Forms Online Frequently Asked Questions

Can approved documents be cancelled?

Can I change an Outside Annual Activity Report that has been accepted?

Can I see what my faculty sees?

Can Sabbatical reports be submitted on-line?

How is it determined which departments a faculty person's request is routed through?

What can the department staff roles do?

Who receives the email that a document has been approved?

Who can currently review a document?

Why can't I find a new academic?

Why can't staff submit a Sabbatical?

 
 

Can approved documents be cancelled?

Approved Leave/Sabbatical requests can be cancelled by department staff.  Conversely an approved document that has been cancelled can be set back to approved (uncancelled).  The steps:

  • Open the document to be cancelled
  • Scroll to the bottom of the document, click on the [+/-] symbol next to 'Add a comment/Change status of an approved document'
  • After entering a comment click on the link 'Cancel/uncancel approved document'

 

Can I change an Outside Annual Activity Report that has been accepted?

An outside annaul activity report can be repoened and returned to the submitter by Dean's Office staff through the end of November. Staff should look for the below option on the report:
 
     [+/-] The annual report may be returned to the faculty person for editing through November.

 

Can I see what my faculty sees?

Dean's office staff can view what department academics and staff see. See http://academicaffairs.ucdavis.edu/Applications/FOL/UserEmulationByDeansStaff.pdf for details.

 

Can Sabbatical reports be submitted on-line?

Sabbatical reports can be submitted by faculty on-line. See http://academicaffairs.ucdavis.edu/Applications/FOL/OverviewSabbaticalReport.pdf for instructions.

 

How is it determined which departments a faculty person's request is routed through?

The departments a Leave/Sabbatical, Teaching Release, or Recall are routed through is based on Appointment Home Department Numbers in PPS. If an erroneous Home Department Number is listed on an Appointment line in PPS it can be removed for purposes of routing in Forms Online by administration via the Appointment tab in Forms Online. See page 2 of the pdf at http://academicaffairs.ucdavis.edu/Applications/FOL/AdministrationTabInstructions.pdf for more information.

Note for Recalls the recalling department is also included in the routing.

 

What can the department staff roles do?

The below grid outlines what the various staff roles can do. Personnel can have more than one role. Any staff person can hold any of these roles, the roles do not designate the holder of a position but instead the permisisons a person has. Please note that any changes to roles will update access to on-line forms documents within seconds. This means it's not required to have a back-up in place as one can be readily added. Any updates to roles can be performed by your Dean's office, with Aacdemic Affairs avialable as a back-up.

      Create Review Diversity
    Role  Docs   Docs  Data - Acad
    DeptMSO X   X
    DeptStaff X    
    DeptAdmin X X  
    DeptAdminDiversity     X

 

Who receives the email that a document has been approved?

The approval (or acceptance) email goes to:

  • The document approver
  • All staff with a review role in the department(s) and unit(s) that reviewed the document
  • To the faculty person if an APM 025 document, leave/sabbatical, or teaching release

 

Who can currently review a document?

Those who can review a document en route at it's currnet position can be found in the 'Routing History' section at the bottom of the request. Place the mouse cursor over the blue text (current routing position) to see the names of the people holding the role.

 

Why can't I find a new faculty person?

Usually this is due to the academic not yet having a CampusID (Kerberos) computing account set up. Academics can set up their account at https://computingaccounts.ucdavis.edu/cgi-bin/services/index.cgi. Please note it usually takes two business days from when the account is created before the person will appear in Forms Online.

 

Why can't staff submit a Sabbatical?

The system must have confirmation that the faculty person is aware of Regent's Standing Order 103 which in part requires the faculty person, following the leave of absence, to continue service at the University for a period at least equal to the period of the leave. For this reason staff can only draft a Sabbatical. The faculty person must confirm that they're aware of Standing Order 103 on submission of the Sabbatical request.