Creating a TAE appointment for Coaches

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

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 04 - Coaches 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 are not able to find the faculty in the search results. 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 download the results.

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 Find to search for a specific employee in the search results. This will bring the specific employee up to the top of your search results.
  4. Click the download to Excel button to export the results to Excel.
  5. 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 faculty is not in the search results or has never taught 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.

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 ID) 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. You will also see any in-progress TAE appointments.
employee job history, staging data, term workload
  1. Job History: Shows the employee's active and inactive appointments currently in Job Data for all campuses they are or have been employed for. 
  2. 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.
  3. Term Workload: Provides information regarding the employee's current or previous assignments. Term Workload is only available for select EE Groups. For those groups, it is not necessary to wait until the Term Workload is populated before entering the appointment information. Also note that this Term Workload is not tied to Campus Solutions.
  4. Click Return when you are finished reviewing the information.

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.
    • 2376, 2379, 2382, and 2383 are valid job codes for Coach 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 Appointment Type for the employee's new appointment or use the magnifying glass to look up available appointment types.
    • 002: 12 Month (12 Month Appointments)
    • 012: 10 Month (10 Month Appointments)
  3. 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. No Change and Short Work Break applies to individuals in an entitlement. It does not apply to semester appointment types. Add the entitlement unit first, and then the Return Date under the Addl Data tab.
  4. If Applicable: Check the Revision checkbox if this appointment is a true revision of a previous appointment (appointment letter has been sent to faculty or the appointment has been processed by Payroll) for this same term.
  5. 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.
  6. 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. Use the FTE (Full Time Equivalent) lookup to select the appropriate values for the employee. If applicable, select the Months Off for the employee.

Depending on the information you have been provided, you can use the FTE lookup to search for FTE or WTU (Weighted Teaching Units) values.

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

WTU FTE Entitlement
  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. You can also search for the FTE associated with a WTU value.
  2. Actual Compensation Rate will update based on the selected FTE.
  3. REQUIRED: For 10 Month Appointments, select the two months that the employee will not be working.

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

error with WTU or FTE

9.2. Then click the magnifying glass next to the FTE field.

WTU field with error

9.3. First, use the drop-down menu next to Pay Decimal to change the operator to >=. Then click Look Up. Select the closest Pay Decimal 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 FTW/WTU that you entered.

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

9.4. The FTE field 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.

unconditional, rehired annuitant, ready
  1. If the employee is a rehired annuitant, place a checkmark in REH Annuit.
  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 and submit your changes for approval, click Save & Submit.

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

save and 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.

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 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].