Roles Overview

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

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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
APM-025 Faculty - General Campus	Faculty who adhere to the APM-025 policy. Faculty roles are assigned via data import or by manually adding faculty to departments.	N/A
APM-671 Faculty - Health Science Plan Participant Participants	Faculty who adhere to the APM-671 policy. Faculty roles are assigned via data import or by manually adding faculty to departments.	N/A
APM-240 Deans	There are two dean roles available based on the APM policy they adhere to: APM 240-025 and APM 240-671. Faculty roles are assigned via data import or by manually adding faculty to departments.	N/A
APM-246 Faculty Administrators (100% Time)	There are two faculty administrator roles available based on the APM policy they adhere to: APM 246-025 and APM 246-671. Faculty roles are assigned via data import or by manually adding faculty to departments.	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. To learn more visit the Reviewer Role article.	N/A
Approver	The approver role is typically assigned to people that 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. To learn more visit the Approver Role article. 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 that 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. To learn more, visith the Alternate Approver Role article. 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
Stock Evaluator	Stock evaluators confirm the current market value of stock payments reported by faculty. To learn more visit the Stock Evaluator Role article.	Reviewer role
Faculty Status Change	Reviewers with the faculty status change role can manage the faculty status and fiscal status section of the faculty details page. To learn more visit the Faculty Change Status Role article.	Reviewer role
Historical Data Manager	Historical data manager are able to back enter prior approval forms on behalf of the faculty member. This is typically done when a campus is transitioning from their old conflict of commitment system into UC OATS. To learn more visit the Historical Data Manager Role article.	Reviewer role
Auditor	Auditors are granted read-only access to UC OATS. To learn more visit the Auditor Role article.	N/A
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, 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. To learn more visit the App. Admin. Workspace Overview article.	Reviewer
Analytics User	Users with the Analytics role have access to reports.	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	Reviewer/Approver
AC Not Submitted Watchlist	Users with this role will receive the “Not Submitted” AC report in UC OATS when it is scheduled.	Reviewer/Approver