The Temporary Academic Employment (TAE) module has certain functionality that requires users to process appointments in a specific way. It also has processing recommendation that come from the TAE Leads Workgroup and are approved by System Wide Human Resources (SWHR). It is important that campuses familiarize themselves with these best practices.

Appointment Numbers

An appointment number will generate each time a transaction goes from the CSU TAE Appointment Data Entry page to the My Approval page. Each appointment number is unique to the transaction submitted and will never occur again. An employee will never have the same appointment number unless the transaction has been through a Mid-Process Revision or Mid-Process Cancel. A transaction that goes through a Revision After Loaded to Job or a Cancel After Loaded to Job will receive a different appointment number than they had when the transaction was originally submitted. The appointment number is generated by the system, cannot be controlled by the campuses, and does not get loaded into Job Data. Some campuses prefer to process appointments individually whereas others like the ability to process multiple at a time for a single employee (example: Fall and Spring). On the CSU TAE Appointment Data Entry page, the TAE Module gives campuses the ability to determine if the appointments they are submitting should be processed under the same or different appointment number.

Campus Considerations

The decision on whether the appointment you are submitting will be the same or different, must be made prior to the appointment being submitted.
Once a transaction is submitted for an employee with multiple appointments under the same appointment number the transaction must be fully submitted and cannot be split into different appointments.
Once a transaction is submitted for an employee with multiple appointments under the same appointment number the transaction cannot be approved, pushed back, or deleted individually, it must be approved, pushed back, or deleted together on the My Approval page.
Only a certain number of appointments can be processed together. The chart below provides the number of appointments that can have the same appointment number and appear on the same Appointment Notification by EE Group.

EE Group	Number of Appointments that can have the SAME Appointment Number and appear on the SAME Appointment Notificaiton
01-Lectures	3
02-Counselors	3
03-Librarians	3
04-Coaches	3
05-Summer	3
06-Subsitutes	2
07-Extensions	3
08-Additional Employment	3
09-TA	3
10-GA	3
11-ISA	3

Same Appointment Numbers on Same Empl Record

Multiple appointments being submitted at the same time, should be put under the same appointment number if:

The appointments you are submitting are for EE Group 06- Substitutes. It is HIGHLY recommended that Lab and Lecture appointments be submitted together.
The appointments you are submitting have the SAME Effective Dates and do not overlap.
The appointments you are submitting have the SAME Term and Session Code.
The appointments you are submitting have the SAME Term and Session Code but a DIFFERENT Course Name.
The appointments you are submitting have the Different Term and/or Session Code, but the Appointment Type is the same and it is okay to process them at the same time (i.e. 014-Fall, 014-Spring as a No Change)

Different Appointment Numbers on Same Empl Record

Multiple appointments being submitted at the same time, should have the Diff Appt checkbox checked if:

The appointments you are submitting have DIFFERENT Effective Dates and do not overlap and need to be processed at different times.
The appointments you are submitting have DIFFERENT Session Codes with DIFFERENT Effective Dates, do not overlap and need to be processed at different times.
The appointments you are submitting have the DIFFERENT Term and/or Session Code, but the Appointment Type is the same and it is NOT okay to process them at the same time (i.e. 014-Fall, 014-Spring as a No Change)

New Empl Record

When multiple appointments are being submitted at the same time and cannot have the Diff Appt checkbox checked a NEW Empl Record is required if:

The appointments you are submitting have Effective Dates that overlap and are not the same.
The appointments you are submitting have a DIFFERENT Term and/or Session Code, that cause the Effective Dates to overlap because they are not the same.

Multi Year Appointments

The TAE module has the capacity to process multi year appointments. However, there is not one appointment type that works for both 12 month Multi Year Appts and Academic Year Multi Year Appts (non-entitled/entitled). Therefor when processing a multi year appointment, it is encouraged for campuses to follow the process provided in the chart below.

Multi Year Type	Appointment Type	Process:
12 Month Multi Year (non-entitled)	002 (12 Month)	On the Appt Data Entry page, use the specified Appt Type, then manually enter the dates (Eff Dt, End Dt). Once fully processed go to the job data page and update the duration.
12 Month Multi Year (entitled)	002 (12 Month)	On the Appt Data Entry page, use the specified Appt Type, then manually enter the dates (Eff Dt, End Dt). Once fully processed go to the job data page and update the duration.
Academic Year Multi Year (non-entitled)	017 (Multi Year AY)	On the Appt Data Entry page, use the specified Appt Type, review the dates that auto populate, to update the Multi Term Dt field select “other” in the Adjust field. Once fully processed go to the job data page and update the duration.
Academic Year Multi Year (entitled)	003 (12.3 Entitlement) 014 (12.12 Entitlement - Yr. 1 of 3) 015 (12.12 Entitlement - Yr. 2 of 3) 016 (12.12 Entitlement - Yr. 3 of 3)	On the Appt Data Entry page use one of the specified Appt Types, review the dates that auto populate. Once fully processed go to the job data page and review the duration.

Cancel an Appointment

The TAE module has a certain way that appointments can be canceled. An appointment can be canceled in the middle of the approval process or after the appointment has been loaded to Job. Depending on when the appointment needs to be canceled the process varies. The steps to canceled an appointment is explained through the Cancel an Appointment Job Aid located in the CHRS Library under Training.

When canceling an appointment, the Appointment Type is ALWAYS required to be entered. When an appointment is canceled an appointment notification will generate blanking out certain details (i.e. Monthly Rate, WTU, etc). Generally, an appointment would be canceled if the course was canceled, or the employee declined the work.

Please note that for EE Group 06-Subsitutes, if the appointment was originally submitted for both a Lab and Lecture, you must cancel for both a Lab and Lecture.

Revisions

An appointment can be revised in the middle of the approval process or after the appointment has been loaded to Job. Depending on whether it is a Mid-Process or After Loaded to Job Revision the process varies. The revision process for TAE is explained through the Revise an Appointment Job Aid located in the CHRS Library under Training.

Mid-Process Revision

A Mid-Process Revision is when an appointment is revised in the middle of the approval process. It is up to the campus on how far back they push the appointment. Once the “Send Appt Notification” step has passed, any changes made to the appointment on the My Approvals page, will not appear on the employee’s appointment notificaiton, unless it has been pushed back to a step prior to the notification sending.
It is up to the campuses to determine when they push an appointment back prior to the appointment notification sending. However, it is recommended to meet the CBA that if one or more of the fields listed below need to be revised, the appointment is pushed back to a step prior to the notification sending.
1. Eff Date
2. End Date
3. Multi Term Date
4. FTE
5. WTU
6. Hours
7. Appointment Type
8. Compensation

After Loaded to Job Revision

An After Loaded to Job Revision is when an appointment is revised after the transaction has been loaded to Job. At this point the employee has already received an appointment notification and depending on the type of change another appointment notificaiton may or may not be required. Some changes can be made directly to Job Data and do not require another appointment notification to be generated, while other changes do require a revised appointment notificaiton. It is up to the campuses on when they use the module to revise the appointment notificaiton. However, the following is recommended to meet the CBA:
1. Update Job Directly:
  - Position Number Change
  - Action/Reason Change
2. Use the Module:
  - Eff Date
  - End Date
  - Multi Term Date
  - FTE
  - Hours
  - Compensation

Delete an Appointment

A delete is used to fully remove the appointment and approval data from the TAE Module. There are two ways that a delete can occur.

Delete- My Approval

A delete from the My Approval page occurs prior to when the Appointment Notification has been sent. Any Approver can complete the action if the Appointment Notification has not been sent on the My Approval page. When an appointment is being deleted from the My Approval page it is very important that the Approver provides a semi-detailed note in the comments section for tracking purposes. Those comments and the details of the appointment will be stored on the Approval History page.
In general, the delete from My Approval page should only occur if:
1. The appointment was submitted in error.
2. The appointment was submitted with two appointments attached to one appointment number.
3. The appointment was submitted with three appointments attached to one appointment number.
4. The employee declined the work prior to the appointment notification being sent.
5. The appointment was submitted under an incorrect Empl Record.
6. The appointment was submitted with an incorrect department.
7. The appointment number was not generated for the appointment on the My Approval page.
8. The appointment should not be processed for reasons determined by the campus.

Delete- CSU TAE Appt Delete

A delete that occurs through the CSU TAE Appt Delete is only done in certain circumstances and CANNOT be undone. Once the delete occurs, the only location that will retain the deleted information is the CSU TAE Appt Delete Log. The CSU TAE Appt Delete Log captures details of what was deleted and the person that orchestrated the delete.
1. A specific security role is required to access and use the page functionality. The role should only be given to those that understand the purpose and ramifications of the delete process. It is recommended that access be given to no more than two people on each campus. It is not recommended that a large group of users have access to this functionality. The role required to delete an appointment and review the log is CHR_TF_Appt_Delete.
In general, this type of delete would only occur if:
1. Too many appointments were submitted under one appointment number and the appointment notification appears blank or wonky for the employee.
2. The appointment had tried to be revised, canceled, or deleted and now the appointment notification appears blank or wonky for the employee.
3. The appointment notification appears blank or wonky for the employee.
4. There is no other option.

Unlocking Empl Record Number

The TAE Module has unlocking capabilities on the My Approval page for the Empl Record Number field. The functionality can be used at any time during the approval process regardless of the Appointment Notification being sent. It is up to the campus to determine whether they want the updated Empl Record Number to appear on the Appointment Notification.

For a campus user to have the ability to unlock an Empl Record Number on the My Approval page they must have the Security Role CHR_TF_Approver_Unlock. The role to unlock the Empl Record Number should only be given to those that understand the Job Stacking rules and have approval access. It is recommended that access be given to the Final Approver, however it is at the campus’s discretion regarding access.

An Empl Record Number should only be changed if the following criteria is met:

A new empl record number was created instead of using an existing empl record in Job Data that had the same Department and Job Code.
An existing empl record was used but a new one is required because the Department is the same, but the Job Code is different.

Scenarios:

Remy has 2 total empl records in Job Data. Empl Record 1 is for the Math Department and Job Code 2358. Martha from the Math Department created a new 2358 empl record number 3 for Remy instead of using the existing empl record number 1. When it gets to the appropriate approver, they change the empl record to 1 because the Department and the Job Code were the same.
Willow has 5 total empl records in Job Data. Empl Record 4 is for the Math Department and Job Code 2358. Martha from the Math Department uses empl record 4 for a 2359 appointment instead of creating an empl record 5. When it gets to appropriate approver, they change the empl record to 5 because the Department was the same, but the Job Code was different.

S-Factor (Supervisor Courses)

For those that only have supervisory/independent study (S factor) courses:
1. Give them 1 student to notify them and then revise or cancel.
For those that have supervisory/independent study (S factor) courses and regular courses (K factors):
1. They should not do the S factor (student count) until they have all the information and just do what they have for the K factor (regular courses). Once they have the S factor (student count) user would go back in and revise the WTU to include both the S factor (student count) and K factor (regular courses).

Yearly/Semester Cleanup

The TAE Module has advanced processing abilities, however based on campuses use the module yearly/semester cleanup may be required.

Save for Later

The TAE module allows for appointments to be saved for later, on both the CSU TAE Appt Data Entry page and My Approval page. The “Save for Later” functionality allows for users to save their work and return without any of the details changed. This provides insurance to the data entry user that what they enter originally is not altered. This also means that appointments that have been saved for later will not receive any updates that occur in Job Data (i.e. Salary Change, FTE, etc.).

It is highly recommended that at the end of each semester or prior to the next semester campuses complete a cleanup process to remove any appointment on the CSU TAE Appt Data Entry page that have been saved for later. This will help to ensure accurate data is displayed for the employees they are appointing. The following cleanup process is recommended:

Run the CSU TAE Appt Status Report with the “Transaction Initiated” and “Pending Approval” box checked.
1. Review the PDF results under Report Manger
2. Navigate to the CSU Appt Data Entry page and
  1. Locate the employees that appeared in the report.
  2. Update salary to meet new requirements (if applicable).
  3. Enter comment “appt was saved for later, need to delete”.
  4. Check the “Ready” box.
  5. Click “Save & Submit”.
3. Navigate to the My Approval page and
  1. Check the “Delete” box.
  2. Enter Reason as “appt was saved for later, need to delete”.
  3. Click “Save & Submit”.

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TAE Best Practices

Introduction