Overview
This job aid shows appointment data entry employees how to initiate temporary academic appointments for graduate assistants.
What’s new
- Employee Status page now displays Job History, Staging Data, Team Workload and you can review previous and next terms.
- New job duties tab for entering information to go into the appointment notice.
Before you begin
You should be familiar with the following document:
Use these guidelines when you enter data.
| If you need to… | Do this… | Result |
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Enter a new appointment for an employee already in the department in the same empl record. Examples:
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After finding the individual within your department, edit the existing row for that employee |
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Enter an appointment for an employee who is not in the search results. Examples:
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Enter additional contract details to get them all on one appointment notification. Examples:
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Change an existing appointment. Exampl
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| Cancel an existing appointment after it is loaded to Job Data |
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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 (required): Verify that the Business Unit (campus) is correct
- EE Group: 10 GA
- Empl ID: Returns the last row in Job Data, regardless of lookback date limits.
- Dept ID: Typically, users include their Dept ID in the search.
- Term: The Term search field will only pull appointments that have been saved on the Appointment Data Entry page with that term.
- Job Code
- Lookback Dt: This field is set by default to look back 18 months for employees. You can edit this date.
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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.
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 1: Required: Click the Empl Stat value for an employee to view an employee's job history, staging data, and term workload.
The Employee Status page opens, showing Job History, Staging Data, and Term Workload the following fields:
| Area | Description |
|---|---|
| Job History | Shows the employees active and inactive appointments currently in Job Data for all campuses they are or have been employed for. |
| Staging Data | Displays appointment "Saved for Later" in Appointment Data Entry or pending approval on the My Approval page. For those using "Add New Person" this section assists with confirming the correct empl record is being used. |
| Term Workload | Provides information regarding the employees current or previous assignments. Entering a value in the Term field for AY Job Codes causes a particular Term Details to display. Not available for all EE Groups. |
Step 2: Click Return to exit Job History.
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 to add a new row 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.
- Continue to enter appointment data.
- Use this procedure to enter data for academic year 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: Verify and edit the Base Rate, if appropriate.
Step 5: Click the Lookup icon to select a Term.
- If your campus uses multiple sessions per term, you must use the lookup.
- The Term value autocompletes the EffDt, End Date, and Multi Term Date.
Step 6: Click the Lookup icon to select a Session Code.
- If your campus uses multiple sessions per term, you must use the lookup.
- Field changes automatically update the EffDt, End Date, and Multi Term Date.
Step 7: Click the Lookup to select an Appointment Type:
- 01-Acad Year
- 006-Semester
Step 8: Optional: Select an Other Action.
- Use this field to initiate no changes, cancelations, short work breaks, and other actions. To learn more about other actions, see the table below.
- Generally short work breaks, no changes, and the other actions do not apply to this EE Group.
| Action | What it does |
|---|---|
| Canceled |
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| ~Manual Load to Job |
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Step 9: Optional: Select an Adjust value to adjust the EffDt, End Dt, or Multi Term Date, then enter dates:
- Enter an EffDt
- Enter an End Date
- Enter a Multi Term Date
Adjust values:
- Early Term: End Dt and Multi Term Date fields become editable.
- Late Start: EffDt field becomes editable.
- Other: EffDt, End Dt and Multi Term Date become editable.
Step 10: Enter the FTE or Hours.
- The Lookup opens a table with pay decimal equivalents. Only valid values (according to PIMS) are accepted.
- The FTE value will update the Hours field. The hours updates the FTE field.You might need to use the Advanced Lookup to find the closest approved value to your desired value.
Step 11: Review the Actual Comp Rate field.
Step 12: Review the Term Rate field.
Step 13: Optional: Select REH Annuit if the employee is a rehired annuitant.
- Use this procedure to enter data 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: Verify and edit the Base Rate, if appropriate.
Step 5: Click the Lookup to select an Appointment Type:
- 002 – 12 Month
Step 6: Optional: Select an Other Action.
- Use this field to initiate no changes, cancelations, short work breaks, and other actions. To learn more about other actions, see the table below.
- Generally short work breaks, no changes, and the other actions do not apply to this EE Group.
| Action | What it does |
|---|---|
| Canceled |
|
| ~Manual Load to Job |
|
Step 7: Enter the EffDt.
Step 8: Enter the End Dt.
Step 9: Enter FTE or Hours.
- The Lookup opens a table with pay decimal equivalents. Only valid values (according to PIMS) are accepted.
- The FTE value will update the Hours field and the Hours updates the FTE .You might need to use the Advanced Lookup to find the closest approved value to your desired value.
Step 10: Review the Actual Comp Rate field.
Step 11: Optional: Select REH Annuit if the employee is a rehired annuitant.
Use this procedure to enter data on the Duties tab. Select appropriate values based on the job duties for this employee.
Information on the Duties tab will be included in the appointment notification.
- The Observe Class field is required. Other fields on this tab are optional.
- Some free text fields become editable when you select the previous check box.
- Free text fields have indicated character limits.
Step 1: Click the Duties tab.
Step 2: Confirm the Reports to EmplID and Reports To Name are correct. This information comes from Job Data. Blank fields mean the supervisor could not be located.
Step 3: Optional: Enter the course number (14 character limit).
Step 4: Optional: Enter the course title (40 character limit).
Step 5: Optional: Enter a Location (20 character limit).
Step 6: Optional: Enter Day/Time (20 character limit).
Step 7: Optional: Select Attend Course Lectures.
Step 8: Optional: Select Present Lectures, then enter the frequency and dates in the next field (40 Character limit).
Step 9: Optional: Select Instruction/Supervision, then enter the Sections/Courses/Labs per week.
Step 10: Optional: Select Preparation.
Step 11: Optional: Select Office Hours, then enter number of office hours per week (2 digit character limit).
Step 12: Optional: Select Supervisor/A SE(s) Meetings, then enter the duration (40 character limit).
Step 13: Optional: Select Pedagogy Class.
Step 14: Optional: Select Read/Evaluate Stu Papers, then enter a description (60 character limit).
Step 15: Optional: Select Proctor Examinations.
Step 16: Optional: Select Perform individual and/or group Tutoring.
Step 17: Optional: Select Maintain/Submit Stu Rec.
Step 18: Optional: Select Evaluate Stu Assign.
Step 19: Optional: Select Provide Research Assistance.
Step 20: Optional: Select Perform Other Tasks as Assign, then complete the List of Other Tasks field (60 character limit).
Step 21 : Required: Select a value for the Observe class field. This field means that someone is going to come in and observe them teaching.
IMPORTANT: Do not click Save for later. This button freezes the row and prevents updates to this row from Job Data.
Step 1: Select Ready if the entire row is correct and ready for processing.
Step 2: 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.
End of article
You are done. Great job!
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