to keep track of the hours of participation in the position outside of the official start and end dates and confirm this with their position supervisor (e.g. club president, volunteer manager, etc.).

What are Learning Outcomes/Achievements on the CCR?

Learning outcomes are statements that describe the anticipated learning, development, and skills that students can expect to develop through their involvement in a position

Students are asked to choose learning outcomes (or achievement statements) as they add positions to their CCR. These outcomes are specific to what a student has learned through their involvement. They are beneficial and unique as they provide insight to each position, transferable skills and a source of great information while preparing for job interviews, graduate, or professional schools, or simply when looking back on your experiences in a position.

The learning outcomes used in the Co-Curricular Record have been developed using the Council for Advancement of Standards (CAS) in Higher Education Frameworks for Assessing Learning and Development Outcomes, the Conference Board of Canada's Employability Skills, and the University of Calgary Intercultural Competency Framework.

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What is the code at the top of the PDF personal Co-Curricular Record document?

This is the students' CCR verification code. If a student provides a copy of their CCR to someone (such as a potential employer, program coordinator, etc.), they can verify that the students' Co-Curricular Record accurately reflects their involvement at UCalgary by looking up this code at https://elevate.ucalgary.ca/verify.htm

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CCR Policies and Procedures

Can Students add a Position if they Logged Enough Hours, but did not complete the Program?

No. To add a position to your Co-Curricular Record, you must have completed all program requirements. If you dropped out of a program or a position, you may not add it to your personal record.

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Expedited CCR Validations

If a student needs their CCR positions to be validated prior to the validation deadline (September 5th, 2022) due to an urgent need for their CCR document for a bursary renewal, scholarship application, or job, school or program application they should email involve@ucalgary.ca as soon as possible. The CCR team will do their utmost to accommodate these requests. It is strongly advised that students who need expedited CCR validations connect with the CCR team at least two weeks before the application deadline to ensure all position validators can be contacted. In this request, please ensure you include the following information:

Your name and UCID number
The names of the positions whose validations you would like expedited
The name and contact information of the program coordinator/position contacts for these positions (i.e., your supervisor in the role, etc.)
The reason you need the position validations expedited
The date you need to position validations completed by
Use the email heading EXPEDITED CCR VALIDATION REQUEST
Set your email as 'high importance' in your email settings'

Please note that the CCR staff will try to accommodate these requests, however it is not guaranteed that all position validations can be completed by particular dates. To help prevent this, please email involve@ucalgary.ca as soon as possible about any position validation expedition requests.

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CCR Position Appeals

Students who have had a position appear as 'declined' on their record but feel they that they have successfully completed the position requirements and met time requirements can submit a CCR Position Appeal. CCR Position Appeals allow students to challenge a ruling they feel is inaccurate by submitting evidence they have participated in the role to CCR staff, who then further explore the position ruling. Position appeals can also be submitted if students would like to change the number of hours recorded for past positions if they are inaccurate. CCR Position Appeals are dealt with on a case-by-case basis and are completed by CCR staff members in participation with activity and position validators and coordinators. The decision made by CCR staff in each position appeal case are considered binding and final. Timelines for processing position appeals are variable and are subject CCR staff availability.

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How Can Students Submit a Position Appeal?

To submit a position appeal, students must fill out the CCR Position Appeal form (link here). Form fields include areas for:

The student's name and UCID
The student's UCalgary email address
The position name and time period the student would like to appeal on their personal Co-Curricular Record
The name of their program coordinator or supervisor in this role (e.g., volunteer manager, club president, etc.)
The number of hours they were involved in the position
Preliminary documentation indicating their involvement in the position (e.g., emails from program coordinators, certificates of completion, event or course receipts, letter of affirmation from a supervisor or coordinator, etc.). Please note that the quality and quantity of documentation provided will impact the CCR staff member's decision on whether to accept the appeal and begin processing their case.

Once this information has been submitted, a member of the Co-Curricular Record staff team will connect with the student regarding their position appeal. If a student would like to submit multiple position appeals to CCR staff, they should ensure they include the listed information for each position and clearly demarcate all information and documentation between positions. If any of this information is missing the request will not be processed.

Please note that position appeals may take some time to process and is at the discretion of the CCR team member processing your appeal request.

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When Can Students Submit Position Appeals?

Position Appeals can now be submitted at any time of the year; however, the processing of these appeals is at the discretion of CCR staff based on their work capacity and availability.

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Expedited Position Appeals

If a student would like to request an expedited position appeal because of an urgent need for their CCR document for a bursary renewal, scholarship application, or job, school, or program application they may submit the request outside of the appeal period. To request an expedited position appeal, please email involve@ucalgary.ca as soon as possible with your position appeal information (as listed above), the reason you need this appeal expedited, and the timeline for your position appeal. Please ensure you use the email subject line 'CCR EXPEDITED POSITION APPEAL'.

These appeal requests will be accepted on a case-by-case basis only, and there is no guarantee CCR staff will be able to accommodate requests to process expedited position appeal requests.

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What If Students Have Multiple Position Appeals to Request?

If you have multiple position appeal requests to make, you can make multiple submissions using the CCR Position Appeals form; once you have finished, simply close or refresh your browser and go back to the same URL. If you are having issues making another submission, try using another browser or clearing your cache and cookies.

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What should a student do if they accidentally added a Position to their Record that they did not participate in?

If a student accidentally requests to add a position to their personal CCR that they did not participate in, they can email involve@ucalgary.ca with their name, UCID, and the position that you accidentally submitted a request for. We can remove the position from their record with no issue.

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Retroactive Position Requests

To provide students who have participated in CCR-eligible positions during their time at the University of Calgary, but who have faced barriers preventing them from adding these positions to their personal record during the year they participated in these positions, the Co-Curricular Record program has introduced Co-Curricular Record Retroactive Position Requests. Students can request to have positions from previous years added to their records, and these instances will be assessed on a case-by-case basis. While it is strongly advised that students always add their CCR Positions to their personal records in the year they completed them, students can request to have positions from previous years added to their records by completing an online form and submitting supporting documentation and information from program and position coordinators.

Please note that if positions do not exist in the CCR database for the CCR period a student is requesting a position to appear on their record for (e.g., a student is requesting Position X appear on their record for the 2017-2018 CCR term, but the position was only added to the database in 2019) a separate process will be required to request this position be added to the database for this time period. Please be aware that these requests will be processed on a case-by-case basis, and there is no guarantee positions will be added retroactively.

Retroactive position requests will be processed based on CCR Staff availability and work capacity.

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How Do Students Submit a Retroactive Position Request?

To submit a retroactive position request, please fill out this online request form: Retroactive Position Request Form (link here)

In this request form, you will be asked to include the following information:

Your name
Your UCID number
The name of the position and activity you would like to request to be added to your personal CCR
The time period you were engaged in the position (e.g., 2018-2019)
The name of the UCalgary staff member who was the program coordinator (or equivalent position) while you were a participant and their contact information
The name of the UCalgary staff member who is the current program coordinator (or equivalent) for the activity and their contact information
Whether you know if the position and activity are currently listed in the CCR database and if you know whether the position and activity are listed in the CCR database for the time period you would like the position added to your record
A letter or email statement of confirmation of your participation in the position and activity during the time period you are requesting from the current and/or past UCalgary staff member who acted as program coordinators/supervisors for the role.

This statement should include:
- The name of the UCalgary staff member and their association/connection to the role/activity
- The name of the student whose involvement they are confirming in their statement
- The time period the student was actively engaged in the position
- An approximate number of hours the student was engaged in the position
- The UCalgary staff members' contact information and current role

If the retroactive position request is for a SU Clubs role, the student making the request will be asked to provide an email or letter statement of confirmation of participation during the time period the are requesting from both an executive member of the SU Club that the position is for (either a current or past club executive is accepted), and an email with confirmation of participation from the SU Clubs Coordinator. The Clubs Coordinator will be recommended to use the records in the Annual Report submitted by all SU Clubs to the Clubs Office to check whether the student was involved in the position they are requesting to be added to their record.
- The statement from the SU Club executive should include:
  - The name of the SU Club executive and their association/connection to the role/activity (either past or current)
  - The name of the student whose involvement they are confirming in their statement
  - The time period the student was actively engaged in the position
  - An approximate number of hours the student was engaged in the position
  - The SU Club executive's contact information and current role (student, alumni, current club position, etc.)

If the UCalgary staff member or SU Club executive is not sure of amount of time the student was engaged in the position, they are encouraged to provide an estimate of the amount of time that would generally be spent to successfully engage in the position (e.g. 4 hours/week, 10 hours/semester, etc.).

If the statement of confirmation is being provided by an individual who is no longer a UCalgary staff member or SU Club executive member, they should also include the name of their former position and how long they held this position.

Please note that email statements should be sent directly to involve@ucalgary.ca, not forwarded from the student making the retroactive position request.

Once this information has been submitted through the form and any required emails have been sent directly to involve@ucalgary.ca (not forwarded by the student making the request), the CCR team will review the student's request. CCR staff may contact the student and/or the position contacts provided by the student for more information before processing the request.
Please note that all decisions made regarding the retroactive position request are at the discretion of staff with Leadership and Student Engagement, and will be considered final.

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How Long Will It Take for Students' Retroactive Position Requests to Be Completed?

CCR staff will aim to respond to emails regarding retroactive position requests within three business days. The length of time it takes for CCR staff to process and complete retroactive position requests is dependent on a number of factors, including: the amount of time it takes to connect with program coordinators and other contacts (if necessary), the workload of the CCR team at the time of the request, the number of retroactive position requests that have been submitted, and a number of other factors. In addition, if a new position and activity need to be added to the CCR database for the time period a student is requesting the retroactive position (e.g., 2018-2019), this will also extend the time it takes to process the retroactive position request. The amount of time to process requests will be variable and is up to the discretion of the CCR staff member(s) processing the request.

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What If Students Have Multiple Retroactive Position Requests to Make?

If you have multiple CCR Retroactive Position Requests to make you can make them separately by re-submitting the CCR Retroactive Position Request form; once you have finished, simply close or refresh your browser and go back to the same URL. If you are having issues making another submission, try using another browser or clearing your cache and cookies.

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Students: Accessing and Using your Co-Curricular Record

How do students access/create their Co-Curricular Record?

Go to elevate.ucalgary.ca and click the "login" button at the top of the screen. Log in using your UCID/IT account and a new account will be created for you.

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How do students view their personal Co-Curricular Record?

Once you have logged in to elevate.ucalgary.ca, click "Leadership and Student" on the left-hand side tab, and select 'Co-Curricular Record' from the drop-down menu; and
Click the blue '…' button on the bottom right side of your screen and select 'Print my Co-Curricular Record' to download a printable PDF version of your record.

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How do students add a position to their personal Co-Curricular Record?

Ensure that the position is eligible for the CCR Program*, and is in the CCR database**
Accumulate at least ten (10) hours in the position
Complete all the program requirements
Go to elevate.ucalgary.ca and log in using the student portal using your UCID/IT account
Once you are logged in click "Leadership and Student" on the left-hand side tab and select 'Co-Curricular Record' from the drop-down menu.
This will direct you to a new page with an overview of your activities and positions that have already been recorded in the CCR.
Click the 'Add a Position to my Record' button
You will be directed to a new page. From there you will be able to search for positions currently in the database, either by using the quick look-up bar, or using the selection boxes to find the activity and position you are looking for.
When you select the activity the position is listed under, a 'Positions Found' section will appear at the bottom of the page.
Find the position you would like to add to your record and click 'Add to record', or 'View position' if you would like to double-check that it looks correct: if you choose this option, you will be directed to a new page with the position details and a button that allows you to add the position to your record.
You will be prompted to select "achievements" (please select at least three and no more than 10, quality is better than quantity!)
You will be prompted to include a reflection statement for each learning outcome/achievement you select; write a statement for each of these learning outcomes. There is also a space at the top of the position page for you to include a reflection statement to reflect on your experience in the position.
Once you hit "save" you are done, and it will then go to the Validator for review
You will receive an automatic confirmation email from the Validator when the position has been validated

*Check the CCR qualification criteria on the FAQ page

**If the position has been in the database in past years, it will still be in the database. If it is a new position/program or has not been in the database in past years, check with your program coordinator to see if a new position request has been submitted. You can also log into the portal and go through steps 4-9 to see if you can find the position in the database

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Are Extracurricular Activities automatically added to Students' Personal CCR?

No - students must manually add each eligible activity to their personal Co-Curricular Record!

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Are Students' SU Club activities and Memberships added Automatically to their Personal Co-Curricular Record?

No - students must manually add each eligible activity to their personal Co-Curricular Record!

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Can Students Edit the Learning Outcomes/Achievements Listed for a Position on their Personal CCR?

Yes! Students can edit the learning outcomes/achievements listed for a position on their personal Co-Curricular Record, by logging into the portal and selecting the 'Co-Curricular Record' tab in the grey sidebar. They can then click on a position listed on their personal CCR profile and scroll down to the blue bar that reads 'You have selected ___ of the required 3 to 10 competencies'. Then click 'Edit', and they will be able to update the learning outcomes/achievements listed for this position.

Students: please note that if you edit a position's learning competencies/achievements after it has been approved, it will revert to its pending status. If you need to update the learning outcomes listed for a position, please email your position validator/coordinator and involve@ucalgary.ca to ensure your position can be re-processed after making these edits.

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Can Students add Positions from Previous Years to their CCR?

Students can request to have positions from previous years added to their records, and these instances will be assessed on a case-by-case basis. In previous years the Co-Curricular Record has not enabled students to have positions retroactively added to their personal record, however, we are exploring options to allow students who have missed deadlines in previous years to have their CCR-eligible extracurriculars recognized.

This is an appeal-based process, and students are not guaranteed to be able to retroactively add all positions. To engage in this process, students will be required to follow several steps and submit information to Leadership and Student Engagement. The office of Leadership and Student Engagement will make the final decision on whether a position can be added to a student's record retroactively. Please note that some retroactive position addition requests may be approved, and others may be declined depending on several factors, including the quality and accuracy of documentation provided to the office of Leadership and Student Engagement. All decisions made by the office of Leadership and Student Engagement are considered final.

Retroactive position addition requests will be processed based on the availability and capacity of CCR staff. Thank you for your understanding and patience in this matter.

Learn more about CCR Retroactive Position Appeals in the CCR Policies and Procedures Section!

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What kinds of things can students include in their CCR hours for a position?

A wide variety of activities and tasks are eligible for students to include when counting/logging hours for a CCR position. Some examples include, but are not limited to:

Completing role-related tasks and work
Answering role-related emails
Attending events on behalf of your program/organization
Attending planning/executive meetings
Organization/team bonding activities
Meeting with position supervisors
Engaging in reflection activities for your role/position
Volunteering with your club/organization
Facilitating events or workshops
Engaging in professional development activities that will benefit your role/position

Almost any activity that you engage in that is related to your role/position is eligible to be included in your CCR hours. Activities that are not eligible to be added to your CCR hours include:

Social events or activities that are not related to your role, position, or organization
Attending classes or completing coursework
Activities that have already been included in the hours you have logged for another position in the CCR (e.g., attending an event and including that time in three separate CCR positions)

If you have any questions about what is eligible to be included in your CCR hours, please email involve@ucalgary.ca.

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Where do students' approved CCR hours show up?

Once the hours associated with a CCR position have been approved, these hours will be displayed alongside the position in your CCR profile and will be added to the total number of hours included with your CCR profile. Currently, position hours are not displayed on the downloadable CCR document.

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CCR Validators

What is a CCR Validator and what do they do?

A Co-Curricular Record Validator is a UCalgary staff member who processes students' requests to have a specific position appear on their personal Co-Curricular Record. A validator is a staff member who is associated with a CCR-eligible program or activity, for example a program coordinator, department head, volunteer supervisor, etc.

This staff member has an account added to Elevate and is given appropriate account permissions to be able to view the students' requests to have specific positions appear on their personal records. A validator may be directly involved with facilitating and coordinating the program (for example, a volunteer coordinator who directly oversees volunteer activities and communicates with participants) or may be a staff member who works more indirectly with a program and is provided with information on participants from another staff member/program coordinator. For example, a department head or coordinator could act as a CCR validator even if they were not direct supervisors of a program, if they are provided with the appropriate validation information from a program manager.

CCR validators are responsible for ensuring that accurate records of student involvement are kept for CCR position validation. Information retained should include the names, UCID numbers, UCalgary email addresses, and positions of participants, along with the amount of time the student has been involved in their position if they would like to use the hour-tracking feature of the CCR.

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I think the Validator for a CCR Activity or Position(s) is outdated. How do I get this updated?

To update the CCR Validators for your CCR Activity or a specific CCR Position, please fill out this request form (link here) - a member of our team will email you and any impacted staff members when the appropriate changes have been made. If you have any issues with the request form, please email involve@ucalgary.ca.

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How do Validators access the Co-Curricular Record?

Go to Elevate and log in using your account credentials. If you are a UCalgary staff member and do not already have a Elevate account, please email involve@ucalgary.ca and use the subject line 'Validator Account Request'; a member of our team will set up a UCalgary Staff account for you. Once you have an account, log in via the 'UCalgary Staff' login page, and click on 'Co-Curricular Record' under the 'Leadership and Student Engagement' tab in the black sidebar.

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How do I get added as a validator?

Once you have a Elevate account, email involve@ucalgary.ca and let us know what activity you would like to be added to as a validator to, and how you are connected to the program/activity. A member of our team will provide you with the necessary account permissions and assign you to the activity.

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How do Validators Process Students' Position Requests?

Once you have logged in to Elevate click on the "Leadership and Student Engagement" tab in the gray sidebar and select "Co-Curricular Record" from the drop-down menu.
This will take you to your Co-Curricular Record dashboard. From here, you will be able to see a list of the activities that you are a validator for, and tabs that include information on which requests are currently pending, have been approved, or have been declined.
To approve or decline students' requests to have positions appear on their records, use the 'Pending' tab to look through the current requests to validate.
Select the students whose activities you would like to validate using the checkbox in the left-hand corner of the chart, and choose from 'Approve Selected', 'Decline Selected', and 'Decline with Email'.

If you have multiple roles on your account (e.g., student, employer, CCR validator), click on the 'Switch Roles' button at the top of your CCR profile page and select 'Validator': this will allow you to see the CCR activities and positions you are listed as a validator for, and any pending position validation requests.

For detailed step-by-step instructions on validating students' position requests, please read the CCR Validator How-To Guide.

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What is the timeline for the Co-Curricular Record?

The Co-Curricular Record has an annual timeline that begins in July and ends in June the following year (e.g., July 1, 2021 - June 30, 2022). The final deadline for all position validations from the 2020-2021 CCR term to be completed is September 5, 2022.

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How does a CCR Validator know if they should 'approve' or 'decline' a student's request to have a position appear on their Co-Curricular Record?

To determine if you should 'Approve' or 'Decline' a student request to have a position appear on their record, please look through your program/organization's records to confirm that the number of hours they have submitted, the learning outcomes/accomplishments, and position name all match the students' requests. If the student is unknown to you or the program manager, and/or did not complete the position or program requirements, you may decline the students' position validation request.

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Activity/Position Request Form

Using the New Activity/Position Request Form

To create a new activity or position within the Co-Curricular Record database, you can use the online 'New Activity/Position Request Form'. To access this form, go to Elevate.ucalgary.ca and log in using your Elevate account credentials (for students, your UCID/IT account), and select 'Co-Curricular Record' from the drop-down menu under 'Leadership and Student Engagement' in the gray sidebar. You will see another item in the drop-down menu under 'Co-Curricular Record' in the black sidebar called 'Request a New Position or Activity'; click on this tab and it will take you to the new position/activity request form.

Students: please do not use this form to request a position be added to your personal Co-Curricular Record. This form is only used to request new activities or positions be added to the CCR database.

For detailed instructions on accessing and using this form, please download the CCR New Activity/Position Request Form How-To Guide (link here).

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CCR Policy Modifications in Response to COVID-19

Due to the impacts that the COVID-19 pandemic has had on many co-curricular activities, the following updates have been made to CCR policies for the foreseeable future

I. Accumulating and Reporting Hours for CCR Positions

If a resurgence in COVID-19 cases leads to additional lockdown period during the 2021-2022 CCR term, and co-curricular events or programs are cancelled, postponed, or delayed, certain accommodations related to hour tracking will be made. If these delays or cancellations result in a loss of opportunities for students to engage in their position and accumulate hours to track on their personal Co-Curricular Record, students have the option to:

Submit hours as they are if they have at least 5 hours in a position: Students can submit the number of hours they have been engaged with the position when they apply to have a position appear on their personal CCR through the hour tracking feature. If you have fewer than the required 10 hours for your CCR position completed, but have completed five or more hours, you can still add this position to your record: after receiving approval from your program coordinator or volunteer coordinator to do so, simply add the position to your personal record as you normally would and be sure to log the number of hours that you did complete in the position.

If you would like to choose this option, please ensure you send an email to the program coordinator/validator to ensure they are aware of the number of hours you will be reporting. The hours you report for this CCR position must be consistent with the number of hours that your program coordinator or CCR validator has in their records, so they can ensure your request to have a position appear on your CCR is approved. If you have any questions or concerns about this process, please send us an email!

Please note that to select this option, you must have accumulated at least five hours in a position. If you accumulated fewer than five hours, you should not add this position to your personal record. You must also have completed all position/program requirements to be able to add this position to your record: if your program coordinator indicates you did not complete the position requirements you are not able to add this position to your personal record.

This policy adjustment has been made to accommodate students whose participation in their CCR-eligible activities has been impacted by the COVID-19 pandemic; the 5-hour minimum requirement should only be applied to students whose participation has been demonstrably impacted (e.g. had participation in events, volunteer shifts, etc., limited due to cancellation or due to personal illness). When participation in a position has not been demonstrably impacted by the COVID-19 pandemic, the 10-hour minimum requirement should be applied to participation in CCR-eligible positions.

II. Accumulating and Reporting Hours in the case of Illness/Personal Leave

2. If students become ill, with either physical or mental health challenges, due to the Covid-19 pandemic that result in the accumulation of fewer than 10 hours of involvement by the end of the CCR term, the same policy as listed above for reporting between 5 and 10 hours for a position will be available for impacted students.

This policy adjustment has been made to accommodate students whose participation in their CCR-eligible activities has been impacted by the COVID-19 pandemic; the 5-hour minimum requirement should only be applied to students whose participation has been demonstrably impacted (e.g. had participation in events, volunteer shifts, etc., limited due to cancellation or due to personal illness). When participation in a position has not been demonstrably impacted by the COVID-19 pandemic, the 10-hour minimum requirement should be applied to participation in CCR-eligible positions.

III. Changes to Program and Event Dates

3. If events or program activities have been rescheduled to take place after the end of the CCR term (June 30, 2022) these activities/events will still be eligible for recognition on the 2022-2023 Co-Curricular Record. If you have an event or program that is eligible for CCR credit or is related to a CCR-eligible position that has been moved to take place after June 30th, please email involve@ucalgary.ca. We will work with your team to find the best solution to ensure the time and efforts spent engaging in these activities is reflected on students' personal CCR.

If you have any other CCR questions or concerns related to the impacts of the coronavirus pandemic, please email involve@ucalgary.ca. The Involvement Portal staff will work with you to answer your questions or find a solution to any challenges you may be experiencing.

My questions have not been answered here. Who can I contact?

Please contact involve@ucalgary.ca for any other questions, concerns, or inquiries that you may have!

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