Annual Certification (AC)

This article will show you how to review Annual Certifications (AC). You will receive a daily and/or weekly email notification when there are new Annual Certification or prior approval forms in your queue to review unless you have unsubscribed to it. On your UC OATS Dashboard, there will be sections for "Annual Certification: Annual Certifications in my Queue" and "Annual Certifications with Outstanding Forms". The Annual Certifications that are available for review will be in the "Annual Certifications in my Queue" and those that have prior approval forms that are still in the review process will be in the "Annual Certifications with Outstanding Forms." This article will focus on "Annual Certifications in my Queue."

To review Annual Certification:

1. Go to the Dashboard and view the "Annual Certifications in my Queue" section for Annual Certifications (AC) that are ready for you to review. The AC's that have been in your queue the longest will be at the top.
   • Note: There is also another queue, "Annual Certifications with Outstanding Forms" that shows all AC's that cannot be reviewed until the forms listed have reached final review.
2. Click on an Annual Certification form. 
3. Review the form details and scroll to the bottom of the form for available actions.
   Actions:
   • Reviewed - Select "Reviewed" if the form is ready to be sent to the approver (Department Chair, Dean, etc.)
   • Send Back to Faculty - Select this option if further information is needed by the faculty member in order for the approver to make a decision. When this option is selected, a 'Note' field will appear. Enter a detailed reason why the form is being returned to the faculty member and what you would like that faculty member to do. Once the faculty member makes the corrections and resubmits the form, it will be processed through the approval workflow again.
   • Add Alternate Approver - If there is a conflict of interest between the faculty member and the approver (e.g. they are married, family, etc.), you may select an alternate approver. To add an alternate approver, click the 'Add Alternate Approver' button and select a person from the drop-down menu. If there is no alternate approver available in the system, contact your supervisor. Your supervisor may contact your campus OATS administrator to request the addition of an alternate approver to your department. 
4. Click the "Submit Action button". The AC will move to its next queue.