This job aid shows appointment data entry employees how to initiate temporary academic appointments for instructional student assistants.

• Search for employees
• Appointment editing guidelines
• Optional: Add a new employee
• Semester appointments – Enter appointment data
• 12 Mo appointments – Enter appointment data
• Appendix: Other Actions

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Step 1: Navigate to CSU TAE Appointment Data Entry.

• Menu > CSU Temp Academic Employment > CSU TAE Appointment Data Entry.

 Step 2: Enter search criteria for the employees that you want to retrieve.

• Business Unit (campus)
• EE Group: 11 ISA
• Empl ID
• Dept ID
• Term
• Job Code
• Lookback Dt,

Guidelines

• Verify that the Business Unit is correct.
• This screen capture is split: the left half of the screen is shown above the right half in order to fit on this page.
• Only employees who are in Job Data are returned.
• EE group is required.
• Typically, users include their Dept ID in the search.
• Lookback Dt.: This field is set by default to look back 18 months for employees. You can edit this date.
• Empl ID: Returns the last row in Job Data, regardless of lookback date limits.
• Term: The Term search field will only pull appointments that have been saved on the Appointment Data Entry page with that term.

Step 3: Click Search.

• Employees are retrieved from Job Data. If an employee has worked multiple consecutive jobs, the most recent job is retrieved.

Step 4: Review the results.

• Controls for the display are in the top left and right corners of the page.
• You might need to scroll to the right to see all the data and controls.

Guidelines

• Use the tabs or the Show All Columns button to change your display. Optionally, you can Personalize the columns that are shown.
• Click Find to find a specific employee.
• Click the table button to export the data to a Microsoft Excel spreadsheet.
• Use the arrow buttons to page through multiple pages of results, or revise the search fields to narrow your search. For example, use the Dept ID field to show only employees in that department.

Step 5: Optional: Click the Empl Stat value for an employee to view an employee’s work history.

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Use these guidelines when you enter data for your department within each EE group.

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If the employee is not in the search returns, use this procedure to add an employee record. The employee must already have an Empl ID.

Step 1: Click Add new Person.

• A new row is added to the page.

Step 2: Use the Lookup to enter the Empl ID.

• The Empl ID populates the Name field.
• If the person does not have an Empl ID, you cannot add it here.
• If the person does not have a Business Email, the system warns you and prevents you from submitting the transaction.

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• Use this procedure for semester appointments.
• Employee data rows stretch across the page. You must use the scroll bar to see the entire row. This procedure shows fields sequentially from the left to the right of the same row.

Step 1: Verify and update the Position Nbr field, if appropriate.

• This field is generally updated if there are funding changes.
• Only active position numbers are allowed.

Step 2: Verify the Job Code.

• Verify or update the position data based on the Position Nbr that you entered.
• Decide whether a new employee record is needed. If the job code is changing, then a new employee record is required based on the standard job stacking process. For more information, review the CHRS Position Paper on Job Stacking Strategy.

Step 3: Verify and update the Grade, if appropriate.

Step 4: Click the Lookup icon to select a Term.

• Optionally, you can type the term ID into this field directly.
• If your campus uses multiple sessions per term, you must use the lookup.
• The Term value autocompletes the affects EffDt and End Date fields.

Step 5: Click the Lookup icon to select a Session Code.

• This field automatically defaults to Session 1.
• If your campus uses multiple sessions per term, you must use the lookup.
• Field changes automatically update affects EffDt and End Date fields.

Step 6: Click the Lookup to select Appointment Type 011 - ISA.

• Appt Type is a required field.
• Certain fields become editable based on the Appt Type field that you select.

Step 7: Optional: Select an Other Action.

• Use this field to initiate cancelations, revision and termination. To learn more about other actions, see the Appendix.
• Generally short work breaks, no changes, and the other actions do not apply to this EE Group.

Step 8: Optional: Select an Adjust action to adjust the EffDt or End Dt.

1. Enter the EffDt.
2. Enter the End Dt.

Step 9: Verify and edit the Hourly Rate, if appropriate.

• If the employee is existing this will default from their current job date.
• If the employee is new, then a rate must be entered.
• A warning message will appear if the rate is below or above the minimum salary range.

Step 10: Enter the Min Hours and Max Hours values.

• Min Hours cannot be zero

Step 11: Optional: Select REH Annuit if the employee is a rehired annuitant.

Step 12: Optional: Select Diff Appt.

• This check box is for submitting multiple appointments for one employee.
  • Unchecked: multiple appointments use the same appointment number and are on one appointment letter.
  • Checked: This appointment receives a separate appointment number and a separate appointment notification letter.

Step 13: Under the Addl Data Tab confirm the AY Duration is blank.

Step 14: Optional: Click Save for later.

• The changes that you made on the current page are saved, but not submitted.

Step 15: Select Ready when the row is ready to be submitted.

Step 16: Click Save & Submit.

• What happens next:
  • The rows that you marked Ready are submitted for approval.
  • The approval workflow launches.
  • The record is removed from the staging table until the transaction is fully approved, deleted, or pushed back to the originator.

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• Use this procedure for 12 month appointments.
• Employee data rows stretch across the page. You must use the scroll bar to see the entire row. This procedure shows fields sequentially from the left to the right of the same row.

Step 1: Verify and update the Position Nbr field, if appropriate.

• This field is generally updated if there are funding changes.
• Only active position numbers are allowed.

Step 2: Verify the Job Code.

• Verify or update the position data based on the Position Nbr that you entered.
• Decide whether a new employee record is needed. If the job code is changing, then a new employee record is required based on the standard job stacking process. For more information, review the CHRS Position Paper on Job Stacking Strategy.

Step 3: Verify and update the Grade, if appropriate.

Step 4: Click the Lookup to select the Appointment Type: 011 - ISA.

• Appt Type is a required field.
• Certain fields become editable based on the Appt Type field that you select.

Step 5: Optional: Select an Other Action.

• Use this field to initiate cancelations, revision and termination. To learn more about other actions, see the Appendix.
• Generally short work breaks, no changes, and the other actions do not apply to this EE Group.

Step 6: Enter the EffDt.

Step 7: Enter the End Dt.

Step 8: Verify or edit the Hourly Rate.

• If the employee is existing this will default from their current job date.
• If the employee is new, then a rate must be entered.
• A warning message will appear if the rate is below or above the minimum salary range.

Step 9: Enter the Min Hours and Max Hours values.

• Min Hours cannot be zero.

Step 10: Optional: Select REH Annuit if the employee is a rehired annuitant.

Step 11: Optional: Select Diff Appt.

This check box is for submitting multiple appointments for one employee.

• Unchecked: multiple appointments use the same appointment number and are on one appointment letter.
• Checked: This appointment receives a separate appointment number and a separate appointment notification letter.

Step 12: Optional: Click Save for later.

• The changes that you made on the current page are saved, but not submitted.

Step 13: Select Ready when the row is ready to be submitted.

Step 14: Click Save & Submit.

• The rows that you marked Ready are submitted for approval.
• The approval workflow launches. The record is removed from the staging table until the transaction is fully approved, deleted, or pushed back to the originator.

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This appendix explains the Other Actions menu choices.

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End of article