TAE Reviewer: Approving, Deleting, or Pushing Back TAE appointments
This article covers how authorized TAE Reviewers can approve, delete, or push back a Temporary Academic Employment (TAE) appointment.
1. Log in to the campus portal and click Employee Homepage in the Titan Online widget.
2. Click on the CSU TAE Approval Chart.
Alternatively, you can navigate using the Nav Bar to: CSU Temp Academic Employment > CSU TAE Approval Workflow > CSU TAE My Approval page.
You will see the number and type of TAE appointments awaiting your approval.
3. A list of the TAE appointments to be approved appears. Click Go to My Approval Page.
4. The CSU My Approval page opens in a new tab. Enter search criteria to look up one or more appointments to review. 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.
Currently you are unable to view appointments for brand new faculty (Person of Interest/POI employee type) by entering their Empl ID. However, if you search by department, the appointments will appear.
- REQUIRED: Enter FLCMP as the Business Unit. This is a required field, do not remove it.
- REQUIRED: Type in the EE Group or use the magnifying glass to look up an EE group to narrow the results to a particular appointment type.
- Optional: Enter the Empl ID (CHRS ID) of the specific faculty whose appointment you want to review/approve.
- Optional: Enter a specific Dept ID to see only appointments for a specific department. If you leave this field blank, you will see faculty in all department IDs that you have access to view.
- Optional: Select a specific Term (e.g., 2237, 2243, etc.) to view only appointments for the selected term.
- Optional: Select a specific Job Code to view only appointments with that job code.
- Optional: Select a specific Approval Level to view only appointments at that approval level.
- Click Search when you have entered all of your criteria.
5. 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 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.
6. Review the employee's information and then click on the Empl Stat hyperlink to review the employee's job history, including any in-progress TAE appointments.
- 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. You will also see any in-progress TAE appointments.
6.1. You will see the employee's entire job history at CSUF, positions at other CSU campuses, as applicable, any in-progress TAE appointments for the employee, and term workload. Click Return when you are finished reviewing the information.
- Job History: Shows the employee's active and inactive appointments currently in Job Data for all campuses they are or have been employed for.
- Staging Data: Shows any TAE appointments that have been "saved for later" or are pending approval on the My Approvals page (see the Action Performed column for the current status of the appointment). When adding a new person, this assists in confirming the correct Empl Record number is being used.
- Term Workload: Provides information regarding the employee's current or previous assignments.
- Entering a value in the Term field for AY Job Codes will update the Term Workload to show assignments for that term. NOTE: This is not available for all EE Groups.
- You can also use the Previous Term/Next Term buttons to navigate to the Term Workload information for a different term.
- Click Return when you are finished reviewing the information.
7. Review the employee's position information.
- Verify that the Position Number is correct for the employee.
- Verify the Job Code for the employee.
- Verify the Salary Grade for the employee.
- Verify the Base Rate for the employee.
- Verify the department is correct for the employee's appointment.
8. For Unit 11 appointments (e.g., TA, GA, ISA), click on the Duties tab.
8.1. Verify the additional fields on the Duties tab are correct.
9. Click Addl Data to review the action codes.
10. Check the New Action and New Action Reason fields and adjust if they are incorrect for the employee.
Review the Action Reason Summary document on the Academic HR Resources page for more details about which New Action and New Action Reason would be appropriate.
In the example above, the REH/REH action/reason is appropriate for the employee in row 1 as their Empl Stat is Terminated. However, the DTA/APT action/reason is appropriate for the employee in row 2 as they are an active employee with no break in service between appointments.
11. To approve, delete, or push back one or more appointments, click on the Approval tab above the search results.
What do you want to do?
1. To approve an appointment, place a checkmark in the Approve? column. Optional: add Comments and review other fields on the Approval tab.
- Place a checkmark in the Approved? column to mark this appointment as approved.
- Appt Nbr = An internal number that is related to the TAE approval workflow.
- Step/Level = The current step number in the workflow.
- Comments are optional for approvals, but you can enter one if you wish.
- Last Approved By and Last Approval Date will show the Empl ID (CHRS ID) of the last person who approved this appointment and the date they approved it (if applicable).
2. Click Save & Submit to send all of the appointments marked as Approved to the next step in the approval workflow.
You do not need to approve all appointments at once.
3. You will see a window indicating if there are any rows with errors and how many rows were successfully saved or submitted without errors. Click OK.
Next Steps
Each department/college may have a different business process, but generally you will need to notify the appropriate MPP/Administrator that there are TAE appointments for them to review.
Remember that some EE Groups may have a different approval workflow, so the step after your review may not be the MPP Approval.
You can delete an appointment as long as the appointment notice has not been sent to the employee and the appointment has not been processed by Payroll.
1. Locate the appointment you want to delete and place a checkmark in the Delete? column.
2. Enter the reason for deleting the appointment. Copy and paste the reason in the Comments box.
- Enter why you are deleting the appointment in the Reason field.
- Then copy and paste the reason into the Comments box.
3. Click Save & Submit to submit the appointment for deletion.
4. You will see a window indicating if there are any rows with errors and how many rows were successfully submitted without errors. Click OK.
Next Steps
The appointment will be deleted by the system.
If a revision needs to be made to the appointment, use the Push Back feature to send the appointment back to the Appointment Data Entry user, which can be a department user or yourself.
1. Use the magnifying glass in the Pushback? column to look up valid values.
2. Select Appt Data Entry.
You will only see steps in the workflow that come before you. Typically, you will push back appointments to the 0 - Appt Data Entry, which is the person who created the appointment, as they are able to make revisions. However, you can also revise the appointment yourself after sending it back to the Appt Data Entry step.
Review TAE EE Groups and Workflows to see who is at each step in the workflow for each EE group.
3. Enter a Reason the appointment is being pushed back. Copy and paste the reason in the Comments box.
Generally this will be the revisions that you would like the Appt Data Entry user to make to the appointment.
- Enter why you are sending the appointment back in the Reason field.
- Then copy and paste the reason into the Comments box.
4. Click Save & Submit to send the appointment back to the Appt Data Entry user.
Keep in mind that when you Save & Submit, any appointments marked as Approved will also be submitted!
5. You will see a window indicating if there are any rows with errors and how many rows were successfully submitted without errors. Click OK.
Next Steps
The Appt Data Entry user will need to revise the appointment and re-submit it. This could be the department TAE Data Entry person or you can revise it yourself.
Each department/college may have a different business process, but generally you will need to notify the Appt Data Entry user that there are TAE appointments for them to revise.
Next Steps
Approved appointments will move on to the next step in the approval workflow for approval, typically the MPP Approval is the next step.
Deleted appointments will be deleted by the system.
Pushed Back appointments will need to be revised and re-submitted by the TAE Data Entry user.
Need Help?
For specific questions about TAE appointments and processes, contact Academic HR at [email protected].
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].