Overview
This job aid shows appointment data entry employees how to initiate temporary academic appointments for Summer employees.
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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Enter additional contract details to get them all on one appointment notification. Examples:
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Change an existing appointment. Example:
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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. Only employees who are in Job Data are returned.
- Business Unit (required): Verify that the Business Unit (campus) is correct
- EE Group (required): 05 Summer
- 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 |
|---|---|
| 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.
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 them here.
- Continue to Enter TAE 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.
- 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 Effective Date, and End Date fields.
Step 6: 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 the EffDt and End Date fields.
Step 7: Click the Lookup to select an Appointment Type:
- 010-Summer Ses
Guidelines
- 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 cancelations, termination, and revision. To learn more about other actions, see the Appendix.
| Action | What it does |
|---|---|
| Canceled |
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| ~Manual Load to Job | Action for the final approver when the transaction is unable to be loaded to Job Data using the module |
Step 9: Optional: Select a value in the Adjust field to adjust the dates. Depending on the value for this field, the EffDt and End Date might become editable.
- Early Term
- Late Start
- None
- Other
Guidelines
- Changes to these fields affect the time paid for that employee.
- None or Other: Use either of these options if you need to change the dates without changing the pay.
Step 10: Enter the Weighted Teaching Units (WTU).
- Total Comp will only populate if the Student Count and Reduced Rate fields are blank.
- You might need to update the WTU with a valid value when applicable.
Step 11: Optional: Enter the Course Name.
- This field alters the Appointment Notification for the employee.
- Currently, the Course Name field allows only upper case letters.
Step 12: Optional: Enter the Student Count.
- Student Count updates the Reduced Rate value.
- If this field is blank, the Reduced Rate value will be blank and the Total Comp Field will populate instead.
- Currently, when you are revising a transaction, the Student Count does not recalculate Reduced Rate correctly. To recalculate the Reduced Rate field, update the student count to a different number and press tab, then return the student count to the original number and press tab.
Step 13: Optional: Select the Summer Stipend option, if applicable.
- If you check this box, the summer stipend language prints on the appointment notification.
Step 14: Optional: Select REH Annuit if the employee is a rehired annuitant.,
Step 15: 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.
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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