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Separating Faculty in UC OATS

This article shows you how to process a faculty member's separation in UC OATS. Before a faculty member separates from the university, it is important that they first complete annual certification for the current fiscal year, when possible. You can process faculty separation as long as there are no activities or submitted Annual Certification in future fiscal years.

  • Only reviewers with the 'Faculty Status Change' role can mark a faculty as separated
  • Faculty will have access to UC OATS until the university removes their UC logon rights
  • If Annual Certification is enabled the faculty member will receive an Annual Certification email reminder

To separate an employee in UC OATS:

  1. Select the correct fiscal year for the separation. 
    UC OATS All Faculty Page. Shows list of faculty members
  2. Click on the Faculty button.
  3. Click on the All Faculty Tab and deselect the Faculty with Outside Activities filter option to view all faculty.
  4. Locate the faculty who is separating from the university and click on their name.
  5. In the Fiscal Status section, do the following,UC OATS Faculty status page for an APM025 faculty member. Shows the Fiscal Status options
    • 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.
      UC OATS All Faculty Page. Shows list of faculty members
    • 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. 

Last Modified: 2024-05-07 09:55:29.513329-07