Manage Faculty Email Subscriptions

Cat 1 Form Full Expiration Time

Subject: "@ACTIVITY_NAME@" @ACTIVITY_TYPE@ will expire soon

Body: The @ACTIVITY_TYPE@ approval request for the activity "@ACTIVITY_NAME@" will expire in less than @CAT1_DAYS_TO_EXPIRATION@ days.

Reminder: Approval of Category I activities is not guaranteed, therefore, each Category I request must be submitted for consideration in advance of the commencement of the activity. Failure to include all of the required details may result in a delay of review. Final approval must be received in advance or a violation of university policy concerning Conflict of Commitment could result. Final approval must be received before continued engagement in your Category 1 activity.

Cat 1 Forms Half Expiration Time

Subject: "@ACTIVITY_NAME@" @ACTIVITY_TYPE@ will expire soon

Body: The @ACTIVITY_TYPE@ approval request for the activity "@ACTIVITY_NAME@" will expire in less than @CAT1_DAYS_TO_EXPIRATION@ days.

Reminder: Approval of Category I activities is not guaranteed, therefore, each Category I request must be submitted for consideration in advance of the commencement of the activity. Failure to include all of the required details may result in a delay of review. Final approval must be received in advance or a violation of university policy concerning Conflict of Commitment could result. Final approval must be received before continued engagement in your Category 1 activity.

Subject: Documentation required for @REMUNERATION_TYPE@

Body: Dear @FACULTY_NAME@:

Extra documentation required for @REMUNERATION TYPE@

Subject: Annual Certification was returned

Body: This is a system automated email and does not accept replies.

Dear @FACULTY_NAME@:

Your Annual Certification for fiscal year @FISCAL_YEAR_RANGE@ was returned:

@MESSAGE@

Regards,
@SEND_BACK_BY_FIRST_NAME@ @SEND_BACK_BY_LAST_NAME@
@SEND_BACK_BY_EMAIL@
@SEND_BACK_UNIT_NAME@

Subject: You have forms pending submission

Body: Dear @TO_NAME@:

The following are the approval forms that have not been submitted yet:

@APPROVAL_FORMS_SUMMARY;noquote@

Subject: Faculty Separated with Annual Certification Enabled

Body: Dear @FACULTY_NAME@:

Annual reporting of outside professional activity is required. To report your outside professional activities, please log in to UC OATS. After verifying that all activities are entered, click the Annual Certification tab to review and submit. If there are no Category I or II activities to report, faculty must still submit an annual report certifying that they did not engage in any Category I and II activities. Department Reviewers and Department Chairs and/or Deans will need to review and approve the annual reports.

Subject: Requirement to Disclose Outside Professional Activities in UC OATS

Body: 

Dear @FACULTY_FIRST_NAME@ @FACULTY_LAST_NAME@:

Purpose:

This memo serves to remind all faculty members under the Health Sciences Compensation Plan (HSCP) of their obligation to report all their outside professional activities accurately in UC OATS throughout the fiscal year starting from July 1st through June 30th of the subsequent year.

Policy Overview:

As part of our commitment to maintaining transparency and compliance with APM-671, it is crucial that all faculty members covered under HSCP keep a running total of their earnings and of time effort from all Category I and Category II activities, whether compensated or uncompensated, throughout the year. This includes earnings and time spent from all sources unrelated to the terms of employment with UCLA.

Timely planning of the transfer of responsibilities and/or funds from federal grants or other sources must also be considered when processing a Leave of Absence under APM-740 and APM-700 (e.g., sabbatical leave) . It is imperative that Category I Prior Approval Form submission, leave request, and initiation of transfer of responsibilities be done before the activity is performed. The Category I form and Leave request require submission to the Academic Affairs and Personnel Office 2 months prior to the start of the activity for review and approval. Thus, we are requesting submission of these requests to my office 3 months prior to the start of activity. Additionally, evidence of transfers must be submitted to my office.

The list of Category I and Category II activities to be reported include:

• CATEGORY I
  • Administration of a grant, Teaching or Research at an educational institution, trust, organization, government agency, foundation, or other entity outside of the University
  • Assuming an executive or managerial position outside of the University
  • Assuming a founding or co-founding role of a company
  • Current or pending acceptance of an honorary, visiting, adjunct, or other institutional appointment (either compensated or uncompensated) at an outside institution of higher education, research institute, or medical center affiliated with an outside institution of higher education, non-U.S. government, or other entity
  • Employment outside the University
• CATEGORY II
  • Additional University-compensated teaching, including teaching for UNEX courses and programs, other continuing health education programs run by the University, and self-supporting UC degree programs
  • Consulting for for-profit entities
  • Consulting for government agencies
  • Consulting for non-profit entities
  • Consulting for non-profit health or education-related organizations
  • Consulting or testifying as an expert or professional witness
  • Consulting under the auspices of the University of California
  • Providing or presenting a workshop for industry
  • Providing outside consulting or compensated professional activities performed for entities such as the Los Alamos and Lawrence Livermore National Laboratories
  • Serving on a board of directors outside the University whether compensated or uncompensated
  • Other income-generating activities specified in approved Implementing Procedures

Reporting Requirements:

1. Frequency: Earnings and effort must be reported on an ongoing basis.
2. Details to Include: The report should detail all forms of earnings, including but not limited to:
3. Salary and wages
4. Cash
5. Stocks
6. Stock Options
7. In-kind contributions (e.g., office/laboratory space, equipment supplies, or employees or students supported by an outside source)
8. Submission Process: Disclosures must be submitted through UC OATS at https://ucla.ucoats.org/.
9. Accuracy: It is necessary that the information provided is accurate and complete. Any discrepancies or omissions could lead to delays or issues with processing and compliance.
10. Consequences of Non-Compliance: Failure to report earnings as required may result in disciplinary action and a “loss of good standing.” Additionally, inaccuracies or late submissions may affect your issuance of pending payment(s).

Subject: OATS Notification - Stock Valuation Complete

Body: 

Dear @FACULTY_NAME@,

Thank you for disclosing your non-cash compensation, which has been valuated and added to your outside professional activity earnings total. Please check UC OATS for the valuation information.

Subject: @ACTIVITY_NAME@ @ACTIVITY_TYPE@ has been @DECISION_VERB@

Body: Dear @TO_NAME@:

The @ACTIVITY_TYPE@ prior approval request for the following has been @DECISION_VERB@:
Unique ID: @UNIQUE_ID@
Organization Name: @ORGANIZATION_NAME@
Activity Type(s): @ACTIVITY_TYPES_ROLES@
Fiscal Year Submitted: @FISCAL_YEAR@

Please note that you can view approval details on your faculty dashboard by logging into OATS. You are responsible for logging into OATS to view any notes related to your approved activity. If there are any substantive changes to the approved activity, it is your responsibility to seek consultation about whether or not a new request should be submitted for review and approval. If this approval is for a Category I activity, remember to report your effort (and/or earnings for health sciences).

Subject: @ACTIVITY_NAME@, @ACTIVITY_TYPE@ has been @DECISION_VERB@

Body: Dear @TO_NAME@:

The @ACTIVITY_TYPE@ prior approval request for the following has been @DECISION_VERB@:
Unique ID: @UNIQUE_ID@
Organization Name: @ORGANIZATION_NAME@
Activity Type(s): @ACTIVITY_TYPES_ROLES@
Fiscal Year Submitted: @FISCAL_YEAR@

@NOTE@

You may log in to UC OATS to view any notes related to the denial of your request. To find the notes, click on the orange note icon located to the left of the activity ID or click on the “Cat I Approval (Denied)” button located in the “Form/Queue” column and then click the “Notes” tab located in the upper left corner.

Subject: @ACTIVITY_NAME@ @ACTIVITY_TYPE@ has been @DECISION_VERB@

Body: The @ACTIVITY_TYPE@ prior approval request for the following has been @DECISION_VERB@:
Unique ID: @UNIQUE_ID@
Organization Name: @ORGANIZATION_NAME@
Activity Type(s): @ACTIVITY_TYPES_ROLES@
Fiscal Year Submitted: @FISCAL_YEAR@
Approved Through: @APPROVED_END_DATE@

Please note that you can view approval details on your faculty dashboard by logging into OATS. You are responsible for logging into OATS to view any notes related to your approved activity. If there are any substantive changes to the approved activity, it is your responsibility to seek consultation about whether or not a new request should be submitted for review and approval. If this approval is for a Category I activity, remember to report your effort (and/or earnings for health sciences).

Subject: @ACTIVITY_NAME@ @ACTIVITY_TYPE@ has been submitted

Body: Dear @TO_NAME@:

The @ACTIVITY_TYPE@ prior approval request for the following has been submitted and is now under review:
Unique ID: @UNIQUE_ID@
Organization Name: @ORGANIZATION_NAME@
Activity Type(s): @ACTIVITY_TYPES_ROLES@
Fiscal Year Submitted: @FISCAL_YEAR@

Subject: @ACTIVITY_NAME@ @ACTIVITY_TYPE@ has some feedback

Body: Dear @TO_NAME@:

The @ACTIVITY_TYPE@ prior approval request for the following has been sent back to you with some feedback:
Unique ID: @UNIQUE_ID@
Organization Name: @ORGANIZATION_NAME@
Activity Type(s): @ACTIVITY_TYPES_ROLES@
Fiscal Year Submitted: @FISCAL_YEAR@

@NOTE@

Subject: OATS Notification - Action Required

Body: Dear @FACULTY_NAME@,

This is to notify you that you have exceeded the earnings threshold by $ @EARNINGS_AMOUNT@. If you plan to participate in any additional outside professional activity in @FISCAL_YEAR@, you must obtain prior approval to engage in each activity that exceeds the earnings threshold. Please complete the Request to Exceed Threshold form in UC OATS.

Subject: OATS Notification - Action Required

Body: Dear @FACULTY_NAME@,

This is to notify you that you have exceeded the time threshold by @TIME_AMOUNT@ hours. If you plan to participate in any additional outside professional activity in @FISCAL_YEAR@, you must obtain prior approval to engage in each activity that exceeds the time threshold. Please complete the Request to Exceed Threshold form in UC OATS.