Overview
This job aid shows appointment data entry employees how to initiate temporary academic appointments for lecturers.
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:
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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Enter an appointment for an employee who is not in the search results. Examples:
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Revise an an appointment already loaded to job. Examples:
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Cancel an existing appointment after it is loaded to Job Data. Examples:
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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 (required): 01 Lecturers
- 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.

- 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.

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 |
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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, or is new to your department, 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 to enter appointment data for academic year appointments.
Employee data rows stretch across the page. You must use the scroll bar to see the entire row.
Step 1: Verify and update the Position Nbr field, if appropriate.
- Only active position numbers are allowed.

Step 2: Verify the Job Code.

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 fields

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 fields.

Step 7: Click the Lookup to select an Appointment Type:
- 001-Acad Year
- 003-Ent Y1
- 006-Semester
- 014-Ent 1 of 3
- 015-Ent 2 of 3
- 016-Ent 3 of 3
- 017-Multi AY

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 Appendix.

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: 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 11: Optional: Enter the Entitlement, if appropriate.
- If the employee has an entitlement, enter the number of WTUs that they are entitled to for that academic year if the work is available.

Step 12: Review the Actual CompRate.

Step 13: Review the Term Rate.

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.

Use this procedure to enter appointment data for academic year appointments.
Employee data rows stretch across the page. You must use the scroll bar to see the entire row.
Step 1: Verify and update the Position Nbr field, if appropriate.
- 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 Appendix.

Step 7: Enter the EffDt.

Step 8: Enter the End Dt

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: Optional: Enter the Entitlement, if appropriate.
- If the employee has an entitlement, enter the number of WTUs that they are entitled to for that academic year if the work is available.

Step 11: Review the Actual CompRate.

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.

You can enter a second appointment for the same employee by adding another row. The second appointment can be considered two parts of the same appointment or a different appointment with a separate appointment number and appointment notification.
Step 1: Decide whether to add the second row on the same appointment or separate appointment. If you choose separate appointment, it has a separate appointment number and a separate appointment notification.
- Same appointment: Click the Plus button at the end of the row.
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Separate appointment:
- Click the Diff Appt check box and then click the Plus button.
- Verify that the Diff Appt check boxes are checked for both rows.

Step 2: Enter data for the second row:
Step 3: When you are finished entering data for both rows, continue to 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.
If you have two rows, make sure they are both checked.

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.

This appendix explains the Other Actions menu choices. Menu choices vary by EE group.
Action | What it does |
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No Change |
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Canceled |
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Short Work Break |
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SWB - No Work Available |
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SWB-Decline Work |
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End of Article
You are done. Great job!
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