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University of California Outside Activity Tracking System (UC OATS) Resources

 

See a new brief infographic for links to policies and an at a glance view of conflict of commitment categories, expectations, and deadlines, or log in below to enter  outside professional activities, annual disclosures, Category I and student involvement requests: 

FAQ

A link to a robust updated FAQ for Conflict of Commitment and UC OATS will be made available soon. 

Please visit the systemwide FAQ here.

Please visit the local Health Sciences Conflict of Commitment and Outside Activities of Health Sciences Compensation Plan Participants – FAQs under APM 670 and APM 671 here


 

Q: Are both domestic and foreign engagements subject to Conflict of Commitment reporting?

A: Outside professional activities, as outlined in the category definitions in APM 025, include both domestic and foreign activities. As there has been increased scrutiny from the federal government regarding the appropriate disclosure of foreign engagements, it is critical that you report both your domestic and foreign engagements while completing the OATS forms. Such engagements include, but are not limited to, visiting professorial or research appointments and directorship of labs or programs, whether compensated or not. Please refer to the definitions of Category I and II activities in APM-025 for reference on the academic and professional activities that must be disclosed. 

How Conflict of Commitment and Conflict of Interest Differ

Download as a .pdf file with functional inks here:


COC-vs-COI-Infographic-FINAL.png

Live Training Dates and Webinars

Additional live training and webinar training dates will be added as they are scheduled. 

If immediate training is desired, please visit the On Demand training drawer below.

On Demand Training Available

On Demand training is now available for UC OATS Faculty, Reviewers, and Approvers.*  To select the course you need, click a link below:

06SED-AP-671A

Academic Personnel: UC OATS APM 671 Approver Training

ENROLL NOW

06SED-AP-671F

Academic Personnel: UC OATS APM 671 Faculty Training

ENROLL NOW

06SED-AP-671R

Academic Personnel: UC OATS APM 671 Reviewer Training

ENROLL NOW

 06SED-AP-025A

Academic Personnel: UC OATS APM 025 Approver Training

ENROLL NOW

06SED-AP-025F

Academic Personnel: UC OATS APM 025 Faculty Training

ENROLL NOW

06SED-AP-025R

Academic Personnel: UC OATS APM 025 Reviewer Training

ENROLL NOW

System Tips - At a Glance Common Action Tutorials

Below are some at a glance tutorials for processing common actions in the UC OATS system and screenshots to help faculty, reviewers, and approvers navigate UC OATS features that may not seem intuitive. Feel free to suggest additional topics at esr-oats@ucsd.edu, for 025 related requests, or at HS-UCOATS@ucsd.edu for 671 related requests.  


At A Glance Common Action Tutorials:

 

For Faculty

 For APM 025 Faculty, How to Complete an Annual Certification

For APM 025 Faculty, How to Delete an Activity

For APM 671 Faculty, How to Complete an Annual Certification

For APM 671 Faculty, How to Delete an Activity

For All Faculty, How to Report No Activities In UC OATS Annual Disclosures

For Reviewers

For Reviewers, How to Review Annual Certification Reports 

For Reviewers, How to Review Student Involvement Forms

For Approvers

For APM 025 Approvers, Annual Certification Tips

For APM 671 Approvers, Annual Certification Tips

 

 

System Tips - User Interface Tips

User Interface Tips

 

Logging On:

When you're trying to log in and get this screen, please email the team at esr-oats@ucsd.edu for help with the APM 025 interface  or HS-UCOATS@ucsd.edu for help with the APM 671 interface.  We know the listing of a no reply email address on this screen can be frustrating and have requested a revision, but since this is a systemwide screen, this may take time to change. :

 

When you accidentally lock yourself out of logging into UC OATS with Business Systems and get this screen, please do toggle the log in controls and sign in with your Active Directory account:

oatslockedoutbusiness-systems.png


For Faculty:

When you are trying to enter an activity but the system refuses to take your dates, quickly check whether you are in the correct fiscal year. The system arrives at the current year (2019-2020) by default. If you are logging annual disclosures for 2018-2019, you may want to toggle back to the previous fiscal year. 

Keep in mind, you may need to enter the activity in different fiscal years if it spans more than one fiscal year, e.g. for an activity that spans 3/1/19-2/29/20, enter the activity from 3/1/19-6/30/19 in FY 2018-2019 and 7/1/19-2/29/20 in FY 2019-2020:


Additionally, if you are an 025 Faculty Member, please be aware that, since you do not report compensation for activities, the system will reflect all activities as "Uncompensated" when it asks you to certify activities on your annual report. You will also see a threshold field that reflect 0s.  Please do not let this alarm or concern you.  We have asked for the systemwide team to remove the threshold and compensation fields from O25 Faculty Annual Disclosures, but that may take some time.  Please go ahead and certify if all else is correct.


For Reviewers:

When you are viewing a list of faculty names and annual certifications but don't see action buttons for how to advance them, this is often since the system requires you to select a queue. Pick one and more options will be available (example below):


For Approvers:

When you want to enter your own activities rather than approving and reviewing the activities of others, please toggle to your own activities with the "Faculty's View" button below:

 


For All Users

When you want to see the processing status for an activity, read the status on the far right of the activity listing line. Here is the legend to clarify activity status designations:

Systemwide Resources for Approvers

025 Approver Training

UC OATS is an interactive web-based system that facilitates the reporting of outside professional activities and determines appropriate review and approval requirements, enabling faculty to easily comply with the University of California Conflict of Commitment policies. This training is specific to department chairs, deans, vice provosts, or similar responsible for approving Outside Professional Activity request forms for general campus faculty. Approvers responsible for faculty participating in the Health Sciences Compensation Plan may click here.

Tutorials

View our short video series to get started with UC OATS.

User Guides

The user guide below shows all current system functionality available in UC OATS. Some features of the application may not be in use at your campus. Please consult with your local campus contacts for additional questions.

 

671 Approver Training

 UC OATS is an interactive web-based system that facilitates the reporting of outside professional activities and determines appropriate review and approval requirements, enabling faculty to easily comply with the University of California Conflict of Commitment policies. This training is specific to Department Chairs, Deans, Vice Provosts, or others responsible for approving Outside Professional Activity request forms for faculty participating in the Health Sciences Compensation Plan. Approvers responsible for general campus faculty may click here.

Tutorials

View our short video series to get started with UC OATS.

User Guides

The user guide below shows all current system functionality available in UC OATS. Some features of the application may not be in use at your campus. Please consult with your local campus contacts for additional questions.

Systemwide Resources for Faculty

025 Faculty Training

UC OATS is an interactive web-based system that facilitates the reporting of outside professional activities and determines appropriate review and approval requirements, enabling you to easily comply with the University of California Conflict of Commitment policies. This training is specific to general campus faculty. Faculty participating in the Health Sciences Compensation Plan may click here. For a short local tutorial for how to log no annual disclosures click here.

Tutorials

View our short video series for a quick overview of UC OATS.

User Guides

The user guide below shows all current system functionality available in UC OATS. Some features of the application may not be in use at your campus. Please consult with your local campus contacts for additional questions.

The following user guides are for General Campus Faculty, Deans, and 100% Faculty Administrators,


671 Faculty Training

UC OATS is an interactive web-based system that facilitates the reporting of outside professional activities and determines appropriate review and approval requirements, enabling you to easily comply with the University of California Conflict of Commitment policies. This training is specific to faculty participating in the Health Sciences Compensation Plan. For a short local tutorial for how to log no annual disclosures, click here

Tutorials

View our short video series to get started with UC OATS.

User Guides

The user guide below shows all current system functionality available in UC OATS. Some features of the application may not be in use at your campus. Please consult with your local campus contacts for additional questions.

The following user guides are for Health Science Compensation Plan Participants (APM 671 policy) Faculty, Deans, and 100% Faculty Administrators,

Systemwide Resources for Reviewers

025 Reviewer Training

UC OATS is an interactive web-based system that facilitates the reporting of outside professional activities and determines appropriate review and approval requirements, enabling faculty to easily comply with the University of California Conflict of Commitment policies. This training is specific to staff and administrators responsible for reviewing Outside Professional Activity request forms for general campus faculty. Reviewers responsible for faculty participating in the Health Sciences Compensation Plan may click here.

Tutorials

View our short video series to get started with UC OATS.

User Guides

The user guide below shows all current system functionality available in UC OATS. Some features of the application may not be in use at your campus. Please consult with your local campus contacts for additional questions.


671 Reviewer Training

 

UC OATS is an interactive web-based system that facilitates the reporting of outside professional activities and determines appropriate review and approval requirements, enabling faculty to easily comply with the University of California Conflict of Commitment policies. This training is specific to staff and administrators responsible for reviewing Outside Professional Activity request forms for faculty participating in the Health Sciences Compensation Plan. Reviewers responsible for general campus faculty may click here.

Tutorials

View our short video series to get started with UC OATS.

User Guides

The user guide below shows all current system functionality available in UC OATS. Some features of the application may not be in use at your campus. Please consult with your local campus contacts for additional questions.

Timelines for Local and Systemwide Implementation

Visit the UC San Diego ESR UC OATS pages for information about status and the timeline for the local launch or visit the systemwide Milestones page for information about all scheduled campus launches.

Training Slide Deck

The policy presentation slides used in the August in-person UC OATS training session are available now.  

This training presentation was designed in collaboration with subject matter experts in Academic Personnel Services, Health Sciences, Conflict of Interest (COI) and Export Control.   Please contact Lynn Field-Karsh at lfield@ucsd.edu or (858) 822-4032 with questions.

UC San Diego ESR Page and UC OATS Team

Please visit our ESR UC OATS page for additional project information or contact our team with any questions.