Creating a TAE appointment for Teaching Associates

This article covers how authorized users can create a Temporary Academic Employment (TAE) appointment for one or more teaching associates (TAs).

1. Log in to the campus portal and click on Human Resource in the Titan Online widget.

View step-by-step instructions on accessing CHRS.

2. Use the Nav Bar to access the Menu and select CSU Temp Academic Employment. Then select CSU TAE Appointment Entry.

NavBar navigation to CSU TAE Appointment Data Entry
  1. Click on the NavBar.
  2. Select Menu.
  3. Then navigate to CSU Temp Academic Employment > CSU TAE Appointment Data Entry.

You must enter FLCMP as the Business Unit and select an EE Group.

CSU TAE Appt Data Entry search criteria
  1. REQUIRED: Enter FLCMP as the Business Unit. This is a required field, do not remove it.
    AND
  2. REQUIRED: Select 09 - TA as the EE Group.
  3. Optional: Enter the Empl ID (CHRS ID) of the specific employee you would like to view appointment information for.
  4. 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.
  5. Optional: Select a specific Term (e.g., 2237, 2243, etc.) to view existing appointments for the selected term.
  6. Optional: Select a specific Job Code to view only appointments with that job code.
  7. Optional: Adjust the Lookback Dt if you want to go back further in the history. The default date for this field is 18 months ago.
  8. Click Search when you have entered all of your criteria.

4. Use the tools below to view additional information, find specific information, or personalize your view.

Note you can also click on a column heading to sort the search results by that field.

tabs, personalization, and find
  1. Click on a tab to view additional information in the search results.
  2. Click on the view all columns tab to display all of the available information in the search results.
  3. Click Personalize to choose which columns you want to include in the search results.
  4. 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.
  5. Click the download to Excel button to export the results to Excel.
  6. Use the navigation arrows to navigate through the pages of results.

5. Have a new employee who isn't in the search results?

If yes, add the new employee

If a teaching associate is not in the search results or has never taught for your department before, use this process to add a new appointment for them.

Keep in mind that you can change the Lookback Date in the search criteria if you need to find a teaching associate who taught over 18 months ago.

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.

add new person button

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 Dean's office.

new employee row added

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.

New employee Empl ID entered
employee information
  1. Review the employee's information including the EmplID (CHRS ID), Empl Rcd (Employee Record Number), Eff Seq (Effective Sequence), and Name.
  2. 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.
employee job history

7. Review the employee's position information.

Employee Position Information

 Not sure if the position number is correct? Contact your college dean's office for assistance.

  1. 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.
  2. Verify the Job Code for the employee. If the employee is new to the job code, then, refer to the Add New Person instructions.
    • 2309, 2324, 2353, 2354, 2453 are valid job codes for TA appointments
  3. 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.

appointment details
  1. Verify the base rate for the employee and update if needed.
  2. 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.
  3. The Session will usually default to 1, but you can type in a session number or use the magnifying glass to look up a session. Leave blank for monthly appointments.
  4. Enter the Appointment Type for the employee's new appointment or use the magnifying glass to look up available appointment types.
  5. 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
  6. If Applicable: Use the Adjust drop-down menu to select an adjustment for the employee's appointment.
  7. The Effective Date will show the effective date of the employee's new appointment. This is typically tied to the Term/Session that you selected and you can not edit it.
  8. The End Date will show the end date of the employee's new appointment. This is typically tied to the Term/Session that you selected and you can not edit it.
  9. The Multi Term Date will show the same end date as the End Date field for teaching associate appointments.

9. Use the FTE (Full Time Equivalent) lookup or the WTU (Weighted Teaching Units) lookup to select the appropriate values for the employee.

Depending on the information you have been provided, you can use either WTU or FTE. WTUs and FTEs are linked, so selecting the appropriate WTUs will load the appropriate FTE and selecting the appropriate FTE will load the appropriate WTUs.

You can only enter valid pay decimals according to PIMS for both WTU and FTE. You can use the magnifying glass to look up valid values if you get an error.

FTE WTU
  1. Enter the FTE for the employee's new appointment by typing in the number or using the magnifying glass to look up an appropriate FTE.
  2. Or enter the WTUs for the employee's new appointment by typing in the number or using the magnifying glass to look up an appropriate WTUs.
  3. Actual Compensation Rate will populate for all appointment types.
  4. Term Rate will only populate for AY job codes.

9.1. If you get an error when entering a WTU or FTE, click OK.

error with WTU or FTE

9.2. Then click the magnifying glass next to the field in red (either WTU or FTE).

FTE field with error

9.3. First, use the drop-down menu next to Pay Decimal (or Total WTU for WTU) to change the operator to >=. Then click Look Up. Select the closest Pay Decimal (or Total WTU) from the search results.

This search will show you all of the Pay Decimals (or Total WTUs) that are greater than or equal to the FTE (or Total WTU) that you entered, which will allow you to pick a valid value that is close to the FTE/WTU that you entered.

look up valid FTE
  1. Use the drop-down menu next to Pay Decimal (or Total WTU for WTU) to change the operator to >= (greater than or equal to).
  2. Then click Look Up.
  3. Select the appropriate Pay Decimal or Total WTU from the search results.

9.4. The FTE and WTU fields will update to match your selection.

updated WTU and FTE

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.

rehired annuitant, Ready
  1. Typically the Rehired Annuitant column will not be applicable to teaching associates.
  2. 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.
  3. When the employee's entire row has been fully reviewed and is correct, place a checkmark in Ready?.

11. To save your changes but NOT submit them for approval, click Save for later. To save and submit your changes for approval, click Save & Submit.

Only rows with the Ready? column checked will be submitted if you click Save & Submit.

save for later and save and submit
  1. Click Save for later to save your changes without submitting the appointment for approval.
  2. Click Save & Submit to save your changes AND submit the appointment for approval.

12. CHRS will check the rows for errors when you save & submit. You will see a window indicating if there are any rows with errors and how many rows were successfully submitted. Click OK.

Note that you will not see any pop-up messages when you choose Save for later. You will see a processing icon at the top right of the screen; once the icon disappears, your changes have been saved.

confirmation of rows submitted

Next Steps

The department or college HR analyst will need to review and approve the appointment.

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].

0 Comments

Add your comment

This site is protected by reCAPTCHA and the Google Privacy Policy and Terms of Service apply.