Creating a TAE appointment for Graduate Assistants
This article covers how authorized users can create a Temporary Academic Employment (TAE) appointment for one or more graduate assistants (GAs).
1. Log in to the campus portal and click on Human Resource in the Titan Online widget.
2. Use the Nav Bar to access the Menu and select CSU Temp Academic Employment. Then select CSU TAE Appointment Entry.
- Click on the NavBar.
- Select Menu.
- Then navigate to CSU Temp Academic Employment > CSU TAE Appointment Data Entry.
3. Enter search criteria to look up one or more employees. You can enter multiple fields to narrow down your search results. Then click Search.
You must enter FLCMP as the Business Unit and select an EE Group.
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REQUIRED: Enter FLCMP as the Business Unit. This is a required field, do not remove it.
AND - REQUIRED: Select 10 - GA as the EE Group.
- Optional: Enter the Empl ID (CHRS ID) of the specific employee you would like to view appointment information for.
- Optional: Enter a specific Dept ID to see only employees with previous appointments in that department. If you leave this field blank, you will see employees with previous appointments in all department IDs that you have access to view.
- Optional: Select a specific Term (e.g., 2237, 2243, etc.) to view existing appointments for the selected term.
- Optional: Select a specific Job Code to view only appointments with that job code.
- Optional: Adjust the Lookback Dt if you are not able to find the faculty in the search results. The default date for this field is 18 months ago.
- Click Search when you have entered all of your criteria.
4. Use the tools below to view additional information, find specific information, or download the results.
Note you can also click on a column heading to sort the search results by that field.
- Click on a tab to view additional information in the search results.
- Click on the view all columns tab to display all of the available information in the search results.
- Click Find to search for a specific employee in the search results. This will bring the specific employee top to the top of your search results.
- Click the download to Excel button to export the results to Excel.
- Use the navigation arrows to navigate through the pages of results.
5. Have a new employee who isn't in the search results?
If a graduate assistant is not in the search results or has never worked for your department before, use this process to add a new appointment for them.
You will need to have the employee's Empl ID for this process. View How do I find a CHRS ID? or contact your dean's office for assistance.
REQUIRED: An employee CSU Fullerton business email address must be established prior to entering the appointment in TAE. Contact your Department IT Coordinator (DITC) or Deans office for more information.
5.1. Click Add new Person at the bottom of the search results. This applies when the employee is new to the university, new to the department, new to the EE Group, or new to the job code within the EE Group and department.
5.2. A new row is added at the top of the search results. Enter the employee's Empl ID (CHRS IS) in the Empl ID field and then press the Tab key on your keyboard.
If you receive a message that the employee does not have an email address, contact your Department IT Coordinator (DITC) or Deans office.
5.3. The new employee's information will populate. Continue to step 6 to find out how to populate each field in the appointment for the new employee.
6. Review the employee's information and then click on the Empl Stat hyperlink to review the employee's job history.
- Review the employee's information including the EmplID (CHRS ID), Empl Rcd (Employee Record Number), Eff Seq (Effective Sequence), and Name.
- RECOMMENDED: click on the hyperlink in the Empl Stat column for an employee to view that employee's job history, including in other CSUF departments and other CSU campuses as those campuses roll out CHRS.
6.1. You will see the employee's entire job history at CSUF, and as other CSU campuses implement CHRS, positions at other CSU campuses. Click Return when you are finished reviewing the information.
7. Review the employee's position information.
Not sure if the position number is correct? Contact your college dean's office for assistance.
- Verify that the Position Number is correct for the employee. If applicable, update the Position Number by typing in the new number or using the magnifying glass to select a position number.
- Verify the Job Code for the employee. If the employee is new to the job code, then, refer to the Add New Person instructions.
- 2325, 2326, and 2355 are valid job codes for GA appointments
- Verify the Salary Grade for the employee. If applicable, update the Grade by typing in the new number or using the magnifying glass to select a grade. To determine the appropriate grade, please contact your dean's office for assistance.
8. Enter the appointment details as applicable.
Other Action and Adjust are most often used when revising an appointment, so more information on these options can be found in the Revising an Appointment guide.
- Verify the base rate for the employee and update if needed.
- For 2355 job code appointments, enter the Term for the employee's new appointment by typing in the number or using the magnifying glass to look up a Term ID. Leave blank for monthly appointments.
- For 2355 job code appointments, select either GAA for AY appointments or GAS for semester appointments as the Session. Leave blank for monthly appointments.
- For all appointments, enter the Appointment Type for the employee's new appointment or use the magnifying glass to look up available appointment types.
- If Applicable: Use the Other Action drop-down menu to select an action for the employee's appointment. Do NOT use Termination or Manual Job Load.
- If Applicable: Use the Adjust drop-down menu to select an adjustment for the employee's appointment.
- For 2355 job code appointments, the Effective Date is tied to the Term/Session you selected. For 2325 job code appointments, enter the Effective Date for the appointment.
- For 2355 job code appointments, the End Date is tied to the Term/Session you selected. For 2325 job code appointments, enter the End Date for the appointment.
9. Enter the appropriate FTE for the employee and Hours per week they will work.
Use the WTU/Hours Conversion Chart on the Academic HR Resources page to look up the appropriate FTE based on the number of hours per week that the employee will work.
Note that if you click on the magnifying glass next to FTE, you will see ALL valid Pay Decimals/FTEs, not just the ones that are valid for graduate assistants.
- Enter the FTE for the employee's new appointment by typing in the number.
- Enter the number of Hours that the employee will work per week.
- Actual Compensation Rate will populate for all appointment types.
- Term Rate will only populate for 2355 job codes.
9.1. If you get an error when entering FTE, click OK. Then double check the FTE that you have entered and make sure it is accurate.
Use the GA WTU/Hours Conversion Chart on the Academic HR Resources page to look up the appropriate FTE based on the number of hours per week that the employee will work.
10. Place a checkmark in Ready? when you have fully reviewed the employee's new appointment information and the appointment is ready to be submitted for approval.
The Ready? column is an easy way for you to remember which employees' appointments that you have fully entered and reviewed. However, it is also a required field in order for an appointment to be submitted. If an appointment does NOT have this box checked, it will not be submitted.
- Typically the Rehired Annuitant column will not be applicable to graduate assistants.
- If you are submitting multiple appointments for the same employee, place a check in Diff Appt to create a separate appointment number and appointment notification for the appointment in this row. If you leave this box unchecked, the multiple appointments will be combined into a single appointment number and appointment notification.
- When the employee's entire row has been fully reviewed and is correct, place a checkmark in Ready?.
11. To save and submit your changes for approval, click Save & Submit.
Only rows with the Ready? column checked will be submitted when you click Save & Submit.
12. CHRS will check the rows for errors. You will see a window indicating if there are any rows with errors and how many rows were successfully submitted. Click OK.
Next Steps
Each department/college may have a different business process, but generally you will need to notify your department/college HR analyst that there are TAE appointments for them to review as the system does NOT sent an approval notification to the Reviewer.
Need Help?
For training and how-to assistance, contact IT Training at 657-278-5647 or [email protected].
For technical assistance, contact the IT Help Desk at 657-278-7777 or [email protected].
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