DEANS
DEPARTMENT CHAIRS
SENATE FACULTY
VICE PROVOSTS
Dear Colleagues:
As a follow up to October’s announcement about the forthcoming launch of the Outside Activity Tracking System (OATS), I write with additional details about expectations for using the new system and a reminder to faculty and full-time faculty administrators about their rights and obligations under UC’s Conflict of Commitment policies.
Outside Activity Tracking System (OATS)
OATS is scheduled to be active at UCSC by the start of winter quarter. When the system goes live, an announcement will be sent which will include login instructions and details regarding January’s online office hours and training webinars.
Once OATS is active, the following requests and actions will be required to be submitted, reviewed, and finalized 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
The annual reporting period is July 1 through June 30. Senate faculty, deans, and faculty administrators are required to confirm and certify their activities by September 30.
Recording Time in OATS
In OATS, faculty will report time engaged in APM 025 Category I and II activities in hours. The annual hourly maximum for academic-year faculty is set at 312 hours (39 days) and the annual maximum for fiscal-year faculty and faculty administrators is set at 348 hours (48 days). OATS will not impact the annual time maximums; faculty should report up to a maximum of 8 hours for any given day engaged in a Category I or II activity.
Conflict of Commitment Policies
Regarding disclosure, annual time limits, prior approval requirements, and annual reporting, the following Conflict of Commitment policies are applicable to UCSC:
APM 025 Conflict of Commitment and Outside Activities of Faculty Members
CAPM 012.025 Conflict of Commitment and Outside Activities of Faculty Members
APM 240-20.c Deans Conflict of Commitment and Outside Professional Activities
APM 246-20.c 100% Faculty Administrators Conflict of Commitment and Outside Professional Activities
Who is subject to the APM 025 policy?
All faculty holding appointments in the Professor series, Adjunct Professor series, Astronomer series, and Lecturer with Security of Employment series, including recall appointments, are subject to APM 025, although faculty holding appointments of less than 50 percent time are not subject to the disclosure and prior approval requirements for Category I activities or the annual reporting requirements. Academic Deans are subject to APM 025 and the additional provisions included in APM 240-20.c. Faculty administrators who have a 100% appointment are subject to APM 025 and the additional provisions included in APM 246-20.c.
Prior Approval
Those subject to APM 025 are required to obtain prior approval from the Vice Provost for Academic Affairs before engaging in an APM 025 Category I activity. Those subject to APM 025 are required to obtain prior approval from their Dean before involving a student in any outside professional activity. This requirement applies to students for whom the faculty member has, or expects to have, academic responsibility (instructional, evaluative, or supervisory).
The prior approval requirements apply to activities during summer months and leaves, including leaves without pay.
Resources
Additional information, including training and other resources can be found on the UCSC APO OATS Webpages. These webpages will be updated frequently during the implementation phase and additional training materials will be posted as soon as they become available.
Questions about OATS and UC’s Conflict of Commitment Policies can be emailed to oats@ucsc.edu.
Sincerely,
Herbert Lee
Vice Provost Academic Affairs
CC:
Chancellor Blumenthal
Assistant Vice Provost McClintock
CP/EVC Tromp
Department Managers
Divisional Academic Personnel Coordinators
