Enter TAE Appt. Data - (02) Counselors (CHRSMP3.00)

Updated on Mar 25, 2025

Overview

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

What’s new

Employee Status window displays job history, staging data, and term workload.

Before you begin

You should be familiar with the following document:

CHRS Position Paper on Job Stacking Strategy

Appointment editing guidelines

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

If you need to…	Do this…	Result
Enter a new appointment for an employee already in the department in the same empl record. Examples: Employee worked the previous term Employee worked in the department but not the previous term	After finding the individual within your department, edit the existing row for that employee	Approval workflow begins If approved, job entered in Job Data Appointment notification sent
Enter an appointment for an employee who is not in the search results. Examples: New to the department Works in department, needs new empl record New employee	Add a new employee Edit the new row for that employee	Approval workflow begins If approved, job entered in Job Data Appointment notification sent
Enter additional contract details to get them all on one appointment notification. Examples: Get spring and fall in one notification	Click the + sign to add another row for that employee Submit all applicable rows at the same time	Approval workflow begins If approved, job enter in Job Data Multiple terms of contract go into one appointment notification
Change an existing appointment. Example: Increase units for row already loaded into Job Data	Enter the Appt Type and EffDt to retrieve an existing row Edit the existing row for that employee Click Yes to disregard the warning that the term already exists in the history table Other Action field defaults to Revision	Approval workflow begins If approved, job entered in Job Data A new REVISED Appointment notification is generated
Cancel an existing appointment after it is loaded to Job Data	See Cancel an Appointment for details.	Approval workflow begins Cancelation notification is generated. Job is canceled in Job Data.

Search for employees

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. Only employees who are in Job Data are returned.

Business Unit (required): Verify that the Business Unit (campus) is correct
EE Group (required): 02 Counselors
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.

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.

Use the tabs or the Show All Columns button to change your display. Optionally, you can Personalize the columns that are shown.

TAE Data Entry tabs on the left side of the page

You might need to scroll to the right to see all the data and controls.

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.

View controls are on the rigth side of the page

Review Employee Status

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.

Enter Appointment Data

Optional: Add a new employee

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 (at the bottom of the page).

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.

Enter appointment data for AY 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 and update the Grade, if appropriate.

Step 3: Verify the Job Code.

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 4: Verify and edit the Base Rate, if appropriate.

Step 5: Click the Lookup icon to select a Term.

Term field affects EffDt, End Dt, Multi Term Dt fields

Enter a value for Term only if you are using an AY Job code (3071, 3073, 3075).
If your campus uses multiple sessions per term, you must use the lookup.
The Term value autocompletes the Effective Date, End Date, and Multi Term Date.

Step 6: Click the Lookup icon to select a Session Code.

Session field affects EffDt, End date, and Multi Term Date fields.

This field automatically defaults to Session 1.
If your campus uses multiple sessions per term, you must use the lookup.
Session field updates the Effective Date, End Date, and Multi Term Date.

Step 7: Click the Lookup to select an Appointment Type:

001-Acad Year
003-12.3 Entitlement
006-Semester
014-Ent 1 of 3
015-Ent 2 of 3
016-Ent 3 of 3
017-Multi AY

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

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 Appendix: Other Actions.

Step 9: Optional: Select a value in the Adjust field to adjust the dates.

Early Term
Late Start
None
Other

Guidelines

When you select a value for this field, the EffDt, End Date, and Multi Term Date can become editable.
Changes to these fields affect the time paid for that employee.
Use Other if you need to change the dates without changing the pay

Adjust field is blank. EffDt, End Date, Multi Term Date fields are read-only

Adjust field is Other. EffDt, End Date, Multi Term Date fields are editable

Step 10: Use the Lookups to select the Weighted Teaching Units (WTU) OR the FTE.

Guidelines

WTU and FTE update each other.
The Lookups open tables with pay decimal equivalents. Only valid values (according to PIMS) are accepted. A warning message will appear if unvalid value is entered.
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: Enter the Entitlement, if appropriate.

Step 14: Optional: Select Unconditional if the employee has a full year, full time employment.

Checking this box alters the Appointment Notification

Step 15: Optional: Select REH Annuit if the employee is a rehired annuitant.

Step 16: 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.

Enter appointment 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 and update the Grade, if appropriate.

Step 3: Verify the Job Code.

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 4: Verify and edit the Base Rate, if appropriate.

Step 5: Click the Lookup to select an Appointment Type:

- 002-12 Month

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

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 Appendix.

Step 7: Enter an EffDt.

Step 8: Enter an End date.

Step 9: Use the Lookups to select the Weighted Teaching Units (WTU) OR the FTE

WTU and FTE update each other.
The Lookups open tables with pay decimal equivalents. Only valid values (according to PIMS) are accepted. A warning message will appear if unvalid value is entered.
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.

Step 11: Optional: Enter the Entitlement, if appropriate.

If the employee has an entitlement, enter the number.

Step 12: Optional: Select Unconditional if the employee has a full year, full time employment.

Checking this box alters the Appointment Notification.

Step 13: Optional: Select REH Annuit if the employee is a rehired annuitant.

Step 14: 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.

Enter appointment data for 10 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 and update the Grade, if appropriate.

Step 3: Verify the Job Code.

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 4: Verify and edit the Base Rate, if appropriate.

Step 5: Click the Lookup to select an Appointment Type:

- 002-12 Month

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

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 Appendix.

Step 7: Enter an EffDt.

Step 8: Enter an End date.

Step 9: Use the Lookups to select the Weighted Teaching Units (WTU) OR the FTE

WTU and FTE update each other.
The Lookups open tables with pay decimal equivalents. Only valid values (according to PIMS) are accepted. A warning message will appear if unvalid value is entered.
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.

Step 11: Optional: Enter the Entitlement, if appropriate.

If the employee has an entitlement, enter the number.

Step 12: Optional: Select Unconditional if the employee has a full year, full time employment.

Checking this box alters the Appointment Notification.

Step 13: Optional: Select REH Annuit if the employee is a rehired annuitant.

Step 14: 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.

Submit for approval

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.

Appendix: Other Actions

This appendix explains the Other Actions menu choices. Menu choices vary by EE group.

Action	What it does
No Change	Uses the same information as was in the last term. Sends a notification to the employee Does not enter new job data. Makes the rest of the row read-only. Do not use this value if you make any other changes to this row.
Canceled	Used to cancel an appointment either in the middle of the approval process or after the transaction has been loaded to job. This action sends a notification to the employee and adds a canceled row to job data. See the Cancel an Appoint Job Aid for additional details.
Short Work Break	Sends a notification to the employee to indicate that there is no work for that term. Adds a short work break row to Job Data.
SWB - No Work Available	Used for an employee being placed on short work break prior to end of existing appointment duration because there is no work available. This action sends a notification to the employee and adds a short work break row to job data.
SWB-Decline Work	Used for an employee being placed on short work break prior to end of existing appointment duration because the employee has declined work. Sends a notification to the employee. Adds a short work break row to Job Data.
~Manual Load to Job	Action for the final approver when the transaction is unable to be loaded to Job Data using the module

End of Article

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Enter TAE Appt. Data - (02) Counselors (CHRSMP3.00)

Overview

What’s new

Before you begin

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