TA Tracking System Instructions for Administrators

This part of the website provides step-by-step instructions for administrators to help manage the TA 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: Planning Continuing Appointments (Feb 16)

At the beginning of the planning cycle, the administrator will need to generate a report of continuing teaching assistants who are guaranteed an offer of a subsequent assignment for the upcoming year. 

To generate the report:

1. Go to the TA Administrator's Pages webpage
2. Click on the Reports tab
3. Click on Planning Report 1
4. Next to Expire After: slect the year for which you are planning.  For example, to plan the 2015/16 year, select 2015. 
5. Click on Run Report
6. Open the .csv file and using ROSI data, determine which students have or will have graduated by September of the planning year and which students should be offered a subsequent appointment.

To view the list of TAs eligible for a continuing assignment:

1. Go to the TA Administrator's Pages webpage
2. Click on the Appointments tab
3. Click on Appointment Filters
4. Next to Year Filters, click on the Start Year>= button.  A drop down list of different filters will show.
5. Click on Expiry Year >=, then click on +Add This Filter
6. A new line will appear with a blank box.  Put the planning year into the box.  The year is inputted as the first of the two straddling years.  For example, if you are planning for the 2014/15 academic year, put "2014" into the box. 
7. If you want to view the list on screen, click on Apply Filters

Step 2: Updating the Role System (March 2)

Using the list of continuing teaching assistants from your report in Step 1, update the Active TA Students in the Role system.  This is an important step because it will allow students (even if they are not registered at the time) to use the TA Appointment - Student's Intent to Continue page. 

To update the Role System - Active TA Students:

1. Go to the TA Administrator's Pages webpage
2. Click on the Groups tab
3. Click on Active TA Students.  This will take you to the Role System website.
4. Using the .csv list of continuing teaching assistants that was exported in Step 1, discard those who are graduating,  keeping a list of the continuing TAs only.  Discard all other columns except for the student number and name and save the file as a Windows csv file.
5. In the Role System, next to list of the members of the Active TA Students role, click on Import File...
6. Next to Import People, browse for the .csv file with the student numbers and names.
7. Next to ID type, select Student Number
8. Next to ID column #, select the column number in which the student number occupies (For example, if the .csv file only contained the student number and name, the column number would be 1).
9. Click on Import File of People

Updating the Role System - Other Roles:

As part of the planning exercise, administrators should verify that the role system is updated with accurate names of departments and units as well as the unit heads, approvers, and HR personnel who will have access to the system. The data that is updated should reflect the members of the roles as of the new academic year for which you are planning.

To update the Role System for the other roles:

1. Go to the TA Administrator's Pages webpage
2. Click on the Groups tab
3. Click on the role for which you would like to verify or make changes (i.e., Approver, Unit Head/Chair,  HR, etc.).  This will take you to the Role System website.
4. Verify the names in the left hand side of the screen under 123 visible Members
5. If you need to add a member to this role, click on Add Member...
6. Under Search All People: put the name (next to by name:) or email (next to by attribute:) of the person you want to add and press Search
7. Select the person you want to add in the results list
8. Click on <

Step 3: Communicating with Continuing Teaching Assistants (Feb 23)

1. Using the list of graduating teaching assistants, send them a congratulatory email and let them know that they will not receive an offer of a subsequent assignment.  They may now apply for teaching opportunities through Unit 3.
2. As a courtesy, you may also want to send those that have completed their appointment (i.e., no longer guaranteed any subsequent assignment offers) an email thanking them for their service and letting them know that they are no longer eligible to receive a subsequent assignment offer.
3. Using the list of continuing teaching assistants, send eligible students an email with instructions on how to indicate their intent to continue.  [Sample email here]
4. Update the TA Appointment - Student's Intent to Continue webpage to include information and instructions on how to indicate their choice. [Sample text]
5. Update the My Teaching Assistantships (TA) Appointments website with this step under "Current Step in the Process" [Sample text]
6. Update the My Teaching Assistantships(TA) Supervisions website informing supervisors of this step in the process. [Sample text for Music]
7. Update the Process & Timelines webpage

Step 4: Students indicate their Intent to Continue (Feb 23 - March 20)

The CUPE 3902-Unit 1 Collective Agreement (Article 16:06(5)) states that students must indicate their intent to continue within 20 working days of the notification.  Students can indicate their intent by following these steps:

1. Go to the TA Appointment - Student's Intent to Continue webpage
2. In the Configuration of this page, click on the Yes radio button next to Student Can View The Choice Page.
3. Click on Save Configuration
4. Approve and make the changes live.
5. Each appointment that the student holds will show on a separate line. Click on View Appointment Details to display the list of assignments that belong to that appointment.  A TA who holds multiple appointments, will see multiple lines.
6. For each of their appointments listed there are three choices in the drop down menu under Choice.  Students can select:
   1. Continue and receive a TA offer
   2. Decline a teaching assistantship offer
   3. Other (with an opportunity to provide some comments)
7. After selecting a choice, they must click Save Choice

Please note: At the end of this period, the configuration for students to select a choice needs to be turned off.

To turn the configuration off:

1. Go to the TA Appointment - Student's Intent to Continue webpage
2. In the Configuration of this page, click on the Yes radio button next to Student Can View The Choice Page.
3. Click on Save Configuration
4. Approve and make the changes live.

Step 5: Communicating with Unit Heads/Chairs to request TA job postings  (week of Feb 23)

As part of the TA hiring process, Unit Heads/Chairs are asked to communicate the TA job posting process to their faculty members. 

Communication with Chairs:

• During the week of Feb 23, send Chairs a draft email that they could send to their faculty to inform about the TA job posting process. [Sample text]
• It is advisable to also send a copy of the message to your Graduate Office to keep them informed of the process.

Step 6: Instructors request  TA jobs offline  (March 2- 20)

During this period, instructors who want a TA for the 2015/2016 academic year will post their jobs on the TA Posting System. For more information about how to post jobs in the TA Posting System, go to the TA Posting System Instructions website.

Step 7: Rollover of Choices to Appointment Status (March 25)

The day after the deadline date for students to indicate their intent to continue, Student Choice data is rolled over into their Appointment Status for the following year.  The rollover is performed by the Education Commons developer. 

To trigger the rollover:

1. Contact the Education Commons developer and let him/her know that you want to trigger the Student Choice data into the Appointment Status for the following year.
2. Communication: Update the My Teaching Assistantships (TA) Appointments website under "Current Step in the Process"  stating the deadline to indicate their intent to continue has passed and that the system will be unavailable until July XX. [Sample text]
3. Configurations: Turn Student, Supervisor, and Student Choice pages off.

Once the rollover is triggered, all student choices will be recorded as their Appointment Status for the upcoming year.  Those students who did not make any choice will be recorded by the system as Declined. 

Step 8: Properly Categorizing "Other" Choice (March 23 - 27)

Students have three choices during the Intent to Continue stage.  They can continue, decline or choose other with the opportunity to add a comment.  The Other choice will often be selected if a student wants to request a deferral, wants to take a leave or is planning on graduating in the following year.  Once the circumstances are clarified, administrators should properly categorize the Other choice.  To do this:

1. Go to the TA Administrator's Pages webpage
2. Click on the Appointments tab
3. Find the student's name and the appointment (Tip: it would state Other under Status)
4. Click on Edit under the Action column
5. A pop-up screen will appear.  Click on Edit on the bottom right corner of the screen.
6. Under Status Info, for 2015, using the drop down menu, click on the appropriate status. 
7. If a note is required, click on New Note, under Notes and record any useful notes about the circumstance
8. Click Save
9. Click Close

Step 9: Reporting Continuing Students appointment status

Once administrators have categorized the Other choices properly, they can run a report that shows all the choices of the teaching assistants to which we have obligations to fulfill. 

To view the list of Continuing Students' choices:

1. Go to the TA Administrator's Pages webpage
2. Click on the Appointments tab
3. Click on Appointment Filters
4. Next to Year Filters, click on the Start Year>= button.  A drop down list of different filters will show.
5. Click on Expiry Year >=, then click on +Add This Filter
6. A new line will appear with a blank box.  Put the planning year into the box.  The year is inputted as the first of the two strattling years.  For example, if you are planning for the 2015/16 academic year, put "2015" into the box. 
7. Click on Apply Filters

To download an excel spreadsheet of Continuing Students' choices (including previous year's assignments):

1. Go to the TA Administrator's Pages webpage
2. Click on the Reports tab
3. Click on Planning Report 2
4. Click Run Report

Step 10: Planning meeting with Unit Heads/Chairs and Approvers (March 30- April 3)

At this point in the process, you should know which continuing students to whom we must give an offer, and from the TA Posting System, which TA jobs have been posted by Faculty members for approval.

The goal of this meeting is for the Unit Heads/Chairs and Associate Dean to:

1. Approve (Unit Head/Chair) and post (AD) TA jobs that have been requested by faculty members
2. Make the Available Subsequent Assignment matches between continuing students who need an offer and any approved jobs
3. If there are not enough jobs for the number of continuing teaching assistants, generate a list of courses or units that would be asked to post more jobs.

Step 11: Follow up to the planning meeting (April 4 - 10)

From the planning meeting, the following actions will be taken (see TA Posting System instructions for details):

1. On the TA Posting System - Unit Heads website, the Unit Heads add more TA job postings as necessary.
2. On the TA Posting System - Unit Heads website, the Unit Heads sets approval status of TA jobs (Approved, Pending, Not Approved)
3. On the TA Posting System - Approver's Pages website, the Approver sets the Job Posting State (Available Subsequent Assignment, Regular Posting, Emergency Posting, etc.) and posting start and end dates
4. On the TA Posting System - Administrator's Pages website, the Administrator makes Available Subsequent Assignment matches
5. Administrator notifies the Registrar's Office of which courses will have a TA and therefore registration will be restricted to Master's level students.

Step 12: Continuing teaching assistants who have not been matched with an Available Subsequent Assignment may indicate their preference online (April 13 - 17)

Available subsequent assignments that are approved but not matched with a continuing TA is posted for one week and can only be seen by those students who are in the TA Pre Applicants Role (Posting System). 

To enable access to continuing teaching assistants needing assignments:

1. Go to the TA Administrator's Pages webpage
2. Click on the Groups tab
3. Click on the TA Pre Applicants
4. In the Role System, next to list of the members of the TA Pre Applicants role, click on Import File...
5. In Excel, create a .csv file of students (i.e., student numbers and names) that need access to the Available Subsequent Assignments
6. Next to Import People, browse for the .csv file of continuing students
7. Next to ID type, select Student Number
8. Next to ID column #, select the column number in which the student number occupies (For example, if the .csv file only contained the student number and name, the column number would be 1).
9. Click on Import File of People
10. Configuration: Open TA Posting Systems for TA Pre Applicants (see TA Posting System instructions for details)
11. Communication:

• Send the continuing TAs who need access to the system an email with links and instuctions on how to indicate their preferences online. [Sample text]
• My Teaching Assistantships (TA) Appointments website, Current Step in the Process and Next Step in the Process sections. [Sample text]
• Update the My Teaching Assistantships(TA) Supervisions website, Current Step in the Process section [Sample text]

Step 13: Supervisors review, interview, and rank continuing teaching assistants for remaining Available Subsequent Assignments (April 20 - 24)

During this week, supervisors will have the opportunity to review the qualifications of the continuing teaching assistants who indicated an interest in the remainaing subsequent assignments.  They may also interview them, if necessary.  At the end of this step, supervisors will be asked to rank the students that indicated a preference for their positions (see TA Posting System instructions for details).

Communication:

• During the week of April 13 - 17 , send Supervisors an email notifying them about the process of reviewing and ranking applications. [Sample text]
• Update the My Teaching Assistantships(TA) Supervisions website, Current Step in the Process section [Sample text]

Step 14: All Available Subsequent Assignment matches are finalized on the TA Posting System (April 27 - May 1)

Once supervisors have ranked the continuing teaching assistants, the administrator makes final matches based on both the instructors ranking of the student and the student's ranking of their preference under the direction of the Associate Dean (see TA Posting System instructions for details).

Step 15: Unmatched Available Subsequent Assignments are reposted as a New Assignment  (May 4 - 7)

Assignments that were not matched with a continuing teaching assistant is reposted as a new teaching assistant position, open to any student (see TA Posting System instructions for details). By re-posting this job as a new job, the unit head/administrator is able to edit any details about the job (i.e., the number of positions, the supervisor, etc.)

Step 16: All new TA Positions are posted and the Hiring Process takes place (May 8 - June 26)

All new TA Assignments that were approved for posting are posted to all graduate students for 20 working days, as per the Collective Agreement. Supervisors review applications, rank and successful matches are made (see TA Posting System instructions for details).

Step 17: Successful matches in the TA Posting System are transferred  into the TA Tracking System (June 29)

All successful matches made on the TA Posting System are transferred into the TA Tracking System. (see TA Posting System instructions for details).

When successful matches are transferred to the Tracking system from the Posting system, the following happens:

1. Assignments for continuing TAs 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 Posting system are changed to "Offered" on the Posting system.
3. The Tracking system creates a new appointment for NEW TAs (i.e., no active Appointment exists on the Tracking system) and attaches the new assignment to that Appointment. 

Step 18: Administrator verifies appointment and assignment details for New TAs (June 29 - July 3)

Verifying and Adjusting Appointment Details:

When new appointments are created, the assignments are attached to a new student appointment but the guaranteed number of hours and the expiry dates are given default values.  The number of guaranteed hours is defaulted to 35 hours and the expiry dates are defaulted to 6 years in the future.  Administrators may need to adjust these numbers and dates depending on the circumstance.

The guaranteed number of hours should be equal to the total number of hours that the TA has worked in their first year of their appointment, regardless of the number of positions they have held.  For example, if a student holds two assignments in 2015 (the first year of their appointment) at 70 hours each, their guaranteed number of hours will be 140 hours for each subsequent year.

The expiry year should be equal to the current year plus 5 subsequent years if the TA is a doctoral student. However, if the student is a Master's student, the expiry year should be adjusted to the current year plus 1 subsequent year as per the Collective Agreement.  

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

1. Go to the TA Administrator's Pages webpage
2. Click on the Appointments tab
3. Filter only New TA's by clicking on Appointment Filters
4. Next to Year Filters: select Start Year >= from the drop-down menu
5. Click on +Add this Filter
6. A new line titled Start Year >= will appear, enter the current year
7. Next to Appt Choices: select New in the drop-down menu
8. Click on Apply Filters
9. For each new TA whose details need adjusting, find the student's name and under Action, click on Edit
10. A new pop-up screen will appear.  On the bottom right corner, click on Edit
11. Under Guaranteed Hrs: use the pull-down menu to select the total number of guaranteed hours
12. Click on Save
13. Click on Close

To adjust the expiry year of the appointment:

1. Go to the TA Administrator's Pages 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 hours of the assignment has changed, administrators can change those details at this time. 

To change supervisor information:

1. Go to the TA Administrator's Pages 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 19: Administrator creates DDAH form template and Contract wage and template for the (June 29 - July 3)

The DDAH forms is managed through the Admin and Contract tabs in the Administator's Pages link.  The DDAH form will only need to be edited if there is a change in the DDAH form, but a new contract template will have to be created every year.

Editing the DDAH form (if applicable)

1. Go to the TA Administrator's Pages webpage
2. Click on the Admin tab
3. Click on Maintain DDAH Form
4. To add or re-order the DDAH Form sections, click on Maintain DDAH Sections
5. To add a new section, click on +New Section
6. Enter section name, and click on Add New Section
7. You can re-order the sections by dragging them into place
8. To add a new option, click on Maintain DDAH Options
9. Click on the section to which you want to add the option
10. Click on +New Option
11. Select the section to which you want to add the option using the drop-down menu
12. Enter the option name, and click on Add New Option
13. You can re-order the option by dragging them into place

Creating a new Contract template

1. Go to the TA Administrator's Pages webpage
2. Click on the Contract tab
3. Click on Contract Templates
4. Click on +New Contract
5. Compose the new contract template.  You may add database fields by dragging in the field (displayed in boxes at the top) into the text box.
6. Select the Year (default will be the current year) and Type (default will be GA) using the drop down menu
7. Click Add New Wage

Creating a new Contract template

1. Go to the TA Administrator's Pages webpage
2. Click on the Contract tab
3. Click on Contract Wages
4. Click on +New Wage
5. Add the new wage amount
6. Select the Year (default will be the current year) and Type (default will be GA) using the drop down menu
7. Click Save and Close

Step 20: Supervisors draft and sign the DDAH form, and sign Contracts for all TAs (July 6 - 10)

Supervisors who will be supervising a teaching assistant are required to draft a Description of Duties and Allocation of Hours (DDAH) form.  This form, which is essentially a job description, along with the assignment details is provided to help students make an informed decision to either accept or decline the offer. 

To enable the supervisor to draft the DDAH form:

1. Go to the My Teaching Assistantship (TA) Supervisions CMS webpage
2. Configuration:

• Next to Supervisor Can View The Main Page: click Yes
• Next to Supervisor Main Page Year: enter 2015
• Next to Supervisor Can EDIT Current DDAH Form from, enter the dates that supervisors can edit the DDAH form. 
• Next to Supervisor Can SIGN Current DDAH form from, enter the same dates as above
• Next to Superivosr Can SIGN Current Contract from, enter the same dates as above
• Ensure that the Supervisor Can EDIT MID DDAH Form from, and Supervisor can SIGN MID DDAH Form from, are blank.

Communication to Instructors:

1. Export a .csv report of supervisors for 2015 by going to the TA Administrator's Pages. Go to the Reports tab and click on Status Report.
2. Using the .csv file, filter all those that have an appointment_status of Continue or New.  Select all the Supervisor email addresses from the .csv file.
3. Send an email to those supervisors notifying them that they need to go onto the My Teaching Assistantships(TA) Supervisions website to draft the DDAH form. [Sample text]
4. Update the My Teaching Assistantships(TA) Supervisions website, Current Step in the Process section that notifies instructors on the importance of the DDAH form, some helpful hints, and instructions on how to complete and sign the DDAH form and contract. [Sample text]

Instructions for supervisors on how to draft and sign the DDAH form:

1. For each of your teaching assistant(s), choose Edit under DDAH.  This will open Page 1 of the DDAH form in the current screen.  You may have to wait a few seconds for it to load.
2. On Page 1, select the tasks that will be included in the duties for the job. This is not an exhaustive list. You will have the opportunity to add other duties on Page 2 of the form.
3. Click on Save and Go to Next Page
4. The tasks that you selected on Page 1 will appear under the appropriate section on Page 2.  For the Contact and Marking/Grading sections, add a text box by clicking on + Add Custom Duty and/or Detail to include more detail.  For example, if you selected Office hours, specify the #hours/week X #weeks in the text box.  You only need to indicate the number of hours once in the "Preliminary # of hours" column.
5. You can also include additional duties that were not included in the list on Page 1 by clicking on + Add Custom Duty and/or Detail.  For each additional duty/task indicate the number of hours you anticipate that the teaching assistant will need to complete that duty/task under the Preliminary # of hours column.
6. The total number of hours will be automatically calculated at the bottom of the Preliminary # of hours column.  Verify that the total number of hours is equal to the number of hours of the assignment. 
7. To sign the DDAH form, click on the checkbox next to Supervisor Signature:
8. Click on the Save DDAH Form button.
9. You can verify if the form was saved by going back to the list of your teaching assistantship supervisions and clicking on Edit again.  The information you inputted into the form should re-appear.  You may edit the information but be sure to click on the Save DDAH Form button to save your changes.

Instructions for supervisors on how to sign the Contract:

1. For each assignment, under Contract, click on View
2. Review the contract and sign it by clicking on the checkbox next to Supervisor Signature:
3. 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.

Step 21: Administrator reviews, flags any DDAH issues, meets with the AD to review, follows up with supervisors and pre-approves DDAH form (July 13 -1 7)

Before assignment details and DDAH forms can be released to the students, it's mandatory that the administrator checks and pre-approves the DDAH form.  DDAH forms that have not been pre-approved will not show up for the student.

The DDAH form should:

1. Reflect what was advertised in the job posting
2. Display the total number of hours and that it is equal to the number of hours of the assignment
3. Only include teaching assistantship duties (i.e., no research related duties)
4. Include an appropriate amount of detail.  For each duty that is included, the number of hours and students (if applicable) should be stated clearly.  For example, if the teaching assistant is required to mark assignments, the DDAH should specify the number of assignments, and for each assignment, the number of students and the number of hours they anticipate it will take them to complete the task. The DDAH Form with Helpful Hits may be useful to understand the level of detail that is needed.
5. Training should be specified and included in the total number of hours that the teaching assistant has been assigned.  A three-hour training session is mandatory for your teaching assistant's first appointment, subsequent appointments are optional.

After reviewing all the DDAH forms, administrators should meet with the Associate Dean to flag any problems.  The Associate Dean should  direct the administrator to follow up on any problems with the supervisors.  Supervisors will address any problems and make the changes to the form on the My Teaching Assistantships (TA) Supervisions website.  Once they have made their changes, administrators can pre-approve the form.

Instructions for Administrators to pre-approve DDAH forms:

1. Go to the TA Administrator's Pages webpage
2. Click on the Jobs tab.  The list of jobs for the current year will appear.
3. For each of the jobs listed, under the DDAH column, click on View
4. A new pop-up screen with the DDAH form details will appear.  Review the details and check that the details conform and meet all the criteria above.
5. If the DDAH form is acceptable, at the bottom of the form, check Check to Pre-Approve this DDAH
6. Click on Save & Close

Step 22: Teaching assistants review, accept or decline their subsequent assignment offer, and sign their DDAH forms and contracts (July 20 - Aug 4)

All teaching assistants can go online and review their offer, along with their DDAH form. They will be asked to accept or decline the offer at that time. If they accept the offer, they will sign their contract and DDAH form.  Teaching assistants may contact their supervisor to clarify and/or negotiate changes to the assignment duties.  It is, however, ultimately the supervisor's decion on what is finalized in the DDAH form.

To enable students to view, accept or decline the offer, and sign the contract and DDAH form:

1. Go to the My Teaching Assistantships (TA) CMS webpage
2. Configuration:

• Next to Student Can View The Main Page: click Yes
• Turn accept/decline on <<<Joseph, you need to build a configuration to turn "accept/decline" on and off and I need to document it properly here>>>
• Enter the date range 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

3. Communication:

• Update the My Teaching Assistantships (TA) website, Current Step in the Process and Next Step in the Process sections. [Sample text]
• Send TAs an email notifying them that they may now go online to review, and accept or decline their offer and sign their forms. [Sample text]
• Update the My Teaching Assistantships (TA) Supervisions website, Current Step in the Process section [Sample text]
• 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 TA/TEPA Payroll for HR website (Jobs tab) [Sample text]

Instructions for students to accept/decline the assignment:

1. Go to the My Teaching Assistantships (TA) website
2. Click on the My Jobs tab.  A list of their assignments for 2015 will appear.
3. Under DDAH, click View.  Review the DDAH form.
4. Under Accept/Decline, input your choice to either accept or decline the position.  The deadline to make your choice is Aug 4. If you have not made a choice by then, the system will assume that you are declining the assignment.

Please note:  It is advisable for students to review the DDAH form before accepting or declining their assignment.  If they have questions about the DDAH form, they should contact their supervisor before making their decision to clarify or negotiate any changes to the duties.  However, although  supervisors should consider any requests, it is ultimately the supervisor's decision on what is included in the DDAH form.

Instructions for students to sign their DDAH form and Contract:

1. Go to the My Teaching Assistantships (TA) 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
6. Under DDAH, click on View
7. Review the DDAH form and sign it by clicking on Student Signature
8. Click on Save & Close to save your signature

Step 23: AD (Programs) approves Contracts, DDAH forms and payments for teaching assistants (August 5-7)

Once both the student and supervisors sign the Contract and DDAH form, 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 Teaching Assistantships (TA) Approver's Pages website
2. Click on the For Approval tab; Each student who has a teaching assistantship, and whose Contract and DDAH form have been signed by both the student and the supervisor will be listed in this tab
3. The approver can view the contract and DDAH form by clicking on View under each column
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 DDAH form and contract.
5. Once the approver approves the assignment, the line will disappear.

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 and DDAH forms not signed.

Step 24: ADP office verifies conditions met and pre-approves payment (August 10 - 14)

After the ADP has approved the assignments, the approved jobs will appear on the administrator's view in the TA Administrator's Pages webpage, Payroll tab.  The administrator will then verify that the five 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 DDAH form has been signed by both the student and supervisor (under DDAH column)
5. 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 25: HR downloads Fast Entry sheet and processes payment (August 18 - early September)

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

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

1. Go to the TA 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