Annual Report of Outside Activities Tutorial

Logging In / Registration

  1. Navigate to http://www.washington.edu/research/topics/outside-work/
  2. If you are not logged in with your UW Net ID, you will be required to do so.
  3. If you are not registered with the system, you will be directed to the New User
    Registration page. Otherwise, skip to the next section.
  4. Fill in all the required information.
  5. Click Register on the bottom right side of the page. You will be directed to the
    Compliance Systems home page.
  6. Proceed to the Using the System for the First Time (Reporting a New Activity).

Using the System for the First Time (Reporting a New Activity)

  1. Click Outside Activities (1461). Create a New Academic Year Report
  2. Click Begin Yearly Report.
  3. Select the appropriate academic year. Activity reporting, whether compensated or
    uncompensated, follows the university academic year (July 1 – June 30).
  4. Click Finish on the right side of the screen. This will create a new academic year,
    under which new activities can be reported.
  5. If you DO have activities to report for the selected academic year, continue to “Create a New Activity“.
  6. If you DO NOT have any activities to report for the selected academic year:
    • Click SUBMIT REPORT from the left side of the page.
    • If you wish to add another academic year, see the instructions for Creating
      a New Academic Year
      below.

Create a New Activity

  1. Click the ADD NEW ACTIVITY button on the left side of the screen.
  2. Fill in all the required information.
  3. Select Continue from the right side of the screen.
  4. Fill in all the required information.
  5. Select Finish from the right side of the screen. Note: the next step must be completed to submit the activity. If you do not complete the activity now, you can always edit and/or submit it later.
  6. You can now review a summary of your activity. If the information is correct, click COMPLETE from the left side of the screen.
  7. Repeat for each activity you wish to report in an academic year.
  8. When you are finished adding activities, you must submit your completed
    academic year report
    (see below).

Creating a New Academic Year Report

  1. Navigate to the Outside Activities page by clicking Outside Activities in the upper left side of the screen.
  2. Click Begin Yearly Report on the left side of the screen.
  3. Select the appropriate academic year. Activity reporting, whether compensated or
    uncompensated, follows the university academic year (July 1 – June 30).
  4. Click Finish on the right side of the screen. This will create a new academic year,
    under which new activities can be reported.

Creating a New Activity

  1. Either select an existing academic year report or create a new academic year report.
  2. Click the ADD NEW ACTIVITY button on the left side of the screen.
  3. Fill in all the required information.
  4. Select Continue from the right side of the screen.
  5. Fill in all the required information.
  6. Select Finish from the right side of the screen. Note: the next step must be completed to submit the activity. If you do not complete the activity now, you can always edit and/or submit it later.
  7. You can now review a summary of your activity. If the information is correct, click COMPLETE from the left side of the screen.
  8. Repeat Steps 2-7 above for each activity you wish to report in an academic year.
  9. When you are finished reporting all of your activities, you must submit your
    Completed Academic Year Report.

Reporting “No Activities”

  1. Either select an existing academic year report or create a new academic year report.
  2. Click SUBMIT REPORT from the left side of the page. This will submit a report with no activities.

Note: Once a report is submitted, it CANNOT be edited without contacting Academic Human Resources.

Copying an Activity from a previous Academic Year Report

  1. Select the Academic Year Report where you want the copied activities to appear by:
  2. Click COPY ACTIVITY from the left side of the screen.
  3. Select the activity you want to copy from the pull down menu.
  4. Click OK on the right side of the screen.
  5. The copied activity will appear in your activity list of the report. Note: the copied
    activity is not yet reported. You must complete Steps 7-8.
  6. Click the name of the copied activity from the right side of the screen. You can now review a summary of your activity.
  7. If the information is CORRECT:
    • Click COMPLETE from the left side of the screen.
    • If the information is NOT CORRECT:

    • Click EDIT THIS ACTIVITY on the left side of the screen.
    • Fill in or update the required information.
    • Select Continue from the right side of the screen.
    • Fill or update the required information.
    • Select Finish from the right side of the screen. Note: the next step must
      be completed to submit the activity. If you do not complete the activity
      now, you can always edit and/or submit it later.
    • You can now review a summary of your activity. If the information is
      correct, click COMPLETE from the left side of the screen.

Selecting an Existing Academic Year Report

  1. Navigate to the Outside Activities page by clicking Outside Activities in the upper left side of the screen.
  2. Click the appropriate academic year from the list on the right side of the screen.
  3. You can now:

Editing an Existing Activity

  1. Select an existing academic year.
  2. Click on the name of an existing activity from the list on the right side of the
    screen.
  3. Click EDIT THIS ACTIVITY on the left side of the screen.
  4. Fill in or update the required information.
  5. Select Continue from the right side of the screen.
  6. Fill or update the required information.
  7. Select Finish from the right side of the screen. Note: the next step must be
    completed to submit the activity. If you do not complete the activity now, you
    can always edit and/or submit it later.
  8. You can now review a summary of your activity. If the information is correct,
    click COMPLETE from the left side of the screen.

Submitting a Completed Activity

  1. Select an existing academic year
  2. Select an existing activity from the list on the right side of the screen.
  3. You can now review a summary of your activity. If the information is correct,
    click COMPLETE from the left side of the screen.

Submitting a Completed Academic Year Report

  1. Select an existing academic year.
  2. Click SUBMIT REPORT from the left side of the page.
  3. Note: Once a report is submitted, it CANNOT be edited without contacting Academic Human Resources.

  4. Click OK from the right side of the page.

Printing an Activity

  1. Select an existing academic year.
  2. Select an existing activity from the list on the right side of the screen.
  3. Click Click here for a Printer-Friendly view of this Activity
  4. Print the page.
  5. Click OK to return to the activity overview page.
  6. Click GO BACK from the left side of the screen to view other activities in the
    current academic year report. Repeat Steps 2-4 to print other activities in the current report.

Checking the Status of Submissions (Academic Year Reports & Activities)

  1. Navigate to the Outside Activities page by clicking Outside Activities in the upper left side of the screen.
  2. Academic Year Report Status

  3. You will see a list of academic years for which you have created reports.
    • If an academic year has been completed successfully, Completed will
      appear in the Status column.
    • If an academic year has not been submitted to Academic Human
      Resources, Ongoing Preparation will appear in the Status column. The academic year report must still be submitted.

    Activity Status

  4. Click the appropriate academic year from the list on the right side of the screen.
  5. You will see a list of activities contained within the academic year selected above.
    • If an activity has been completed successfully, Reported will appear in the
      Status column.
    • If an activity has not been reported, Preparation or Copied will appear in
      the Status column. The activity can be edited and must be submitted.