Launched! Outside Professional Activity Tracking System (OATS) at UCSC

January 10, 2019

By Grace McClintock, Assistant Vice Provost Academic Personnel 


Dear Colleagues:

I am pleased to announce the launch of the Outside Activity Tracking System (OATS). As previously communicated, OATS is a multi-campus collaboration intended to facilitate the collection, review, approval, and reporting of faculty outside professional activities. The new system replaces the APM 025, 240, and 246 annual reporting forms and the paper-based prior approval processes. Please refer to VPAA Lee’s recent memo for additional details on relevant policies and expectations for using the new system.

The following requests and actions will now be submitted, reviewed, and archived in the system:

• Requests to engage in APM 025 Category I activities
• Requests for student involvement in outside professional activities
• Documenting and recording time engaged in APM 025 Category I and II activities
• The annual certification of outside professional activities

OATS accounts have been generated for the following users:

• Faculty subject to APM 025, including deans and faculty administrators
• Department and divisional staff with APM 025 responsibilities

Please note that faculty with responsibilities for approving APM 025 requests and reports, including chairs and deans, will have two roles in OATS - as a faculty member and as an approver.

Accessing OATS
All OATS users are able to log in with their CruzId and Gold Password at the UCSC OATS portal page:

January OATS Webinars and Office Hours
The following webinars and online office hours will be hosted by the UC OATS Training Specialist. These are opportunities for OATS users to become familiar with the features of the system. Questions about APM 025 policy and procedures should be directed to the appropriate UCSC contact.

The webinars and office hours will be hosted on Zoom. Reservations are not required. Those interested in attending any of the following sessions can access the Zoom URLs and IDs on the OATS Training and Resources webpage.


Reviewers and Approvers
Department Chairs and Managers; Academic Deans and Divisional Coordinators
Thursday January 17, 9:30am - 10:30am
Friday January 18, 9:30am - 10:30am

Faculty subject to APM 025 policy and procedures
Thursday January 24, 9:30am - 10:30am
Friday January 25, 1:00pm - 2:00pm

Online Office Hours

January 17-18
11:00am-12:00pm; 1:30pm-3:30pm

January 22-23
10:00am-12:00pm; 1:30pm-3:30pm

January 24
11:00am-12:00pm; 1:30pm-3:30pm

January 25


Additional Information and Resources
Additional training resources, including user guides and video tutorials, can be found on the UCSC APO OATS Resources and Training webpage. Further information about OATS and APM 025 policy and procedures can be found on the UCSC APO OATS Webpages. Additional resources and information will be posted on these webpages in the coming months.

If you have questions regarding any information in this announcement, please email

Chancellor Blumenthal
CP/EVC Tromp