Checking the Status of a TAE Appointment and Faculty Appointment Notices

This article covers how authorized users can view the status of a Temporary Academic Employment (TAE) appointment or a Faculty Additional Employment (FAE) appointment and determine if a faculty has received and acknowledged their appointment notice.

Remember you are only searching appointments that have been submitted by the Originator. You will not see appointments that have only been saved.

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.

What do you want to view?

Transaction Status: Where is the appointment currently in the workflow (Approval Step/Level)?

CSU TAE Transaction Status is the easiest method of determining the approval status of an appointment.

Note that Transaction Status does not display processed appointments.

1. Use the Nav Bar to access the Menu and select CSU Temp Academic Employment. Then select CSU TAE Approval Workflow and choose CSU TAE Transaction Status.

NavBar navigation to CSU TAE Transaction Status
  1. Click on the NavBar.
  2. Select Menu.
  3. Then navigate to CSU Temp Academic Employment > CSU TAE Approval Workflow > CSU TAE Transaction Status.

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

Currently when you look up available Dept IDs, you will see ALL department IDs that have submitted TAE appointments in CHRS. However, you will only be able to view appointments for the Dept IDs that you have access to.

CSU TAE Transaction Status search criteria
  1. REQUIRED: Enter FLCMP as the Business Unit..
  2. 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.
  3. Optional: Enter a specific Dept ID to see only appointments for a specific department. If you leave this field blank, you will see appointments in all department IDs that you have access to view.
  4. Optional: Select a specific Job Code to view only appointments with that job code.
  5. Optional: Select a specific Position Number to view only appointments with that position number.
  6. Optional: Select a specific Approval Status to view only appointments with that approval status.
  7. Optional: Select a specific Approval Level to view only appointments at that approval level.
  8. Optional: Select a specific Term to view only appointments for the selected term.
  9. Optional: Select a specific Session Code to view only appointments for the selected Session.
  10. Optional: Select an Approver ID to view only appointments associated with that Approver.
  11. Optional: Select an Empl ID (CHRS ID) to view only appointments for a specific employee.
  12. Optional: Select a Submitted ID (CHRS ID) to view only appointments submitted by a specific Originator.
  13. Optional: Select a Look Back Date to view appointments submitted in the long past.
  14. Optional: Select an Appointment number to view a specific appointment.
  15. Click Search when you have entered all of your criteria.

3. Click on the Approval tab.

Approval tab

4. View the Step/Level to see at which step in the approval workflow the appointment is. You will also see any Comments or Reasons that have been entered for the appointment as well as the last person to approve the appointment and the date they approved it.

Keep in mind that "Last Approval By" doesn't mean that the approver has approved the appointment. This just means the last person to touch the appointment. In the example below, the second row shows that the appointment was sent back to the Originator with a revision.

View TAE EE Groups and Workflows for the worfklow steps for each appointment type.

Step/Level, Comments, Reasons, Last Approved
  1. View the Step/Level to see at which step in the approval workflow the appointment is.
  2. Review any Comments that have been added to the appointment.
  3. Review any Reasons (typically requested revisions) that have been added to the appointment.
  4. Last Approval By and Last Approval Date will show the last person who reviewed or approved this appointment and the date they reviewed or approved it (if applicable).
One or more appointments submitted by a specific user

CSU TAE Transaction Status allows you to see the user ID (50+CWID) of the person who created each appointment. In a future release, the user's name will also appear.

1. Use the Nav Bar to access the Menu and select CSU Temp Academic Employment. Then select CSU TAE Approval Workflow and choose CSU TAE Transaction Status.

NavBar navigation to CSU TAE Transaction Status
  1. Click on the NavBar.
  2. Select Menu.
  3. Then navigate to CSU Temp Academic Employment > CSU TAE Approval Workflow > CSU TAE Transaction Status.

2. Enter search criteria to look up appointments. 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 when you look up available Dept IDs, you will see ALL department IDs that have submitted TAE appointments in CHRS. However, you will only be able to view appointments for the Dept IDs that you have access to.

CSU TAE Transaction Status search criteria
  1. REQUIRED: Enter FLCMP as the Business Unit..
  2. 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.
  3. Optional: Enter a specific Dept ID to see only appointments for a specific department. If you leave this field blank, you will see appointments in all department IDs that you have access to view.
  4. Optional: Select a specific Job Code to view only appointments with that job code.
  5. Optional: Select a specific Position Number to view only appointments with that position number.
  6. Optional: Select a specific Approval Status to view only appointments with that approval status.
  7. Optional: Select a specific Approval Level to view only appointments at that approval level.
  8. Optional: Select a specific Term to view only appointments for the selected term.
  9. Optional: Select a specific Session Code to view only appointments for the selected Session.
  10. Optional: Select an Approver ID to view only appointments associated with that Approver.
  11. Optional: Select an Empl ID (CHRS ID) to view only appointments for a specific employee.
  12. Optional: Select a Submitted ID (CHRS ID) to view only appointments submitted by a specific Originator.
  13. Optional: Select a Look Back Date to view appointments submitted in the long past.
  14. Optional: Select an Appointment number to view a specific appointment.
  15. Click Search when you have entered all of your criteria.

3. Click on Appt Log.

Appt Log tab

4. The Last Submitted User ID will have the name of the person who created/submitted the appointment.

Last Submitted
When a faculty received their appointment notice and if the notice has been acknowledged

What method would you like to use?

The TAE Notification Summary is specifically designed to show appointment notice information and faculty acknowledgment. However, if you are already looking up appointments on the CSU TAE Transaction Status screen, you can easily access the information there.

TAE Notification Summary
1. Use the Nav Bar to access the Menu and select CSU Temp Academic Employment. Then select CSU TAE Reports and choose CSU TAE Notification Summary.
NavBar navigation to CSU TAE Notification Summary
  1. Click on the NavBar.
  2. Select Menu.
  3. Then navigate to CSU Temp Academic Employment > CSU TAE Reports > CSU TAE Notification Summary.
2. You will automatically see all of the appointment notifications that you have authorization to view. Use the filters to narrow down the search results. You can see the notification date and faculty acknowledgment information in the table.
CSU TAE Notification Summary
  1. Use the filters above the list of notifications to narrow down your results by date, faculty acknowledgment, term, or Empl ID (CHRS ID).
  2. Notification Date will show the date that the appointment notification was sent to the faculty.
  3. Acknowledged by Employee will show if the appointment notification has been acknowledged by the faculty. If this is blank, the appointment has NOT been acknowledged.
  4. Acknowledgment Date will show the date that the appointment notification was acknowledged by the faculty. If this field is blank, the appointment has NOT been acknowledged.
  5. Days since Notification will show how many days have elapsed since the appointment notification was sent to the faculty.
CSU TAE Transaction Status
1. Use the Nav Bar to access the Menu and select CSU Temp Academic Employment. Then select CSU TAE Approval Workflow and choose CSU TAE Transaction Status.
NavBar navigation to CSU TAE Transaction Status
  1. Click on the NavBar.
  2. Select Menu.
  3. Then navigate to CSU Temp Academic Employment > CSU TAE Approval Workflow > CSU TAE Transaction Status.
2. Enter search criteria to look up appointments. 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 when you look up available Dept IDs, you will see ALL department IDs that have submitted TAE appointments in CHRS. However, you will only be able to view appointments for the Dept IDs that you have access to.

CSU TAE Transaction Status search criteria
  1. REQUIRED: Enter FLCMP as the Business Unit..
  2. 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.
  3. Optional: Enter a specific Dept ID to see only appointments for a specific department. If you leave this field blank, you will see appointments in all department IDs that you have access to view.
  4. Optional: Select a specific Job Code to view only appointments with that job code.
  5. Optional: Select a specific Position Number to view only appointments with that position number.
  6. Optional: Select a specific Approval Status to view only appointments with that approval status.
  7. Optional: Select a specific Approval Level to view only appointments at that approval level.
  8. Optional: Select a specific Term to view only appointments for the selected term.
  9. Optional: Select a specific Session Code to view only appointments for the selected Session.
  10. Optional: Select an Approver ID to view only appointments associated with that Approver.
  11. Optional: Select an Empl ID (CHRS ID) to view only appointments for a specific employee.
  12. Optional: Select a Submitted ID (CHRS ID) to view only appointments submitted by a specific Originator.
  13. Optional: Select a Look Back Date to view appointments submitted in the long past.
  14. Optional: Select an Appointment number to view a specific appointment.
  15. Click Search when you have entered all of your criteria.
3. Click on the Notification tab.
Notification tab
4. On the far right of the table, you will see the date when the appointment notification was sent, if the appointment notification has been acknowledged by the faculty, and the date the faculty acknowledged the appointment notification.
EE Notif Date, Acknowledged?, Acknowledged Date
  1. EE Notif Date will show the date that the appointment notification was sent to the faculty. If this field is blank, the appointment notification has NOT been sent.
  2. Acknowledged? will show if the appointment notification has been acknowledged by the faculty. If this is unchecked, the appointment has NOT been acknowledged.
  3. Acknowledged Date will show the date that the appointment notification was acknowledged by the faculty. If this field is blank, the appointment has NOT been acknowledged.
Appt Status Report: Has Payroll processed the appointment?

The CSU Appt Status Report allows you to download the appointment information and Payroll status of all appointments in your department/college. It is similar to the Temp Faculty Payroll Report from the previous CMS HR system, but includes a status if Payroll has loaded or not loaded the appointment.

1. Use the Nav Bar to access the Menu and select CSU Temp Academic Employment. Then select CSU TAE Reports and choose CSU Appt Status Report.

NavBar navigation to CSU TAE Appt Status Report
  1. Click on the NavBar.
  2. Select Menu.
  3. Then navigate to CSU Temp Academic Employment > CSU TAE Reports > CSU Appt Status Report.

2. If you have run this report before, click Search to find your existing Run Control ID. If you have NOT run this report before, click Add a New Value to create a Run Control ID.

Add New Value OR Search for existing
2.1. ADDING A NEW VALUE: Enter a name for your Run Control ID such as TAE_Appt_Status. Then click Add.

Remember that Run Control IDs can NOT have any spaces in the name, but you can use dashes or underscores if you wish.

Acceptable name variations:

  • TAEApptStatus
  • TAE_Appt_Status
  • TAE-Appt-Status
add new run control ID
  1. Enter a name for your Run Control ID such as TAE_Appt_Status.
  2. Then click Add.
2.2. FINDING AN EXISTING VALUE: Select your Run Control ID from the list of search results.

If you have only created one Run Control ID in CHRS, you may be taken directly to the report parameters page.

select existing run control id

3. Enter FLCMP as the Business Unit. Then add additional criteria for your report as needed.

If you do not put any criteria other than the Business Unit, you will see data for ALL appointments in the departments/colleges that you have access to for ALL terms in CHRS.

As we continue to use CHRS, this will ultimately mean you are requesting years' worth of appointments and can potentially return thousands of results. The report will run, but will likely take a while to complete.

It's highly recommended that you narrow your results by Term to avoid overloading the system.

CSU TAE Appt Stat Report parameters
  1. REQUIRED: Enter FLCMP as the Business Unit.
  2. Optional: Type the name of a college to view appointments in all departments in the college to which you have access. This will override any department ID you put in the Department field.
  3. Optional: Enter a specific department ID to view only appointments in that department.
  4. Optional: Enter a specific EE Group to view only appointments with that type (e.g., Lecturers, TA, GA).
  5. Optional: Enter a specific Term to view only appointments for that term.
  6. Optional: Enter a specific Session Code to view only appointments for that Session.
  7. Optional: Enter dates in the From Date and To date fields to view all appointments created during a particular date range.
  8. Optional: Enter a specific Union Code to view all appointments that fall under that Union.
  9. Optional: Select the appointment status(es) that you want included on the report. Note: Transaction Initiated and Pending Approval are effectively the same status as appointments are considered "transaction initiated" when they are submitted for approval.
  10. REQUIRED: Enter a specific job code to view appointments with that job code.
  11. Optional: Click the plus sign button to add additional rows so you can add additional job codes to the report.

4. Click Run when you have entered all of your criteria.

run report

5. Ensure that the Type is set to Web and the Format is set to PDF. Then click OK.

process scheduler request page

6. A Process Instance number will show up under the Run button confirming that your request was submitted. Click Report Manager.

Report manager link
  1. The Process Instance number appears under the Run button; this confirms that your request was submitted.
  2. Click Report Manager.

7. Click on the Administration tab.

Administration tab

8. You will see your request in the Report List and the Status will show that status of your request. Click Refresh to update the status.

Note that it may take a few minutes for your report to show up in the Report List. Click Refresh to update the page and your report should appear.

report is still processing
report is ready

10. Depending on your web browser settings, the report may open in a new window or tab. The Appt Status column will indicate if the appointment has been loaded to job data (processed by Payroll). Click on the printer button to print the report or click on the file download button to download the PDF to your computer.

Some browsers may only download the report. Check your Downloads folder for a copy of the report.

TAE Processing Status Report PDF
  1. The Appt Status column will indicate whether the appointment has been Loaded to Job (processed by Payroll) or Not loaded to Job (not processed by Payroll).
  2. Click on the printer button to print the report.
  3. Click on the file download button to download the report to your computer.

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].

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