GA Tracking System Instructions for Administrators

This part of the website provides step-by-step instructions for administrators to help manage the GA appointment process.

Please note: The links to the webpages are all linked to the live pages. If you want to link to the CMS pages, replace "oise.utoronto.ca/" with "oise.utoronto.ca/preview" in all instances.

Step 1: Successful matches in the GA Posting System are transferred  into the GA Tracking System 

All successful matches made on the GA Posting System are transferred into the GA Tracking System.

To transfer successful matches to the GA Tracking System:

1. Go to the GA Posting System for Administrators' website
2. Go to the Export tab
3. Select 2015/16 next to Select Year to Export
4. Click on Export Successful matches to Tracking System

Once you click on Export Successful matches to Tracking System, the following happens:

1. Assignments for continuing GAs who already have an active Appointment on the Tracking system (i.e., not expired) are added to the appointment.
2. All Successful matches on the GA Posting system are changed to Offered on the Posting system.
3. The Tracking system creates a new appointment for NEW GAs (i.e., no active Appointment exists on the Tracking system) and attaches the new assignment to that Appointment.
4. The Tracking system creates a blank DDAH form for each new GA.  In the future, a DDAH form will not be created when we separate out the GA from TAs but for now, we need to just work around this.

Step 2: Administrator verifies appointment and assignment details for New GAs

Verifying and Adjusting Appointment Details:

When new appointments are created, the assignments are attached to a new student appointment but the guaranteed number of terms and the expiry dates are given default values.  The number of guaranteed terms is defaulted to 1 and the expiry dates are defaulted to the current year.  Administrators may need to adjust these numbers and dates depending on the circumstance.

The guaranteed number of terms and expiry year are set at the beginning of an appointment.

To verify and adjust the number of guaranteed terms of the appointment:

1. Go to the GA Posting System for Administrators' webpage
2. Click on the Appointments tab
3. Filter only New TA's by clicking on Appointment Filters
4. Next to Appt Choices: select New in the drop-down menu
5. Click on Apply Filters
6. For each new GA whose details need adjusting, find the student's name and under Action, click on Edit
7. A new pop-up screen will appear.  On the bottom right corner, click on Edit
8. Under Guaranteed Hrs: use the pull-down menu to select the total number of guaranteed hours (Please note: This label will change in the new version but for now, this means Guaranteed terms)
9. Click on Save
10. Click on Close

To adjust the expiry year of the appointment:

1. Go to the GA Posting System for Administrators' webpage
2. Click on the Appointments tab
3. Filter only New TA's by clicking on Appointment Filters
4. Next to Appt Choices: select New in the drop-down menu
5. Click on Apply Filters
6. For each Master's student, click on Edit
7. A new pop-up screen will appear.  On the bottom right corner, click on Edit
8. Under Expiry Year: use the pull-down menu to select the correct expiry year
9. Click on Save
10. Click on Close

Adjusting Assignment Details:

This is a good time to also verify details of the assignments that have been transferred from the Posting System. If the supervisor or the number of terms of the assignment has changed, administrators can change those details at this time. 

To change supervisor information:

1. Go to the GA Posting System for Administrators'  webpage
2. Click on the Appointments tab
3. Click on the Student's name for whom you need to adjust their details. A jobs table will appear under the student's name
4. Click on the Job Title, a new pop-up screen will appear
5. Click on Edit
6. Under Add Supervisor, click on Add Supervisor
7. Use the pull-down menu to select the supervisor
8. Click on Save Supervisor
9. In the Job Info section of the page, the new supervisor will be listed under Supervisor(s):
10. Click on Delete next to the old supervisor's name; it is advisable to only have one supervisor listed to ensure that the supervisor is accountable for the DDAH form and contract.
11. Click Save
12. Click Close

You may change any other details about the job, except the Job Title, from this screen at any time.

Step 3: Supervisors and GAs sign Contracts

Students who have been matched with a GA and Supervisors who will be supervising a GA are required to sign a contract for each GA position. 

To enable supervisors to view and sign the contract before contacting the supervisors:

1. Go to the My Graduate Assistantship (GA) Supervisions CMS webpage
2. Configuration:

• Next to Student Can View The Main Page: click Yes
• Turn accept/decline on
• Leave the date range blank for Supervisor Can EDIT Current DDAH Form from:
• Leave the date range blank for Supervisor Can EDIT MID DDAH Form from:
• Leave the date range blank for Supervisor Can SIGN Current DDAH Form from:
• Leave the date range blank for Supervisor Can SIGN MID DDAH Form from:
• Enter the date range for Supervisor Can SIGN Current Contract from:
• Save Configuration

Instructions for supervisors on how to sign the Contract:

1. Go to the My Graduate Assistantship (GA) Supervisions webpage
2. At the bottom of the screen, a list of jobs will appear
3. For each assignment, under Contract, click on View.  (Pleas ignore the DDAH form View).
4. Review the contract and sign it by clicking on the checkbox next to Supervisor Signature:
5. Click on Save & Close to save your signature.  Please remember to check that the job title, # of hours and term are accurate before you sign the contract.

To enable students to view and sign the contract before contacting the students:

1. Go to the My Graduate Assistantships (GA) CMS webpage
2. Configuration:

• Next to Student Can View The Main Page: click Yes
• Turn accept/decline on
• Leave the date range blank for Student Can SIGN Current DDAH Form from:
• Leave the date range blank for Student Can SIGN MID DDAH Form from:
• Enter the date range for Student Can SIGN Current Contract from:
• Save Configuration

Instructions for students to accept/decline the assignment and sign the contract:

1. Go to the My Graduate Assistantships (GA) website
2. Click on the My Jobs tab.  A list of their assignments for 2015 will appear.
3. Under Contract, click on View.
4. Review the contract and sign it by clicking on Student Signature
5. Click on Save & Close to save your signature

Communication:

1. Update the My Graduate Assistantships (GA) website, Current Step in the Process and Next Step in the Process sections.
2. Send GAs an email notifying them that they may now go online, accept or decline their job and sign their contract.
3. Update the My Graduate Assistantship (GA) Supervisions website, Current Step in the Process section
4. Send HR an email notifying them that continuing students will be dropping off payment forms and that they can view the list of students on the GA HR website (Jobs tab)

Step 4: AD (Programs) approves Contracts and payments for teaching assistants

Once both the student and supervisors sign the Contract, the AD will review and approve them. By approving them, the AD is also approving payments.

Instructions for the AD to approve Contract and DDAH forms:

1. Go to the Graduate Assistantships (GA) Approver's Pages (Tracking System) website
2. Click on the For Approval tab; Each student who has a graduate assistantship, and whose Contract has been signed by both the student and the supervisor will be listed in this tab
3. The approver can view the contract by clicking on View under Contract
4. To approve the assignment and payment, the approver should click in the check box under Approve.  By approving the assignment and payment, it is also assumed that they have reviewed and approved the contract.
5. Once the approver approves the assignment, the line will disappear and appear in the Approved tab.

Instructions to view and/or unapprove approved assignments:

1. Once the approver approves the assignment by checking the checkbox in the For Approval tab, the assignment disappears from that list and appears in the Approved tab
2. If the assignment was mistakenly approved, the approver can unapprove it by unchecking the checkbox under the Approve tab
3. Once unchecked, the assignment will disappear from the Approve screen and appear in the For Approval screen

Approvers may view the entire list of jobs for each year by going into the Jobs screen.  Please note that this tab includes all assignments at any part of the process including jobs that have not been accepted, and contracts not signed.

Step 5: ADP office verifies conditions met and pre-approves payment

After the ADP has approved the assignments, the approved jobs will appear on the administrator's view in the GA Administrator's Pages webpage, Payroll tab.  The administrator will then verify that all the  conditions have been met to pre-approve their payments. 

To verify and pre-approve the payments, the following conditions must be met:

1. Student must have an Employee number (under Emp ID column)
2. Student is Registered (under REG column)
3. The contract has been signed by both the student and supervisor (under Con column)
4. The ADP approved assignments (under ADP column)

If all the conditions are met, then the administrator checks the check box under the Pre-App Payroll column to pre-approve the payment.  Preapproving the payments will indicate to HR that all the conditions have been met and the payment can be processed.

Step 6: HR downloads Fast Entry sheet and processes payment

Once the ADP office administrator pre-approves payment, the approved assignments will automatically show up on the GA Human Resources (HR) website.

Instructions for HR staff to download the Fast Entry sheet and process payments:

1. Go to the  GA Human Resources (HR)  website
2. In the Payments To Be Processed screen, a list of all approved assignments will be listed
3. HR staff can verify that the contract was signed by clicking View under Contract
4. At the bottom of the list, click on Download Fast Entry Sheet
5. A Fast Entry sheet, with all the necessary Fast Entry fields to upload into HRIS, will be available to download in .csv format
6. Download the sheet and save it on your computer
7. Once you Download Fast Entry Sheet, the list of approved assignments will disappear from the Payments To Be Processed tab and appear in the Processed tab with the Paid checkbox checked.

If a mistake was made and a payment should not have been processed:

1. In the Processed tab, find the payment and uncheck the Paid box.  This will automatically move the assignment from the Processed tab to the Payments To Be Processed tab.
2. Adjust the fast entry sheet that was downloaded accordingly