Creating a TAE appointment for Full-Time Temporary Lecturers

This article covers how authorized users can create a Temporary Academic Employment (TAE) appointment for one or more full-time temporary lecturers (full year appointment with 30 units entitlement).

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 01 - Lecturers 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.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.
  4. You can also use the Previous Term/Next Term buttons to navigate to the Term Workload information for a different term.
  5. 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.
    • 2358 and 2359 are valid job codes for Lecturer 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 for the fall semester 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.
  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.
  4. Enter the Appointment Type for the employee's new appointment or use the magnifying glass to look up available appointment types. Valid appointment types for full-time, full year appointments are 003, 014, 015, 016.
  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. 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.
  6. 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.
  7. If Applicable: Use the Adjust drop-down menu to select an adjustment for the employee's appointment.
  8. 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.
  9. 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.
  10. The Multi Term Date will show the end date of the employee's multi-term appointment if they have an existing multi-year appointment or if you are creating a new multi-year appointment. If not, this will show the same end date as the End Date field.

9. Enter 15 for the WTU and 1.0 for the FTE. Then enter 30 for the Entitlements.

WTU FTE Entitlement
  1. Enter 15 for the WTU for this full year, full-time appointment.
  2. The FTE should automatically change to 1.0 once you enter the WTU.
  3. Enter 30 for the Entitlements for the employee to indicate the number of WTUs that they are entitled to for the academic year if work is available. Applicable to Appt Types: 003, 014, 015, 016.
  4. Actual Compensation Rate will populate for all appointment types.
  5. Term Rate will only populate for AY job codes.

10. Place a checkmark in Unconditional. Then place a checkmark in Ready? when you have fully reviewed the employee's fall 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. Place a checkmark in Unconditional to mark that the employee is in a full year, full-time appointment.
  2. When the employee's entire row has been fully reviewed and is correct, place a checkmark in Ready?.

11. Click on the plus sign button to add the spring appointment row for this employee.

add a new row

12. First, check the Effective Sequence. The fall appointment should be 0 and the spring appointment should be 1.

check effective sequence

13. Enter the appointment details for the spring semester as applicable.

spring semester appointment details
  1. 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.
  2. 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.
  3. Enter the Appointment Type for the employee's new appointment or use the magnifying glass to look up available appointment types. Valid appointment types for full-time, full year appointments are 003, 014, 015, 016.
  4. 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.
  5. 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.
  6. The Multi Term Date will show the end date of the employee's multi-term appointment if they have an existing multi-year appointment or if you are creating a new multi-year appointment. If not, this will show the same end date as the End Date field.

14. Verify the WTU, FTE, and Entitlement fields are correct. Then place a checkmark in the Unconditional column and in the Ready? column.

verify and complete

15. To save and submit both appointment rows for approval, click Save & Submit.

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

save and submit

16. 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.

Remember you are submitting two rows at the same time, so you should see 2 rows were successfully submitted.

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].