Annual Certification - Action Required

This article provides guidance on what to do when your annual certification requires further action. You will receive an error message when submitting your annual certification report if:

• You have unsubmitted prior approval forms (Category I, Student Involvement, etc.)
• No effort has been reported on an activity
• Academic Year Faculty: Did not complete the Summer Hours Info section in UC OATS

Unsubmitted Prior Approval Forms

You will receive an error message if there are prior approval forms that have not been submitted for the year you are certifying. All prior approval forms must be submitted before you can complete your annual certification. 

To resolve this error:

1. Review the error message and click the 'OK' button.
2. View the error message(s). Select the 'Show only activities preventing certification' to view activities that need attention.
3. Click the 'Back to your summary page' button to return to your workspace.
4. Confirm you are in the fiscal year you are certifying.

   

5. Locate the activity with the form(s) that have the "Not Submitted" status. Click on the form to open it.
6. Complete the form and then click the "Request Approval" button to send it through the approval workflow. Repeat this process for all forms with the "Not Submitted" status.
7. Once this is complete, the system will allow you to submit your annual certification. 

No Effort Reported

Activities with no reported effort will be flagged with a message asking you to return to your workspace and report effort. If you have no effort to report, you can disregard this message. The system will not prevent you from submitting your annual certification due to no reported effort. 

To report effort:

1. Click the "Back to your summary page" button to return to your workspace.

   

2. Confirm you are in the fiscal year you are certifying.

   

3. Locate the activity that has no reported effort. If you engaged in the activity during the selected fiscal year, report your effort. If you did not engage in the activity, you may delete the activity from your workspace.
4. Once this is complete, you may complete the annual certification process.

Academic Year Faculty: Summer Info

Academic Year Faculty: Academic year faculty must fill out Summer Info for the fiscal year they are certifying before completing annual certification. Once the Summer Info is complete, the 'Not Submitted' button will become available.