Filling Out the Faculty Assigned Time Agreement Form in AEM
This article covers how faculty and department users can fill out the Faculty Assigned Time Agreement form for state-funded assigned time in Adobe Experience Manager (AEM) for a single faculty member or use a spreadsheet to submit requests for multiple faculty.
Single Form for One Faculty
Department Coordinators or Faculty can fill out the Faculty Assigned Time Agreement Form in Adobe Experience Manager (AEM) for a single faculty member/themselves.
Department Coordinator Launches AEM Form for Faculty
- Department Coordinator launching the form with Alternate Approver: Initiator > Faculty Review > Chair Review > Alternate Approver Review > Dean Review > FileNet and Database Save
- Department Coordinator launching the form without Alternate Approver: Initiator > Faculty Review > Chair Review > Dean Review > FileNet and Database Save
Faculty Launches AEM Form for Self
- Faculty launching the form with Alternate Approver: Initiator > Chair Review > Alternate Approver Review > Dean Review > FileNet and Database Save
- Faculty launching the form without Alternate Approver: Initiator > Chair Review > Dean Review > FileNet and Database Save
1. Log in to the campus portal and access Adobe Experience Manager (AEM).
2. Click on My Forms. Then enter "Faculty Assigned Time" in the search bar. Click on the launch button next to Faculty Assigned Time Agreement.
3. Review the Information tab for detailed information about this form and process. Then click Basic Details.
4. Your CWID, name and college will automatically populate. If you are filling this form out on behalf of a faculty member, enter their campus-wide ID in the CWID field to populate their information.
5. Select the appropriate Reassigned Time Reason. Click Assigned Time Reasons to view a list of available reasons and associated funding sources.
- Select the appropriate Reassigned Time Reason from the drop-down menu.
- Click Assigned Time Reasons to view a list of available reasons and the associated funding sources.
6. Enter the Start Term, End Term, and WTU Per Term.
Note that 3 WTU should equal 128 hours of work, or 1 WTU should equal 42.6 hours of work.
7. Enter a brief description of the assignment or project. Then enter the Unit or Department that is providing funding for the assigned time, including the Dept ID.
8. If an additional person needs to review this form (such as a department/college coordinator), enter their last name and then select their name/email from the list of search results.
- Enter the Last Name of the alternate approver.
- Then select the Alternate Approver from the search results.
9. Then click Terms of Agreement.
10. Enter a description of the work or background/nature of the work, including specific tasks to be performed. Then click Faculty Assigned Time Agreement Signature and Acknowledgment.
- Enter a description of the work or background/nature of the work, including specific tasks to be performed.
- Then click Faculty Assigned Time Agreement Signature and Acknowledgment.
11. To electronically sign the form, place a checkmark next to Please check the box to indicate that you have completed the review.
12. Your name will automatically populate. Enter any optional comments about the form. Then click Submit.
- Enter any optional comments about the form.
- Then click Submit.
1. You will receive an email notification from [email protected] when a form is submitted for your review/approval.
2. To review/approve the form, log in to the campus portal and access Adobe Experience Manager (AEM) Inbox.
For more detailed instructions on accessing Adobe Experience Manager, view Accessing Adobe Experience Manager (AEM).
- Enter "adobe" in the portal search box.
- Select Adobe Experience Manager (AEM) Workflow Inbox.
3. Enter your campus username and password. Then click Sign In.
- Enter your campus username and password. This is the same information you use to log on to the campus portal.
- Then click Sign In.
4. Click on the form that you want to review/approve.
You should have been taken directly to the My Tasks tab, but if you are on another screen, just click My Tasks to view all of the forms that are pending your review.
5. The form will open in a new tab/window. Review the information on the Basic Details tab and the Terms of Agreement Tab. Click on Workflow Details to view the form history, including who submitted the form and who has reviewed/approved it.
- Review the information on the form for accuracy.
- Click Workflow Details to see details of who has initiated, reviewed, approved, or rejected this form as well as any workflow comments.
6. Click on Faculty Assigned Time Agreement Signature and Acknowledgement. To electronically sign the form, place a checkmark next to Please check the box to indicate that you have completed the review.
- Click on Faculty Assigned Time Agreement Signature and Acknowledgement.
- To electronically sign the form, place a checkmark next to Please check the box to indicate that you have completed the review.
7. Click Submit to submit your approval of the form. Click Delegate if the form needs to be delegated to someone else to approve. Not ready to approve or reject? Click the X to close the form.
- Enter any optional comments about the form.
- Click Submit to submit your approval of the form.
- Click the X to close the request without approving.
8. Click Confirm to confirm your selection.
Note that it's not recommended to enter a comment on this pop-up window. Any comments entered here will be added to the Workflow Details for the form, but may be overlooked by other users. Use the Comments field under your signature for any comments.
9. You will see another pop-window when your approval has been successfully submitted. Click OK. You're done!
Spreadsheet for Multiple Faculty
Department Coordinators or Faculty can fill out the Bulk Template for AT AEM Requests spreadsheet to generate multiple Faculty Assigned Time Agreement Forms in Adobe Experience Manager (AEM). Completed spreadsheets should be emailed to [email protected] so the forms can be generated. The information provided in the spreadsheet will generate a new assigned time form for each faculty member listed. Each assigned time request form will need to be reviewed and approved by users in the worfklow. A bulk approval option does not exist at this time.
Department Coordinator Submits Spreadsheet for Multiple Faculty
- Department Coordinator submits spreadsheet for multiple faculty with Alternate Approver: Scheduled Job > Faculty Review > Chair Review > Alternate Approver Review > Dean Review > FileNet and Database Save
- Department Coordinator submits spreadsheet for multiple faculty without Alternate Approver: Scheduled Job > Faculty Review > Chair Review > Dean Review > FileNet and Database Save
Faculty Submits Spreadsheet for Multiple Faculty
- Faculty submits spreadsheet for multiple faculty with Alternate Approver: Scheduled Job > Faculty Review > Chair Review > Alternate Approver Review > Dean Review > FileNet and Database Save
- Faculty submits spreadsheet for multiple faculty without Alternate Approver: Scheduled Job > Faculty Review > Chair Review > Dean Review > FileNet and Database Save
1. When you open the spreadsheet, it may be in view-only mode. If so, click Enable Editing.
2. Fill out each column for each faculty member as appropriate.
Note that the first row of this spreadsheet contains a sample of what to put in each column. You should delete this column before submitting the spreadsheet.
- Enter the faculty member's home college (as opposed to the one for which they are doing this work).
- Enter the faculty member's home department.
- Enter the department ID of the faculty's home department.
- Enter the faculty member's first and last name.
- Enter the faculty member's campus-wide ID (CWID).
- Enter the faculty member's campus email address.
- Enter the Start Term of the Assigned Time.
- Enter the End Term of the Assigned Time.
- Enter the WTU Per Term of Assigned Time.
- Enter the Time Assigned Code (see the table below for a list of available codes).
- Enter a brief description of the assignment/project AND the Unit/Department providing funding for the Assigned Time.
- Enter the Department Chair's name.
- Enter the Department Chair's campus email address.
- Enter the name of the person approving the Assigned Time and After the Fact Evaluation if it will not be the Department Chair.
- Enter the department of the person approving the Assigned Time (if not the Department Chair).
- Enter the campus email of the person approving the Assigned Time (if not the Department Chair).
| Code | Code Description |
|---|---|
| 11 | Excess Enrollment |
| 12 | New Course Preparations |
| 14 | Course or Supervision Overload |
| 15 | Non-Traditional Instruction |
| 16 | In-Service Training for K-12 School Personnel |
| 17 | Credit by Examination/Evaluation |
| 21 | Special Instructional Programs |
| 22 | Instructional Experimentation or Innovation, Or Instructionally related research |
| 23 | Instruction-Related Services |
| 31 | Advising Responsibilities |
| 32 | Instruction-Related Committee Assignments |
| 33 | Curricular Planning or Studies |
| 34 | Accreditation Responsibilities |
| 35 | Instruction-Related Facilities Planning |
| 36 | Probationary Faculty Activities |
| 37 | Exceptional Service Activities |
| 41 | CFA Activities |
| Source | Reason |
|---|---|
| University | Use for Code Number 36: Probationary Faculty Activities, and other non-discretionary assignments |
| Provost's Office (proposed) | Select for assignments compensated by the Provost |
| College | Use this for most assignments, including department chair |
| Academic Department | Select for work funded by an individual academic department |
3. Save the spreadsheet and then email it to [email protected].
Once Information Technology has processed the spreadsheet, email notifications will be sent to each user in the workflow starting with the faculty members asking them to review/approve their form in AEM.
1. You will receive an email notification from [email protected] when a form is submitted for your review/approval.
2. To review/approve the form, log in to the campus portal and access Adobe Experience Manager (AEM) Inbox.
For more detailed instructions on accessing Adobe Experience Manager, view Accessing Adobe Experience Manager (AEM).
- Enter "adobe" in the portal search box.
- Select Adobe Experience Manager (AEM) Workflow Inbox.
3. Enter your campus username and password. Then click Sign In.
- Enter your campus username and password. This is the same information you use to log on to the campus portal.
- Then click Sign In.
4. Click on the form that you want to review/approve.
You should have been taken directly to the My Tasks tab, but if you are on another screen, just click My Tasks to view all of the forms that are pending your review.
5. The form will open in a new tab/window. Review the information on the Basic Details tab and the Terms of Agreement Tab. Click on Workflow Details to view the form history, including who submitted the form and who has reviewed/approved it.
- Review the information on the form for accuracy.
- Click Workflow Details to see details of who has initiated, reviewed, approved, or rejected this form as well as any workflow comments.
6. Click on Faculty Assigned Time Agreement Signature and Acknowledgement. To electronically sign the form, place a checkmark next to Please check the box to indicate that you have completed the review.
- Click on Faculty Assigned Time Agreement Signature and Acknowledgement.
- To electronically sign the form, place a checkmark next to Please check the box to indicate that you have completed the review.
7. Click Submit to submit your approval of the form. Click Delegate if the form needs to be delegated to someone else to approve. Not ready to approve or reject? Click the X to close the form.
- Enter any optional comments about the form.
- Click Submit to submit your approval of the form.
- Click the X to close the request without approving.
8. Click Confirm to confirm your selection.
Note that it's not recommended to enter a comment on this pop-up window. Any comments entered here will be added to the Workflow Details for the form, but may be overlooked by other users. Use the Comments field under your signature for any comments.
9. You will see another pop-window when your approval has been successfully submitted. Click OK. You're done!
Need More Help?
For technical assistance, contact the IT Help Desk at 657-278-7777 or [email protected].
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