Enter TAE Appt. Data - (03) Librarians (CHRSMP3.00)

Updated on Apr 21, 2025

Overview

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

What’s new

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

Before you begin

You should be familiar with the following documents:

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	Enter apppointment data	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 New employee	Add a new employee	Approval workflow begins If approved, job entered in Job Data Appointment notification sent
Revise an an appointment already loaded to job. Examples: Increase units for row already loaded into Job Data Rate change for an appointment loaded into Job Data	See: Revise a TAE Appointment (After Load to Job Revision) (CHRSMP3.00)	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. Examples: Course no longer has funding Employee can not teach the course	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.

Business Unit (required): Verify that the Business Unit (campus) is correct
EE Group (required): 03 Librarians
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 to add a new row.

Step 18: 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:
12 Month – Enter appointment data
10 Month – Enter appointment data

12 Month – Enter appointment data

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.

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

Guidelines

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 a value for the Effective Date.

Step 8: Enter a value for the End Date field.

Step 9: Enter values for hours or FTE equivalent.

Editing Hours updates FTE and editing FTE updates Hours.
The Lookups open tables with pay decimal equivalents. Only valid values (according to PIMS) are accepted.
You might need to use the Advanced Lookup to find the closest approved value to your desired value.

Hours, FTE, and Actual Comp Rate values.

Step 10: Review the Actual Comp Rate.

The Actual Comp Rate is automatically adjusted by the Hours and FTE values.

Step 11: 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: 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.

10 Month – Enter appointment data

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:

012-10 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 a value for the Effective Date.

Step 8: Enter a value for the End Date field.

Step 9: Enter values for hours or FTE equivalent.

The Lookups open tables with pay decimal equivalents. Only valid values (according to PIMS) are accepted.
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.

The Actual Comp Rate is automatically adjusted by the Hours and FTE values.

Step 11: 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: Select values for Month Off #1 and Month Off #2.

Only enter if using 012-10 Month Appt Type and a 10-month job code.

IMPORTANT: If you enter values for either of these fields, the month will be printed on the appointment notification.

Step 13: Optional: Select Unconditional if the employee has a full year, full time employment.

Checking this box alters the Appointment Notification.

Step 14: Optional: Select REH Annuit if the employee is a rehired annuitant.

Optional: Enter a second appointment

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.
Separate appointment:
1. Click the Diff Appt check box and then click the Plus button.
2. Verify that the Diff Appt check boxes are checked for both rows.

Diff Appt clear and checked options, plus button

Step 2: Enter data for the second row:

12 Month – Enter appointment data
10 Month – Enter appointment data

Step 3: When you are finished entering data for both rows, continue to Submit for approval.

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

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