2024-25 Annual Reporting of Outside Professional Activities

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September 15, 2025

ADJUNCT FACULTY
DEANS
DEPARTMENT CHAIRS
SENATE FACULTY

Dear Colleagues,

In accordance with Conflict of Commitment and Outside Activities of Faculty Members and Designated Other Academic Appointees, I write to remind you of the policy’s annual reporting requirements and expectations.

Faculty

Faculty must certify and submit their APM 025 Annual Report of Outside Professional Activities by September 30, 2025. Annual Reports are to be submitted, reviewed, and approved online using the Outside Professional Activities Tracking System (OATS). 

• Access OATS at https://ucsc.ucoats.org. 
• Information and instructions for completing the Annual Report are available at APO’s OATS Resources webpage. 
• UC OATS training articles are posted on the UC OATS General Campus Faculty Training webpage.
• Due to updates to APM 025 effective July 1, 2024, also consider the following recent guidance: Summer 2024 Policy Reminders and APM 025 – Guidance and Key Policy Changes (Spring 2024).

The 2024-25 reporting period is July 1, 2024 through June 30, 2025. Every faculty member covered by the annual reporting requirement must submit an APM 025 Annual Report, even if no outside professional or teaching activities were engaged in during the reporting period. Faculty who are currently on an approved medical leave are not subject to the September 30 deadline; they will be required to certify and submit their report upon returning from medical leave. 

Faculty members who have already certified their 2024-25 activities in OATS have fulfilled their annual reporting obligation. If any corrections are needed, a faculty member may recall their report to correct and resubmit. 

Deans and Full-time Faculty Administrators

All deans and full-time faculty administrators are subject to APM 025 and the additional restrictions and reporting requirements under APM 240 Deans and APM 246 Faculty Administrators (100% Time). These appointees will be contacted directly by the Academic Personnel Office with instructions. Annual Reports from full-time administrators will route to the Vice Provost for Academic Affairs for review and sign-off. Deans and Full-time Faculty Administrators must certify and submit their annual report by September 23, 2025.

Department and Program Chair Responsibilities

Chairs are responsible for reviewing the Annual Reports of faculty members in their unit. The chair’s review must be completed by October 31, 2025. 

Dean Responsibilities

Academic deans are responsible for reviewing the Annual Reports of department chairs and divisional appointees. The dean’s review must be completed by October 31, 2025. 

VPAA Responsibilities

The Vice Provost for Academic Affairs is responsible for reviewing the Annual Reports from deans and full-time faculty administrators. Additionally, the VPAA will contact faculty whose Annual Report has not been submitted, informing them that they are out of compliance and therefore considered not to be in good standing. Consequences of this standing may include denial of leaves and other privileges, or other consequences, including the potential for disciplinary action for violation of the Faculty Code of Conduct.

More information and resources related to the University’s Conflict of Commitment policy and OATS is available on the Academic Personnel Office’s Outside Activities Tracking System (OATS) webpage. Policy questions may be directed to your divisional academic personnel coordinator.

Attachment: APM 025 General Principles and Key Points

Sincerely,

Grace McClintock, Assistant Vice Provost for Academic Personnel

CC:
Vice Provost Ravelo, Academic Affairs
Department and Program Managers
Divisional Academic Personnel Coordinators