Separating Faculty in UC OATS

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This article explains how to process a faculty member's separation in UC OATS. Before a faculty member separates from the university, they should complete their annual certification for the current fiscal year, if possible. 

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The following will provide information on what happens to the faculty's account when you process a separation: 

Scenario	UC OATS System Actions	Comments
All future activities	UC OATS will delete future activities, prior approval forms, and effort/earnings.	N/A
Faculty with Category I forms in process or approved for future fiscal year(s)​: The faculty anticipates the need for a Category I form in the upcoming fiscal year. They proceed to submit the Category I form but later decide to leave campus during the current fiscal period.	UC OATS will delete all future Category I forms (not submitted, in review, approved).	UC OATS will document the deletion of the Category I forms in the system messages.
Faculty with Annual Certification in process or approved for future fiscal year(s)	UC OATS will delete all future Annual Certifications (not submitted, in review, approved).	UC OATS will document the deletion of Annual Certification in the system messages.
Retrospective separation: Separation is not reflected in UC OATS for multiple fiscal years. The faculty returned to the university and now has outstanding Annual Certifications.​ Faculty leaves the campus, but the appointment records are not updated so the system believes the faculty is delinquent with Annual Certifications. 3 years pass and the faculty returns to UC employment.​	Reviewers will need to retrospectively process the faculty's separation and then update current employment appointment records.	A banner will appear documenting that the faculty does not have an appointment in the applicable fiscal years.

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To separate an employee in UC OATS:

1. Select the Faculty tab.
2. Confirm you are in the correct fiscal year.
3. Select the All Faculty button. Use the filters to search for the faculty member.
4. Locate and click on the faculty member's name to view the Faculty Details page.
5. In the Fiscal Status section, do the following:
   • Select the Separated button
   • Enter the Separation Date. Note: If the faculty has activities in future fiscal years or a submitted Annual Certification, an error message will appear.
     
   • Select the Reason for separation (Separated, Deceased, Retired, Other)
   • Click the Enable Annual Certification check box to enable the annual certification button for the selected year. Doing so will make the annual certification button available on the faculty member's workspace. If you would like to enable annual certification for multiple years, you will need to change the fiscal year and follow this process again.
     • ***When you enable annual certification the faculty will receive an annual certification email reminder.
6. Click Update to finalize the changes.