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Enter a New Activity

If you are planning to engage in an outside professional activity, it's essential to add the activity to UC OATS (Outside Activity Tracking System). UC OATS will efficiently determine the category type and any prior approval requirements for your activity. If prior approval is necessary, the system will automatically generate the required form(s). The following is a step-by-step guide on how to enter a new activity into UC OATS.

To add an activity to your workspace:

  1. Select the fiscal year in which the activity will occur. Use the fiscal year indicator to navigate through fiscal years. 
  2. Select the 'Enter an Activity' button.
    Note: If you have not yet submitted your Annual Certification for the previous fiscal year, a pop-up will appear and confirm which fiscal year you are entering the activity.
  3. Complete the activity form.

    1. Fiscal Year - you can add the activity into a different fiscal year by clicking the arrow(s) to toggle between fiscal years.
    2. Organization Name - Enter the full name of the organization you will be working with.
    3. Name this Activity - Provide the activity a name that will help differentiate it from other activities in your workspace.
    4. Description - Enter a description of the activity and your participation in the activity.
    5. Type - Indicate if the organization is for-profit or non-profit. If you are unsure, please select "unknown".
    6. Activity Type / Role - Select all activity types that apply to your outside professional activity. UC OATS will use your selection to determine the prior approval requirements of the activity.
    7. Student Involvement - Indicate if you plan on involving a student in the outside professional activity in any substantive way. 
    8. Help Text - Turn on the tutorial text and hover over the activity fields for a definition of each activity type.
  4. Click 'Enter' to submit the form. UC OATS will automatically determine the category type and prior approval requirements of the activity. If prior approval is required, UC OATS will automatically generate the forms for you to complete. The activity will be added to your UC OATS workspace.

Activity Types & Help Text

Please review the table below to learn more about the activity types and applicable help text.

Activity Type Help Text Category

Administration of a grant outside the University

Refers to administration of a grant through an institution other than UC. Managing a grant under the auspices of a non-UC institution where that institution may have claims to the resulting intellectual property or attribution. For example, grants submitted on behalf of a professional society are exempt from this restriction; they are not considered a Category I activity. A faculty member who has a grant that was applied for at UCLA, but conducting library research (for the project the grant is funding) at Yale is also exempt.

 1

Assuming an executive or managerial position outside of the University

 Examples: CFO, CAO, COO, President, a leadership role. Not board membership or an advising role. Must be reported whether compensated or not compensated. 1

Assuming founding or co-founding role of a company

 Refers to your activity as a founder or co-founder that requires significant professional commitment during the current reporting period. Not necessarily the quantity of involvement, but the quality of involvement. For example, a faculty member may be involved in a two-hour meeting where critical issues are discussed and decisions are made. 1

Employment outside the University

 Refers to establishing a relationship as a salaried employee outside of UC, i.e., individual receives an IRS W2 form for the purpose of tax reporting. 1

Research outside the University

 Refers to participation in research under the auspices (i.e. control/management/direction) of another institution as judged by such considerations as to whether the research occurs while in-residence at the other institution and the non-UC institution has claims on the resulting intellectual property or attribution. 1

Teaching outside the University

 Teaching at an educational institution, trust, organization, government agency, foundation, or other entity outside of the University 1

Consulting or testifying as an expert or professional witness

 Consulting or testifying as an expert or professional witness. Outside consulting is one type of outside professional activity. It is defined as professional advice or services related to the faculty member's field or discipline, whether compensated or uncompensated, that furthers the interests of an entity outside of the University of California. See APM-671-4-d or APM-025-4-d. 2

Consulting for a domestic or foreign government agency

 Outside consulting is defined as professional advice or services related to the faculty member's field or discipline, whether compensated or uncompensated, that furthers the interests of an entity outside of the University of California. See APM-025-4-d. 2

Providing outside consulting or compensated professional activities performed for Los Alamos National Security and Lawrence Livermore National Laboratories

 Because of the nature of their relationship to the University, consulting specifically for the Board of Governors Science and Technology Committee of Los Alamos National Security, LLC and Lawrence Livermore National Security, LLC does not require disclosure in annual reporting or prior approval and does not count toward the faculty member's maximum 39/48 days of outside professional activities. 2

Providing outside consulting services or referrals or engaging in professional practice as an individual or through a single-member professional corporation or sole proprietorship

 Outside consulting is defined as professional advice or services related to the faculty member's field or discipline, whether compensated or uncompensated, that furthers the interests of an entity outside of the University of California. See APM -025-4-d 2

Additional University - compensated teaching (CME & UNEX) or self-supporting UC degree programs. (For purposes of this section, Summer Session teaching is excluded; see APM 661, Additional Compensation: Summer Session Teaching.)

 Refers to additional University-compensated teaching, including teaching for UNEX (University Extension) courses and programs (see APM-662, Additional Compensation: Additional Teaching), Executive Education programs, other continuing education programs run by the University, and self-supporting UC degree programs. These are teaching activities outside of the assigned teaching load. If the department assigns the teaching activity, it is not considered an outside activity. For example, campus sponsored executive education.  2

Providing or presenting a workshop for industry

   2

Serving on board of directors outside the University

   2

Accepting honoraria for scholarly, intellectual, educational, outreach work within the course and scope of employment.

 Honoraria are defined as payments by agencies outside the University for occasional lectures, and similar public appearances and which are not in return for other services, whether give directly or indirectly. If you are unsure, please contact appropriate office on your campus for consultation. 3

Attending and presenting talks at university/academic colloquia and conferences

   3

Developing scholarly or creative works

   3

Receiving prizes, defined as gifts in recognition of personal achievements and not for services rendered

   3

Reviewing manuscripts, acting in an editorial capacity

   3

Serving on government or professional panels or committees or as an officer or board member of a professional or scholarly society

   3

 

 

 

Last Modified: 2023-08-17 16:11:53.164425-07

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