Overview
This job aid shows appointment data entry employees how to initiate temporary academic appointments for TAs.
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.
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: 09 TA
- 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. |
| 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.
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.
- Continue to Enter TAE Appointment Data.
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. This procedure shows fields sequentially from the left to the right of the same row.
Enter appointment data on the Appt Data tab.
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.
- 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 5: Click the Lookup icon to select a Term.
Step 6: Click the Lookup icon to select a Session Code.
- This field will automatically default to Session 1.
- If your campus uses multiple sessions per term, you must use the lookup.
- Changes to this field automatically update the EffDt, End Date, and Multi Term Date fields.
Step 7: Click the Lookup to select an Appointment Type:
- 001 Academic Year Appointment
- 006 Semester Appointment
Step 8: Optional: Select a value in the Adjust field to adjust the dates.
- Early Term
- Late Start
- None
- Other
Tips
- Depending on the value for this field, the EffDt and End Date might become editable.
- Changes to these fields affect the time paid for that employee.
- Early Term and Later term should only have a value entered if you are using AY Job code (2354)
- None or Other: Use either of these options if you need to change the dates without changing the pay.
Step 9: Enter FTE or WTU.
- The Lookup opens a table with pay decimal equivalents. Only valid values (according to PIMS) are accepted.
- WTU value updates the FTE field and vice-versa.
- The FTE and WTU fields populate the Actual CompRate and Term Rate fields.
Step 10: Review the Actual Comp Rate.
Step 11: Review the Term Rate.
Step 12: Optional: Select REH Annuit if the employee is a rehired annuitant.
Use this procedure to 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.
Enter appointment data on the Appt Data tab.
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.
- 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 5: Select Appointment Type: 002-12 Month.
Step 6: Enter the Effective Date.
Step 7: Enter the End Date.
Step 8: Enter the FTE or WTU.
- The Lookup opens a table with pay decimal equivalents. Only valid values (according to PIMS) are accepted.
- WTU value updates the FTE field and vice-versa.
- The FTE and WTU fields populate the Actual CompRate and Term Rate fields.
Step 9: Review the Actual Comp Rate.
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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