Overview
This job aid shows appointment data entry employees how to initiate temporary academic appointments for instructional student 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.
- Adjust field was removed.
Before you begin
You should be familiar with the following document:
Use these guidelines when you enter data for your department within each EE group.
| 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. Example:
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Change an existing appointment. Example: Increase units for row already loaded into Job Data |
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| Cancel an existing appointment after it is loaded to Job Data | See Cancel an Appointment for details. |
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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: 11 ISA
- 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. |
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.
- 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.
- 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.
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.
Step 7: Optional: Select an Other Action.
- 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 8: Enter the EffDt.
Step 9: Enter the End Dt.
Step 9: Verify and edit the Hourly Rate, if appropriate.
- If the employee exists 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.
- 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.
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.
Step 5: Optional: Select an Other Action.
- 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 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.
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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