Home   >   Training   >  Application Administrator >   Email Notification Templates

Email Notification Templates

This guide provides an overview of email notification types, the email notifications in UC OATS, and when they are sent.

Note: 
  • If you need to make changes to the variables in the email templates, please contact the UC OATS technical partner.
  • Each campus can customize its email templates to tailor them to their campus. 

Notification Type

The notification type determines how and when a notification is sent. Some notifications are triggered automatically when specific criteria are met, while others must be scheduled.

▶ Notification Type Details
Notification Type Description

Schedule

 Emails that must be scheduled by App Admins using the scheduling feature in UC OATS.

Manual

 Emails triggered when specific actions are taken by a user.
Immediate Emails sent immediately after a trigger condition is met.
Daily

Email sent once per day.
Weekly

Email sent once per week.
Inactive Emails that are currently disabled and not sent.

Annual Certification Emails

This section lists Annual Certification system emails and when they are sent.This is a list of Annual Certification system emails and when they are sent.

▶ Annual Certification System Emails
Name  Notification Type To Trigger/ When sent APM Policy

Annual Certification Not Submitted by Faculty

 

 Schedule

Watcher of ac not submitted

(Reviewers)

Scheduled email is sent to Reviewers with the AC Not Submitted Watch List role. This email notifies them of faculty with outstanding Annual Certifications and includes a link to the AC Not Submitted report in UC OATS. Scheduled by the App Admin.

 N/A

Annual certification reminder for 025 faculty

 Schedule Faculty

Scheduled email is sent to faculty at the end of each fiscal year. This email reminds General Campus faculty to complete their Annual Certification. 

 025

Annual certification reminder for 025 faculty (SEPARATED)

 

 Manual Faculty Sent when a faculty member is separated from the University and the Annual Certification option is selected.

025
Annual certification reminder for 671 faculty Schedule Faculty Sent to Health Sciences faculty at the end of each fiscal year, this email notifies them to complete their Annual Certification. 671
Annual certification reminder for 671 faculty (SEPARATED) Manual Faculty Sent when a Health Science faculty member is separated from the University and the Annual Certification option is selected. 671
Faculty Separated with Annual Certification Enabled Immediate Faculty Sent when the App Admin Faculty Separation Import file has a 1 in the enable_annual certification column. 025/
671
Annual Certification submitted receipt Immediate Faculty (non-optional) Sent when a faculty member submits their Annual Certification. Notifies them that it has been received and is under review. 025/
671
Annual Certification Recalled Immediate Faculty (non-optional) Sent when a faculty member has recalled their Annual Certification.  025/
671
Email sent out when an Annual Certification is returned to faculty Immediate Faculty Sent when a faculty member’s Annual Certification is returned. Notifies them of the return and includes the reason provided. 025/
671

Activity Emails

This section lists Annual Certification system emails and when they are sent.

▶ Activity Emails
Name Notification Type To Trigger/ When email is sent APM Policy

Cat 1 Forms Full Expiration Time
Notifies faculty of an upcoming expiration and prompts timely action

 Daily Faculty Sent when a Category I form is within 60 days of expiration (number of days configurable by campus) 025/
671
Cat 1 Forms Half Expiration Time Manual Faculty

Sent when a Category I form is within 30 days of expiration

(Full expiration time ÷ 2)

 025/
671
Email sent out to faculty when income of the type of Stock as Compensation, Stock Purchase Agreement or Stock Options is created     Manual Faculty Sent when a faculty member selects Stock as the payment type while reporting effort for an activity. 671
Stock Valuations Complete Immediate Faculty Sent to the faculty when their Stock Valuation has been completed. 671
Email sent when a faculty has a forms pending for more than a week Weekly Faculty Sent when a faculty member has an unsubmitted prior approval form in their workspace for more than 1 week. 025/
671
Outside Activities Reminder for Faculty Schedule Faculty Scheduled email is sent to all Health Science faculty members, reminding them of the APM policy and their reporting requirements. 671
Student Involvement Approval Notification Immediate Faculty Sent when a faculty's Student Involvement form is approved. 025/
671
When a cat1 form associated with an Activity (UNIQUE ID) is denied. Immediate Faculty Sent when a faculty's Category I form is denied. 025/
671
When an approval request has been approved (Cat 1, Exceed TH and Retain Earnings) Immediate Faculty Sent when a faculty's prior approval form has been approved.  025/
671
When an approval request has been submitted (Cat 1, Exceed TH, Student Involvement and Retain Earnings) Immediate Faculty Sent when a faculty member's prior approval form has been submitted. 025/
671
When an approval request is sent back to faculty (Cat 1, Exceed TH, Student Involvement and Retain Earnings) Immediate Faculty Sent when a faculty member's prior approval form is returned to them. 025/
671
When an exceeding of earnings threshold occurs Immediate Faculty Sent when a faculty has exceeded their earnings threshold. 671
When an exceeding of effort threshold occurs Immediate Faculty Sent when a faculty member has exceeded their time threshold 025/
671
Category I Recalled Immediate Faculty (non-optional) Sent when a faculty has recalled their Category I form 025/
671
Student Involvement Recalled Immediate Faculty (non-optional) Sent when a faculty member has recalled their Student Involvement form 025/
671
Email sent out when a faculty request an update in the Activity Type/Role of an activity. Immediate Reviewer Email sent to Reviewers within the approval workflow when a faculty member changes their activity's Activity Type/Role in UC OATS.  N/A
Email sent out with the list of all the approval forms created the last 24 hours. The final approvers also get a list of Annual Certifications with Outstanding Forms. Daily Reviewer Sent to Reviewers when forms entered their queue during the previous day. If no new forms entered their queue, they will not receive an email.  N/A
Email sent out with the list of all the approval forms that entered their queue in the last year. The final approvers also get a list of Annual Certifications with Outstanding Forms. Weekly Reviewer Sent to Reviewers when forms entered their queue during the previous week. If no new forms entered their queue, they will not receive an email.  N/A
Stock Valuation Entered Immediate Reviewer Sent when a faculty member enters a stock payment for an activity. N/A
Notification to COI email distribution list when either of the new activity types required by UC APM policy update Rev. 07/01/2024. Immediate faculty (non-optional) Sent to the designated email for each campus anytime an activity meets the criteria. Some campuses have disabled this feature. N/A
Notification when a cat1 form associated with an Activity has answered Yes to any IP question Immediate Staff Sent to the designated email address when a faculty member has answered Yes to any of the IP questions in a Category I form.  N/A
Email Template to notify the token expiration Weekly Staff Sent to campus API managers and UC OATS administrators when the token expires. N/A
Email sent out to auditors with the list of all the cat 1 forms created the last week. Inactive Staff

Sent to Auditors with a list of Category I forms created the previous week. 

Disabled (email is not currently sent)

 N/A
WS File Process Complete Immediate Staff Sent to App Admin when a file upload has been completed. N/A

 

Last Modified:2026-03-30 16:15:55.61086-07

Copyright ©