Teaching Associates and Graduate Assistants

Hire TAs or GAs

Accordion
Heading Content
Perform CSU ID Search
  1. Navigate to CSU ID Search
  2. Enter any known search criteria, then click Search
    The search results display
  3. Repeat this search process using different criteria to verify whether or not the person is already in the database
    • Retrieve an existing employee ID
    • Perform search using partial names
    • Perform search using SSN
      Notes: The search is also useful if you need to see their job history. The employee will definitely show up in the CSUID Search results. Students who attended several years ago are now in PeopleSoft with empl ID's
  4. Verify whether they had a job at SJSU or retrieve their student ID. If they had a job, the Action reason on the appointment form will be HIR CON. All steps will be the same
Add New Hire to Database
  1. From the Main Menu, navigate to Workforce Administration → Personal Information → Biographical → Add a Person
    The Add a Person Page displays
  2. Person ID: Leave as New
  3. Click Add the Person
    The Biographical Details page displays
  4. Effective Date: Leave default if it is before the appointment date, or override the effective date if it is after the appointment date. Change it to the appointment date
  5. Click Add Name hyperlink
    The Edit Name page displays
  6. Enter criteria 
    Note: Use mixed case
  7. Click OK
    The Bio Details page displays again
  8. Enter criteria
  9. Click Contact Information
  10. Click Add Address Detail hyperlink
    The Address History page displays
  11. Click Add Address
    The Edit Address page displays
  12. Enter Address data 
    Note: Do not use periods when abbreviating. For example, Street = St
  13. Click OK
    The Address History page displays
  14. To enter additional addresses, click the Add [+] icon
  15. Click OK
    The Contact Information page displays
  16. Phone Type: Select the type
  17. Enter the phone number
  18. Email type: Select the type
  19. Enter the email
  20. Click Organizational Relationships
  21. Select Future Hire
  22. Click Add the Relationship
  23. Click Person of interest checkbox
    The Person of Interest Type page displays
  24. Click OK
    The Organizational Relationship page displays the employee ID
  25. Click Save
Complete the Contract Data
  1. From the Main Menu, navigate to Workforce Administration → CSU Temp Faculty → CSU Contract Data
    The CSU Contract Data search page displays
  2. Click Add a New Value tab
    The Add a New Value page displays
  3. Enter requested data
  4. Click Add
  5. Enter criteria on Contract Status/Content page
  6. Enter criteria in TF Contract Detail section
  7. Click TF Contract Total tab
    The TF Contract Total page displays
  8. Verify the data for the semester(s)
  9. Letter Code: Enter CN1 in the semester(s)
  10. Click Save
Generate and Print the Contract/Terms & Conditions
  1. From the Main Menu, navigate to SJSU Human Resources → Workforce Administration → TF Contract by Emplid
    The Find an Existing Value search page displays
  2. Click Search
    The search results display
  3. Select a Run Control ID by clicking the appropriate hyperlink
    The contract page displays
  4. Enter the data to generate the contract
  5. Click Run
    The Process Scheduler Request page displays
  6. Select the following settings:
    • Server Name: PSUNX
    • Type: Web
    • Format: PDF
  7. Click OK
    The contract page displays
  8. Click Process Monitor hyperlink
    The Process List page displays.
  9. Wait at least 15 seconds, and then click Refresh
  10. Continue waiting and then clicking the Refresh button until Run Status changes to Success and Distribution Status changes to Posted
  11. Click Details hyperlink
    The Process Detail page displays
  12. Click View Log/Trace hyperlink
    The View Log/Trace page displays
  13. Click PDF hyperlink
  14. Print the contract using the browser or Adobe Acrobat print button 
    Note: 2 pages will print for an Academic year appointment
Generate and Print the Appointment Form
  1. From the Main Menu, navigate to SJSU Human Resources → Workforce Administration → TF/TA/GA Appt-Revision Form
    The Find an Existing Value search page displays
  2. Click Search
    The search results display
  3. Select a Run Control ID by clicking the appropriate hyperlink
    The appointment form page displays
  4. Enter the data to generate and populate the appointment form
  5. Click Run
    The Process Scheduler Request page displays
  6. Select the following settings:
    • Server Name: PSUNX
    • Type: Web
    • Format: PDF
  7. Click OK
    The TF/TA/GA Appt-Revision Form page displays
  8. Click Process Monitor
    The Process List page displays
  9. Wait at least 15 seconds, and then click Refresh
  10. Continue waiting and then clicking the Refresh button until Run Status changes to Success and Distribution Status changes to Posted
  11. Click Details hyperlink
    The Process Detail page displays
  12. Click View Log/Trace hyperlink
    The View Log/Trace page displays
  13. Click the PDF hyperlink
  14. Print the contract using the browser or Adobe Acrobat print button
  15. Obtain signatures and forward to Faculty Affairs (via Dean's Office as applicable)
   

Hire a TA or GA Into a Concurrent Job 

Accordion
Heading Content
Perform a CSU ID Search
  1. From the Main Menu, navigate to CSU ID Search
  2. Enter search criteria
    The CSU ID Search displays the information for the person
  3. Write down the employee ID and the next unused record number
Complete the Contract Appointment Letter
  1. From the Main Menu, navigate to SJSU Human Resources → Workforce Administration
    The Workforce Administration page displays
  2. Click either Contract by Emplid or Contract for TA or Contract for GA
    The Find an Existing Value search page displays
  3. Click Search
    The search results display
  4. Select a Run Control ID by clicking the appropriate hyperlink
    The contract page displays
  5. Enter the data to generate the contract
  6. Click Run
    The Process Scheduler Request page displays
  7. Select the following settings:
    • Server Name: PSUNX
    • Type: Web
    • Format: PDF
  8. Click OK
    The contract page displays
  9. Click Process Monitor hyperlink
    The Process List page displays.
  10. Wait at least 15 seconds, and then click Refresh
  11. Continue waiting and then clicking the Refresh button until Run Status changes to Success and Distribution Status changes to Posted
  12. Click Details hyperlink
    The Process Detail page displays
  13. Click View Log/Trace hyperlink
    The View Log/Trace page displays
  14. Click PDF hyperlink
  15. Print the contract using the browser or Adobe Acrobat print button 
    NOTE: 2 pages will print for an Academic year appointment
Generate and Print the Contract/Terms & Conditions
  1. From the Main Menu, navigate to SJSU Human Resources → Workforce Administration
    The Workforce Administration page displays
  2. Click either Contract by Emplid or Contract for TA or Contract for GA
    The Find an Existing Value search page displays
  3. Click Search
    The search results display
  4. Select a Run Control ID by clicking the appropriate hyperlink
    The contract page displays
  5. Enter the data to generate the contract
  6. Click Run
    The Process Scheduler Request page displays
  7. Select the following settings:
    • Server Name: PSUNX
    • Type: Web
    • Format: PDF
  8. Click OK
    The contract page displays
  9. Click Process Monitor hyperlink
    The Process List page displays.
  10. Wait at least 15 seconds, and then click Refresh
  11. Continue waiting and then clicking the Refresh button until Run Status changes to Success and Distribution Status changes to Posted
  12. Click Details hyperlink
    The Process Detail page displays
  13. Click View Log/Trace hyperlink
    The View Log/Trace page displays
  14. Click PDF hyperlink
  15. Print the contract using the browser or Adobe Acrobat print button 
    NOTE: 2 pages will print for an Academic year appointment
Generate and Print the Appointment Form
  1. From the Main Menu, navigate to SJSU Human Resources → Workforce Administration → TF/TA/GA Appt-Revision Form
    The Find an Existing Value search page displays
  2. Click Search
    The search results display
  3. Select a Run Control ID by clicking the appropriate hyperlink
    The appointment form page displays
  4. Enter the data to generate and populate the appointment form
  5. Click Run
    The Process Scheduler Request page displays
  6. Select the following settings:
    • Server Name: PSUNX
    • Type: Web
    • Format: PDF
  7. Click OK
    The TF/TA/GA Appt-Revision Form page displays
  8. Click Process Monitor
    The Process List page displays
  9. Wait at least 15 seconds, and then click Refresh
  10. Continue waiting and then clicking the Refresh button until Run Status changes to Success and Distribution Status changes to Posted
  11. Click Details hyperlink
    The Process Detail page displays
  12. Click View Log/Trace hyperlink
    The View Log/Trace page displays
  13. Click the PDF hyperlink
  14. Print the contract using the browser or Adobe Acrobat print button
  15. Write in the next unused record number found in the CSUID Search in the Empl ID field
  16. Obtain signatures and forward to Faculty Affairs (via Dean's Office as applicable)
 

Rehire TAs or GAs 

Accordion
Heading Content
Complete the Contract Appointment Letter
  1. From the Main Menu, navigate to Workforce Administration → CSU Temp Faculty → CSU Contract Data
    The CSU Contract Data search page displays
  2. Click Add a New Value tab
    The Add a New Value page displays
  3. Enter requested data
  4. Click Add
  5. Enter criteria on Contract Status/Content page
  6. Enter criteria in TF Contract Detail section
  7. Click TF Contract Total tab
    The TF Contract Total page displays
  8. Verify the data for the semester(s)
  9. Letter Code: Enter CN1 in the semester(s)
  10. Click Save
Generate and Print the Contract/Terms & Conditions
  1. From the Main Menu, navigate to SJSU Human Resources → Workforce Administration
    The Workforce Administration page displays
  2. Click either Contract by Emplid or Contract for TA or Contract for GA
    The Find an Existing Value search page displays
  3. Click Search
    The search results display
  4. Select a Run Control ID by clicking the appropriate hyperlink
    The contract page displays
  5. Enter the data to generate the contract
  6. Click Run
    The Process Scheduler Request page displays
  7. Select the following settings:
    • Server Name: PSUNX
    • Type: Web
    • Format: PDF
  8. Click OK
    The contract page displays
  9. Click Process Monitor hyperlink
    The Process List page displays.
  10. Wait at least 15 seconds, and then click Refresh
  11. Continue waiting and then clicking the Refresh button until Run Status changes to Success and Distribution Status changes to Posted
  12. Click Details hyperlink
    The Process Detail page displays
  13. Click View Log/Trace hyperlink
    The View Log/Trace page displays
  14. Click PDF hyperlink
  15. Print the contract using the browser or Adobe Acrobat print button 
    Note: 2 pages will print for an Academic year appointment
Generate and Print the Appointment Form
  1. From the Main Menu, navigate to SJSU Human Resources → Workforce Administration → TF/TA/GA Appt-Revision Form
    The Find an Existing Value search page displays
  2. Click Search
    The search results display
  3. Select a Run Control ID by clicking the appropriate hyperlink
    The appointment form page displays
  4. Enter the data to generate and populate the appointment form
  5. Click Run
    The Process Scheduler Request page displays
  6. Select the following settings:
    • Server Name: PSUNX
    • Type: Web
    • Format: PDF
  7. Click OK
    The TF/TA/GA Appt-Revision Form page displays
  8. Click Process Monitor
    The Process List page displays
  9. Wait at least 15 seconds, and then click Refresh
  10. Continue waiting and then clicking the Refresh button until Run Status changes to Success and Distribution Status changes to Posted
  11. Click Details hyperlink
    The Process Detail page displays
  12. Click View Log/Trace hyperlink
    The View Log/Trace page displays
  13. Click the PDF hyperlink
  14. Print the contract using the browser or Adobe Acrobat print button
  15. Obtain signatures and forward to Faculty Affairs (via Dean's Office as applicable)
 

Revise Contracts for TAs or GAs

Accordion
Heading Content
Revise Contract—Change WTU/FTE with Same Effective Date
  1. From the Main Menu, navigate to Workforce Administration → CSU Temp Faculty → CSU Contract Data
    The CSU Contract Data search page displays
  2. Enter search criteria (such as last name, emplid)
  3. Select Correct History checkbox
  4. Click Search
    The Contract Status/Content page displays
  5. In the TF Contract Detail section, use the lookup button to select Term
  6. Enter changes
  7. Click Save
  8. Click TF Contract Total tab
  9. Verify the revised data for semester(s)
Generate and Print the Contract/Terms & Conditions
  1. From the Main Menu, navigate to SJSU Human Resources → Workforce Administration → Temp. Fac. Contract by Emplid
    The Find an Existing Value search page displays
  2. Click Search
    The search results display
  3. Select a Run Control ID by clicking the appropriate hyperlink
    The contract page displays
  4. Enter the data to generate the contract
  5. Click Run
    The Process Scheduler Request page displays
  6. Select the following settings:
    • Server Name: PSUNX
    • Type: Web
    • Format: PDF
  7. Click OK
    The contract page displays
  8. Click Process Monitor hyperlink
    The Process List page displays.
  9. Wait at least 15 seconds, and then click Refresh
  10. Continue waiting and then clicking the Refresh button until Run Status changes to Success and Distribution Status changes to Posted
  11. Click Details hyperlink
    The Process Detail page displays
  12. Click View Log/Trace hyperlink
    The View Log/Trace page displays
  13. Click PDF hyperlink
  14. Print the contract using the browser or Adobe Acrobat print button
Generate and Print the TF/GA/TA Revision Form
  1. From the Main Menu, navigate to SJSU Human Resources → Workforce Administration
  2. Click TF/TA/GA/Appt-Revision Form
    The Find an Existing Value search page displays
  3. Click Search
    The search results display
  4. Select a Run Control ID by clicking the appropriate hyperlink
    The TF/TA/GA Appt-Revision Form page displays
  5. Enter the data to generate the appointment form
  6. Click Run
    The Process Scheduler Request page displays
  7. Select settings as follows:
    • Server Name: PSUNX
    • Type: Web
    • Format: PDF
  8. Click OK
    The TF/TA/GA Appt-Revision Form page displays
  9. Click Process Monitor hyperlink
    The Process List page displays
  10. Wait at least 15 seconds, and then click Refresh
  11. Continue waiting and then clicking Refresh until Run Status changes to Success and Distribution Status changes to Posted
  12. Click Details
    The Process Detail page displays
  13. Click View Log/Trace
    The View Log/Trace page displays
  14. Click the PDF hyperlink
  15. Print the contract using the browser or Adobe Acrobat print button
Revise Contract—Change WTU/FTE with Different Effective Date
  1. From the Main Menu, navigate to Workforce Administration → CSU Temp Faculty → CSU Contract Data
    The CSU Contract Data search page displays
  2. Enter search criteria (such as last name, emplid)
  3. Click Search
    The Contract Status/Content page displays
  4. In the Contract Status/Content section, click the Add [+]button
    A new row displays
  5. Click View All hyperlink
    All rows display
  6. Enter criteria in the Contract Status/Content section
  7. Enter criteria in the TF Contract Detail section
  8. Click Save
  9. Click TF Contract Total tab
    The TF Contract Total page displays
  10. Verify the revised data for the semester
  11. Generate and print the contract/terms and conditions (as described in section above)
  12. Generate and print the TF/GA/TA revision form (as described in section above)
Revise Contract—Change Lecturer Level
  1. From the Main Menu, navigate to Workforce Administration → CSU Temp Faculty → CSU Contract Data
    The CSU Contract Data search page displays
  2. Enter search criteria (such as last name, emplid)
  3. Select Correct History checkbox
  4. Click Search
    The Contract Status/Content page displays
  5. Enter changes in the TF Contract Detail section
  6. Click Save
  7. Click TF Contract Total tab
    The TF Contract Total page displays
  8. Verify the revised data
  9. Generate and print the contract/terms and conditions (as described in section above)
  10. Generate and print the TF/GA/TA revision form (as described in section above)