Teaching Associates and Graduate Assistants

Hire TAs or GAs

• 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 Services (via Dean's Office as applicable)

Hire a TA or GA Into a Concurrent Job 

Rehire TAs or GAs 

• 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 Services (via Dean's Office as applicable)

Revise Contracts for TAs or GAs

• 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)