Resources for OATS Users, Reviewers, and Approvers

Annual Certification of Outside Professional Activities in OATS

Those subject to APM 025-Conflict of Commitment and Outside Activities of Faculty Members* during fiscal year 2022 are required to certify and submit their 2022-23 Annual APM 025 Report in OATS by September 30, 2023. The reporting period is July 1, 2022 - June 30, 2023.
* Includes senate faculty members, adjunct professors with appointments greater than 50%, deans and full-time faculty administrators. Deans and full-time faculty administrators are subject to additional reporting requirements under APM 240-Deans and APM 246-Faculty Administrators (100% Time).

Summer Salary and Summer Time Reporting: If you have questions about University summer compensation/salary, refer to the Summer Salary FAQ below.

Reporting Effort on a Category I Activity: Faculty who have an approved APM 025 Category I activity in their 2022-23 activity list should refer to the VPAA's approval letter for any specific reporting conditions. Access your approval letter from the "NOTES" tab on the Category I form in the fiscal year that you obtained approval. 

Leave without salary: Faculty subject to APM 025 reporting are required to obtain prior approval for an APM 025 Category I activity and report all Category I and II activities on their Annual Report. However, faculty are not required to record time engaged in these activities during periods of leave without salary. Faculty should enter a note on their Annual Report to document the period of leave without salary. 

How to Certify and Submit Your Annual Report

Academic-Year Faculty:
Faculty with No Outside Activities
Faculty with Outside Activities
Department Chairs - From your Dashboard, click "Faculty's View", then refer to the appropriate article above.

Tips for Reporting Effort in OATS

Fiscal-Year Faculty:
Faculty With No Outside Activities
Faculty with Outside Activities
Deans and Full-time Faculty Administrators

How to Review and Sign Annual Reports

Department Managers and Divisional Coordinators - Review Annual Reports
• Reviewers can also "bulk review" groups of Annual Reports "without activities"

Department Chairs and Deans - Review and Sign Annual Reports
• Approvers can also "bulk sign" groups of Annual Reports "without activities"

How to Monitor the Status of Annual Reports 

Department Managers and Divisional Coordinators - Monitor Progress and Completion

Summer Salary FAQ

What is University Summer Compensation?

When a faculty member receives University/UCSC compensation during summer, regardless of fund source, they are receiving summer compensation.
• Commonly known as summer salary, this compensation counts towards an academic-year faculty member's 3/9ths summer salary limit.
• Examples of summer salary include summer research salary and salary for summer session teaching.

How does summer compensation interact with APM 025 and my Annual Report?

Academic-year faculty are not subject to APM 025 time limits during the summer period unless they are receiving summer salary while engaging in a Category I (e.g., outside employment, outside teaching) or Catefory II (e.g., professional consulting) activity.

• As a general rule, University/UCSC summer compensation is provided for activities that are within the "normal course and scope" of a faculty member's University employment. The University summer activity is not an "outside professional activity" (i.e., is not a Category I or II activity). However, if a faculty member engages in a Category I or II activity while receiving summer salary, then APM 025 summer time limits are applied to the outside professional activity.
• When an academic-year faculty member receives additional University summer compensation, the limit on Category I and II activities is the equivalent of eight hours per week during the period in which such compensation is received.

When completing the APM 025 Annual Report in OATS, the system presents questions to help faculty determine if they need to "enter my summer info."

Additional Resouces for Summer Salary

Policy: APM 025-8.c; APO's OATS Policy webpage
OATS: Entering Summer Salary Information; Reporting Effort (Academic Year Faculty) 

General Training and Instructions for OATS

APM 025 Users

The following and additional training resources are available at the UC OATS General Campus Faculty webpage. These resources are relevant to faculty, deans, and full-time faculty administrators who are subject to APM 025:

Faculty Workspace Overview
Deans and Faculty Admin. Workspace Overview
Entering a New Activity

Category I Form
Student Involvement Form

Editing an Activity
Deleting an Activity
Editing Effort
Deleting Effort
Report Summer Hours
Adding Notes and Attachments to an Activity
Copy Activity

APM 025 Reviewers
Department and divisional reviewers can access workspace overviews and training resources for reviewing forms and Annual Certification Reports at the UC OATS General Campus Reviewer (APM 025) webpage. 

APM 025 Approvers
Department, divisional and central campus approvers can access workspace overviews and training resources for reviewing forms and Annual Certification Reports at the UC OATS General Campus Approver (APM 025) webpage.