Workspace Overview

The Dashboard has five sections:

• Forms in My Queue: All prior approval forms requiring review, sorted by age in queue.
• Annual Certifications in My Queue: Annual Certifications are awaiting review.
• Annual Certifications with Outstanding Forms: Before you can approve or acknowledge an Annual Certification, all forms for the corresponding fiscal year must be approved or denied. Any Annual Certifications with outstanding prior approval forms will be placed in the "Annual Certifications with Outstanding Forms" section. This section lists the faculty member's name, fiscal year, unprocessed forms, and the name of the individual currently holding the forms in their queue, providing transparency and helping to identify and address bottlenecks in the approval process.
• Summary: The Summary section displays the number of forms and annual certification reports awaiting your review for each fiscal year. To navigate to a specific fiscal year's queue, simply select the form number. Additionally, you can use the filter to view a summary for specific departments, allowing you to focus on areas relevant to your role.
• Annual Certification Summary: The Annual Certification Report provides an overview of the status of annual certification reports, indicating how many are not submitted, in process, or accepted. In the bottom-right corner, you can see the total number of faculty in the departments you have access to. To refine the data, use the filter to view the pie chart report for faculty within specific departments. Hover over the bars to view exact numbers and click on the chart to go to the corresponding report. 

Forms Approval Pending

This section displays prior approval forms requiring your review, organized by fiscal year. Use the fiscal year toggle to view forms pending review in each year. To see a consolidated view of prior approval forms across multiple fiscal years, use the Dashboard.

1. Fiscal Year - The forms are listed by fiscal year. You can toggle between fiscal years to view all forms that need to be reviewed.
2. Activity List - List of activities waiting for your review.
3. Activity Notes - You can view and add activity notes by selecting the notes icon. The notes field is a way for faculty, reviewers, and approvers to communicate about an activity. Notes are not private and may be read by faculty, reviewers, approvers, and auditors with access to the activity. When adding a note, you can choose to email the faculty a notification.
4. Form/Queue - These are the forms awaiting your review. The current status of the prior approval form is listed on top of the form. Click on the form to review it.
5. Export Current Data - Click this button to download the data into a spreadsheet.

Forms Approved & Acknowledged

This section shows all prior approval forms within your department/unit that have received final approval/acknowledgment.

All Activities 

This section shows all activities within the selected unit regardless of the status.

The Faculty Details page gives approvers read-only access to the faculty's workspace. On the Faculty Details page, approvers can see the faculty:

• Time/ Earnings Threshold
• Reported outside activities
• Reported earnings/effort
• System emails
• System messages
• PDF of the approved annual certification report
• Faculty member's email preferences

To view the Faculty Details page:

1. Locate the faculty member.
2. Click on the faculty's name.UC OATS Faculty Details page.
3. You are on the Faculty Details page.
   

The following is a brief overview of the Faculty Details page:

• a) Time Threshold: The time threshold bar displays the number of hours the faculty has reported engaging in outside activities and their time threshold
      Earnings Threshold: The earnings threshold bar shows your reported effort.
• b) Activity List: The activity list shows all reported activities, reported effort, and prior approval forms.
• c) Manage Notification: This option gives you the ability to manage the faculty member's email notifications on their behalf. Faculty do not have an option to manage their own email notifications.
• d) Annual Certification Details: Click the Annual Certification button to view the annual certification details and a PDF of the accepted Annual Certification.
• e) Emails / System Messages
  • Emails: This section provides a record of all system-generated emails that have been sent to the faculty member, allowing you to review communication history as needed.
  • System Messages: This section displays system-generated alerts, providing insight into any notifications or warnings related to the faculty member's account. 
  • Deleted Activities: This section displays activities that have been removed from the faculty member’s workspace. If needed, you can restore a deleted activity by selecting the Undelete option. This will reinstate the activity and return any associated forms to their previous queue. Please note: reported effort will not be restored.
• f) Faculty Status / Fiscal Status - Only reviewers with the "Faculty Status Change" role may make changes in this area. Each of these options must be manually selected.
  • Not in good standing: This indicator may be used when the faculty is not in good standing. This will add an icon to the faculty's name in the reviewer, and approver workspace.
  • Leave to engage in outside activity: This indicator may be selected when a faculty member is on leave to engage in an outside activity. Selecting this indicator does not change system functionality. It is simply an FYI for reviewers.
  • Override time threshold: This option will override the faculty's current time threshold.
  • Override earnings threshold: This option overrides the faculty's current earnings threshold.
  • Include in 240-246 report: This option will include the faculty member in the annual 240-246 report sent to UCOP. 
  • Separated: This option will show if a faculty member has been separated from the university.

This section shows you Annual Certifications by fiscal year. Use the fiscal year indicator to view reports in each fiscal year.

• AC In My Queue: The AC In My Queue tab allows you to review and approve annual certification reports assigned to you. Use the Fiscal Year indicator to locate specific reports. To access reports from a previous fiscal year, select the Back button. For a comprehensive view of reports across all fiscal years, refer to the Dashboard.
• AC Not Submitted: This report lists faculty members who have not submitted their annual certification reports, as well as reports that have been returned for revisions.
• AC in Process: This section displays annual certification reports that have been submitted and are currently progressing through the approval workflow.
• AC Accepted: This section displays annual certification reports that have been fully approved and received final acceptance. A signed PDF version of each report is available for download.
• AC All: The AC All tab provides a complete list of all annual certification reports.