UWMSN - JEMS HIRE - Teaching Asst. & Research Asst. Appointments

Process to enter appointments for Teaching Assistants and Research Assistants.

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 KB 38920, UWMSN - JEMS HIRE - Introduction to the system, prior to reviewing this KB document.


Procedure Steps

To perform this procedure, please follow these steps:

Main Menu

From the Main Menu screen the following functions are available. If the button is 'grayed' out it is not navigable (access is based on security role).






  • Click the Hire/Transfer button to complete the hiring transaction for TA and RA appointments

  • Exit out of the System

Find/Add Hire Tab

The first screen that will appear is the Find/Add Hire Tab. Use the steps below to complete this tab.

JEMS_Hire_blank_screen
  1. Fill in one or more of the fields (Empl ID, Name, SSN#) in the top search section.
  2. Click the Search button to search the system (searching in JEMS uses information from IADS, EPM and HRS).
  3. Check the Select box next to the person you would like to use (Review HRS - UW Multiple Jobs Summary to select correct person).
  4. Add in the "Recruitment Type", No Associate PVL/Waiver
  5. Click Add Hire button.

Person Information Tab

PERSON_TAB_TA


 Field DESCRIPTION / INSTRUCTIONS
Empl IDThe Empl ID will automatically populate if there is a person found (HRS, EPM, IADS). A review of HRS > UW Multiple Jobs Summary is necessary to select the correct hiring action.
Person Effective Date*This date must be before or equal to the hire date of the first job
Waived PersonNot Applicable for JEMS Hire with a PVL - New to System
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 GroupSelect the ethnic group (optional)
National ID/Social Security Number (SSN)Enter in 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 NationalIf person is a foreign national, review their visa page in HRS (KB 16745). If row(s) contain actual or dummy FNL visa types, do not change the default Foreign National checkbox setting in JEMS. However, if there is NO actual or dummy visa type in HRS, check “Foreign  National” box during JEMS hire. This will populate the HRS visa screen and prompt the creation of a Glacier account. Foreign nationals on UW payroll must have a Glacier account and enter their immigration information into it so the UW can determine the correct amount and  type of tax to withhold.
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

PERSON_CONTACT_TAB_TA

 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 home/office phone number if available (check one if preferred)
 Home email address Enter the Home email address (NOT the office) of the employee if available

Add/Modify Addresses

ADD_MODIFY_HOME_ADDRESS

ADD_MODIFY_OFFICE_ADDRESS_TA

Add both Home and Office address and  click the Save/Close button.

Position Information

POSITION_TAB_TA

Click the TA/RA Quick Add button and follow the steps below:

TA_WIZARD

 FIELD TEACHING ASSISTANT (TA) 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.

  • Y33ND – Teaching Assistant Senior
  • Y33NN – Teaching Assistant Standard
  • Y30NN - Lecturer (SA)



 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.

  • AY = Academic Year
  • S1 = First Semester
  • S2= Second Semester
  • Summer Session
 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. 




RA_WIZARD


 FIELDRESEARCH ASSISTANT (RA) DESCRIPTION / INSTRUCTIONS
 Job Code To hire a Research Assistant appointment, select the RA button at the top of the screen. Then select the appropriate job code from the drop down menu.

  • Y41NN is the default and only option



 Pay BasisSelect the appropriate pay basis using the drop down button. Refer to HRS Knowledge base 29426 for definitions of the different pay basis options.
 YearIf 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.
  • AY = Academic Year
  • S1 = First Semester
  • S2= Second Semester
  • Summer Session
 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. 

 

POSITION_TAB_TA_COMPLETED

 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

 If there is PVL or Wavier, it must match one of the UDDS on the PVL
 Empl Class* The employment type will automatically populate if the TA/RA wizard is used.

  • SA3 = Teaching Assistant (TA)
  • SA2 = Research Assistant (RA)

 See HRS KB 15813 for more information regarding Empl. Class.
 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
 FLSA Status Select exempt or non-exempt (optional)
 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

Job_Tab_TA


 FIELD DESCRIPTION / INSTRUCTIONS
 Hire Type*  Hire = The person does not have an active appointment, or this job will be an 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# 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 Defaults to "Original/New Hire". No entry is needed .
 Effective Date* Start Date of the Job.
 Working Title Enter the working title of the position (if applicable). This field will automatically populate if wizard is used.
 Expected Job End Date This field will be automatically populated 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 Enter Probation type, if applicable.

 Evaluation Period - for AS appointment
 CHS (Collateral Faculty) – for D02NN, D04NN, D03NN
 Not Required - for FA appointments
 Probationary Period - Used for non-FA/AS/LI appointments
 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 - Information on this tab is not required for TA/RA appointments

Benefits_tab_TA

HR Contact

Contact_tab_TA
  1. 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
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*Enter in the contacts first and last name
 AddressAddress is not required
 Phone Number*Enter in the phone# for the contact, e,g., 608-263-2511 
 Email Address*Enter in 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.

image11.jpg

 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.

image12.jpg


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

Related Misc




Keywords:Teaching Assistant,Research Assistant,Project Assistant,Program Assistant,Research Associate,Employee-In-Training,EIT,find/add hire tab,person tab,person contact tab,position tab,job tab,benefits tab,HR contact tab,comment tab,status history tab, JEMS hire rehire   Doc ID:17699
Owner:Joshua S.Group:HR Communities of Practice
Created:2011-03-29 18:00 CSTUpdated:2018-03-27 14:26 CST
Sites:HR Communities of Practice, Human Resource System (HRS)
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