JEMS Hire - Teaching Assistant & Research Assistant Appointments
Process to enter appointments for Teaching Assistants and Research Assistants
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Procedure At–a–Glance
Category: Teaching Assistant and Research Assistant appointments.Audience: Department and Division staff who enter appointments.
Overarching Process: Hiring into Teaching Assistant and Research Assistant appointments
Navigation:
Jump to Procedure Steps (below)
Jump to Related Policies/Job Aids (below)
General Description:
This Knowledge Base (KB) document provides instructions to complete hiring transactions for Teaching Assistant (TA) and Research Assistant (RA) appointments. It is recommended to review the KB JEMS Hire - Introduction to System first.
Procedure Steps
To perform this procedure, follow these steps:
From the Main Menu screen, click the Hire/Transfer button to begin the hiring transaction for TA and RA appointments. If the button is 'grayed' out, it is not navigable (access is based on security role).
Find/Add Hire Tab
The first screen that will appear is the Find/Add Hire Tab. Use the steps below to complete this tab.
- Fill in one or more of the fields (Empl ID, Name, SSN#) in the top search section.
- Click the Search button to search the system (searching in JEMS uses information from two sources: HRS and IADS).
- Check the Select box next to the person you would like to use (Review HRS - UW Multiple Jobs Summary to select correct person: KB 29424).
- Select the "Recruitment Type", No associated PVL/Waiver
- Click Add Hire button.
- Complete each of the tabs by updating or adding information to each of the tabs as described below.
Person Information Tab
| FIELD | DESCRIPTION / INSTRUCTIONS |
|---|---|
| Empl ID | The Empl ID will automatically populate if there is a person found (HRS, IADS). Review UW Multiple Jobs Summary in HRS to select the correct hiring action in a later step. |
| Person Effective Date* | This date must be before or equal to the hire date of the first job |
| Waived Person | Not Applicable |
| Name, First, Middle, Last & Suffix* | Enter the legal name of hire |
| Date of Birth* | Enter the date of birth mm/dd/yyyy |
| Gender* | Select the gender option |
| Ethnic Group | Select the ethnic group (optional) |
| National ID/Social Security Number (SSN) | Enter the social security number. Leave blank if you do not have the SSN#; this will add the record to the WED in HRS. For more information regarding this, see HRS KB 16907 or 33384 |
| Foreign National |
If person is a foreign national, check the “Foreign National” box. This will populate the HRS visa page and prompt the creation of a Glacier account. Foreign nationals on UW payroll must have a Glacier account and enter their immigration information. A higher tax rate will be applied if the relevant information is not added to HRS, and the Glacier account completed by the employee. For more information on this, see KB 16745. |
| Foreign National Working Outside of United States (US) | Click this box ONLY if all four conditions are met: 1) Certain the individual will not pass the IRS Substantial Presence Test in the calendar years involved, 2) Individuals will remain outside the U.S. throughout the time the checkbox is selected in HRS, 3) Individual has provided a Foreign Source Income Statement to hiring department and UW Glacier account administrator, and 4) Individual has provided an updated UW W-4 indicating their work location outside the U.S. |
Person Contact Information
| FIELD | DESCRIPTION / INSTRUCTIONS |
|---|---|
| Release Home Information | Defaults to NO (unless the employee specifically requests otherwise) |
| Home & Office Addresses | Click the Edit/View Address Detail button to add/edit the home/office address |
| Phone Information | Enter the person's home/office phone number if available (if more than one, check office as preferred) |
| Home email address | Enter the Home email address (NOT the office email) of the employee if available |
Add/Modify Addresses
Add both Home and Office address, then click the Save/Close button.
Position Information
| FIELD | DESCRIPTION / INSTRUCTIONS |
|---|---|
| Job Code | To hire a Teaching Assistant appointment, select the TA button at the top of the screen. Then select the appropriate job code from the drop-down menu.
|
| Year | Select the appropriate year and session. By clicking on the magnifying glass a popup window will appear. Below are definitions for the session codes. Highlight the row you would like and click ok. The session code and begin/end dates will automatically populate.
|
| FIELD | RESEARCH ASSISTANT (RA) DESCRIPTION / INSTRUCTIONS |
|---|---|
| Job Code | To hire a Research Assistant appointment, select the RA button at the top of the screen. The Job Code SA009 will display as the is the only option. |
| Pay Basis | Select the appropriate pay basis using the drop down button. Refer to HRS KB 29426 for definitions of the different pay basis options. |
| Year | If annual pay basis is selected, the appointment begin date is required for the system to provide the appropriate comprate. The year and session code fields are not navigable. For all other pay basis options, select the appropriate year. This will automatically populate the session code and begin/end dates.
|
| Get Comprate | Click the Get Comprate button to have the program locate the appropriate comprate based on the appointment dates entered. This amount will populate the minimum rate. |
| FIELD | DESCRIPTION / INSTRUCTIONS |
|---|---|
| Position Effective Date* | Start date of the job |
| Position Number | Number is automatically generated when the transaction is successfully 'pushed' into HRS |
| Department * | Appointing Department (UDDS). Must be a valid UDDS |
| Empl Class* | The employment type will automatically populate if the TA/RA wizard is used.
|
| Job Code* | Title Code (Select from drop down list, this will automatically populate if the TA/RA wizard is used) |
| FTE* | Enter the appropriate FTE value (e.g., .333) |
| HR Dept Location* | The building location of the appointing department HR office. This is where the paper yellow leave statements are sent |
| Back-Up for Limited Appointee | Not applicable |
| Reports To* | Enter the supervisor's Empl ID. Click on the magnifying glass to select the correct Job/Position Number of the supervisor. |
| FLSA Status | Select exempt or non-exempt |
| Continuity* | 02A = Fixed Term for less than one semester - 6 months 02B = Fixed Term for a period greater than or equal to 1 semester or 6 months but less than one academic year or 12 months 02C = Fixed Term for a period greater or equal to one academic year or 12 months |
| Job Security | This field is used only for Fixed Term Renewable Academic Staff appointment with job security |
| Guaranteed Length | This field is used only for Fixed Term Renewable Academic Staff appointment with Job Security |
Job Tab
| FIELD | DESCRIPTION / INSTRUCTIONS |
|---|---|
| Hire Type* | Hire = The person does not have an active appointment, or this job will be a concurrent position Transfer = When an employee leaves one job to take a different job but there is no break in service or ending of an employment status. |
| Empl Rcd# | If this is a new or concurrent appointment, leave blank. The Empl Record will be automatically generated when the appointment is successfully 'pushed' into HRS Selection is required when hire type is transfer. |
| Action | Defaults to "Hire". No entry is needed. |
| Action Reason | Select "Original/New Hire". |
| Effective Date* | Start Date of the Job. |
| Business Title | Enter the business title of the position (if applicable). This field will automatically populate if wizard is used. |
| Expected Job End Date | This field will automatically populate with the Semester or Academic Year End Date if the Wizard is used. Enter or update the data as appropriate. |
| Criminal Background Check (CBC Date) | Enter the date the Criminal Background Check is completed. Refer to the OHR HR policies for information regarding the Criminal Background Check |
| Position of Trust | Enter Value that is appropriate for the position. Refer to the OHR HR policies for information regarding the Criminal Background Check |
| Probation Type | Leave blank for the Empl Class |
| Probation End Date | Not required |
| Seasonal Status | Not required |
| Additional Pay / Lump Sum | Not required |
| Pay Basis* | Automatically populated if the Wizard was used. Enter or update the data as appropriate. |
| Comp Rate* | Automatically populated if the Wizard was used. If the Wizard was not used, enter the appropriate data. |
Benefits
Note: Information on this tab is not required for TA/RA appointments
HR Contact
To add a contact, click the Add Contact button to open up the entry fields in the bottom portion of the screen
| FIELD | DESCRIPTION / INSTRUCTIONS |
|---|---|
|
Contact Type |
Select Contact type:
Primary Contact: The primary person to be contacted regarding the appointment is required
Funding Contact: The person who enters the funding information to be contacted when the appointment is successfully entered in HRS
Additional Contact: Name of a secondary contact (optional)
|
| Last and First Name* |
Click the Get My Contact Data if you are the selected contact. Your name and contact information should autofill. If you are not the select contact, enter the contact's first and last name. The Search Address Listings button will search for the first and last name in the directory and automatically populate Phone and Email Address if a match is found and selected. |
| Phone Number* | Enter the phone# for the contact, e,g., 608-263-2511 |
| Email Address* | Enter the contact email address (email is required for the primary contact) |
Comments Tab
This tab is for comments associated with the individual position. These comments are created by staff that are authorized for hire. Only users with the proper Department authorization are able to access this tab. Those who have access to the tab can view all comments. Also listed on this tab are reports from the HRS Processing Log. Comments are listed in descending order.
| FUNCTION | DESCRIPTION / INSTRUCTION |
|---|---|
| To Add Comment | Click the Add Comment button |
| To Edit/View | Click the comment to update and click the Edit/View button |
| To Delete Comment | Click the comment to delete and click the Delete Comment button (can only delete comments you created) |
Status History Tab
The data on this tab is not modifiable. It displays the history of statuses that a particular hire has had. Anyone with update or view access can view the status history of the appointment. The statuses are displayed in descending order.
Possible Statuses:
- Draft
- Entered
- Department Approved
- Division Approved – Sent to HRS
- Finished – Entered In HRS
Related Policies
Related Job Aids
Related HRS Knowledge Base Documents
- HR-View UW Multiple Jobs Summary for an Employee (KB 29424)
- HR - FTE to Standard Hours Conversion Table (KB 18202)
- PY - Pay Basis Descriptions (KB 29426)
- HR - Empl Class Overview (KB 15813)
- HR - Add Visa Data (KB 16745)
- HR Continuity Status Overview (KB 16903)