Roles Overview

---

This article will provide an overview of all UC OATS roles, role prerequisites, workflows, and labels. 

---

Multiple UC OATS Roles

UC OATS is a role-based system. Users can be assigned more than one role in UC OATS based on their position on campus. For example, a dean who teaches university courses would be assigned both an approver and faculty role in UC OATS. When the dean logs into UC OATS there will be a button that toggles between the approver and faculty workspaces. 

e.g. Dean workspace toggle

The process of assigning a faculty role and a staff role is different. To learn more visit Adding New Faculty and Adding New Staff.

Workflow and Labels

The prior approval workflow and role labels are customized to individual campuses. For example, a first-level reviewer may be called a "Division Reviewer" on one campus and a "Department Reviewer" on another campus. The workflows may also differ. As shown below, the workflow for category one forms for campus A begins at the division level and is processed through four levels of approval. In contrast, campus B begins review at the department level and processes through three levels.

e.g. Campus (A) workflow

e.g. Campus (B) workflow

 

Role Prerequisites

As shown in the table below, many roles require users to also be assigned the reviewer role. For example, a staff member who processes stock payments would need to be assigned both the reviewer role and the stock evaluator role. The stock evaluator role and many of the roles below are functions of the reviewer interface.

Role Descriptions

The following is an overview of the roles in UC OATS.

UC OATS Role Name	Description	Prerequisite
General Campus Faculty (APM- 025)	Faculty who adhere to the APM-025 policy.	N/A
Health Sciences Compensation Plan Faculty (APM-671)	Faculty who adhere to the APM-671 policy.	N/A
Deans (APM-240)	There are two dean roles available based on the APM policy they adhere to: APM 240-025 and APM 240-671.	N/A
Faculty Administrators 100% Time (APM-246)	There are two faculty administrator roles available based on the APM policy they adhere to: APM 246-025 and APM 246-671.	N/A
Reviewer	Reviewers look over prior approval forms to confirm they are accurate and contain enough details for the approver of the unit to make a decision. Learn more	N/A
Approver	The approver role is typically assigned to people who have the authority to review an activity and recommend approval (Division Chair, Department Chair, Dean, Vice Provost, Vice Chancellor, etc). The terminal approver (Provost, Vice Provost, Chancellor, etc.) is the one who decides if a prior approval form is approved and for how long. Learn more Approvers can also be assigned a faculty role, which is managed separately from their approver role.	N/A
Alternate Approver	The alternate approver role is typically assigned to people who have the authority to review an activity and recommend approval. While reviewing a prior approval form or annual certification report the reviewer may select an alternate approver on the form, when necessary (approver on vacation, out of office, etc.). When an alternate approver is selected the form will route to the alternate approver's queue rather than the department/unit approver queue. Learn more The terminal approver (Provost, Vice Provost, Chancellor, etc.) is the one who decides if a prior approval form is approved and for how long. To learn more, visit the Alternate Approver Role article.	N/A
Auditor	Auditors are granted read-only access to UC OATS. Learn more	N/A
Stock Evaluator	Stock evaluators confirm the current market value of stock payments reported by faculty. Learn more	Reviewer role
Analytics User	Users with the Analytics role have access to the Unit Processing Time, Acknowledged/Approved Report, Cat I Prior Approval Non-Compliance reports. Learn more	Reviewer
AC Not Submitted Watchlist	Users with this role will receive the "Annual Certification Not Submitted by Faculty" email when it is sent. This email includes a link to the “Not Submitted” AC report in UC OATS. Learn more	Reviewer/Approver
Faculty Status Change	Reviewers with the faculty status change role can manage the faculty status and fiscal status section of the faculty details page. Learn more	Reviewer role
Historical Data Manager	The Historical data manager can back-enter prior approval forms on behalf of the faculty member. This is typically done when a campus is transitioning from its old conflict of commitment system into UC OATS. Learn more	Reviewer role
Application Administrator	The Application Administrator manages the UC OATS application for your campus. This includes but is not limited to, managing faculty data, managing staff data, and managing email notifications, and reports. Please note, App. Admins. cannot assign new App. Admins. To assign a new App. Admin., the campus must contact the technical partner. Learn more	Reviewer