TA and Sessional / Lecturer PHASE II June – Sept 2011

1.What’s new for the TA Posting and Application management process 2.What’s new for the Sessional Posting and Application management process 3.What’s new for the TA Applicant 4.What’s new for the Sessional Applicant What’s New in Phase II

What’s new for the TA Posting and Application management process 1.New Menu under TA Inbox 2.New Fields in Teaching Assistant Work Assignment Posting Form 3.Duplicate A Posting Form 4.View an Applicant Profile 5.Create a Letter of Appointment 6.Bulk Edit Status - Archive

New Menu under TA Inbox Post a TA Assignment (existing) My TA Posting and Applications (existing) My Archived TA Postings and Applications (new) Bulk Edit Status of TA Postings (new) TA Application Pool for all Department – Available & Expired (new) TA Application Pool for all Department – Archive (new) TA Offers (new)

New Fields in Teaching Assistant Work Assignment Posting Form Type of Work Assignment : –GTA, UTA, GSA-1, UTA/GSA-1-Invigilator, GSA-1-Grader If selecting UTA/GSA-1-Invigilator, Level of Appointment for Invigilator and Level of Appointment for Invigilator are displayed in the section of Level of Work Assignments Available If selecting GSA-1-Grader, Level of Appointment for Grader and Level of Appointment for Grader are displayed in the section of Level of Work Assignments Available

Duplicate Posting Forms 1.Duplicate own existing posting forms Who: TA posting editor and Sessional posting editor The following fields are not editable when duplicating: –Department/School –Course Number –Course Name The rest of fields are editable

Duplicate Posting Forms 2. How to duplicate? Step 1: For TA: TA Inbox->My TA Postings and Applications For Sessional: Sessional Inbox ->My Sessional Postings and Applications Step 2: Click the link of Job ID which you want to duplicate Step 3: Click the tab of Duplicate Step 4: Modify any fields except Department/School, Course Number and Course Name, then click Save button

What’s new for the Sessional Posting and Application management process 1.New Menu under Sessional Inbox 2.New Fields in Lecturer Work Assignment Posting Form 3.Duplicate Form 4.View Applicant Profile 5.Letter of Appointment 6.Bluk Edit Status

New Menu under Sessional Inbox Post a Sessional Assignment (existing) My Sessional Posting and Applications (existing) My Archived Sessional Postings and Applications (new) Bulk Edit Status of Sessional Postings (new) Sessional Application Pool for all Department – Available & Expired (new) Sessional Application Pool for all Department – Archive (new) Sessional Offers (new)

New Fields in Lecturer Work Assignment Posting Form Assignment Carries Right of First Refusal as per Letter of Understanding #3: –Help text: Applicants who hold a Right of First Refusal to this course are not required to re-apply. However, Sessional’s with a ROFR must indicate that they wish to exercise their right by submitting their updated information here. You are not required at attach a copy of your CV, but may do so if desired.

What’s New for the TA Applicant 1.Who can apply for a TA work assignment? In order to apply for a Teaching Assistant Work Assignment, the applicant must have a University of Guelph account ( address without the ) 2. How to apply for a TA work assignment? 1.The applicant should log into system 2.The applicant should create/update his/her personal information before completing applications.

New in Applications Submitted 1.Two flags: –Printed/Reviewed –Contacted 2.Profile: –TA Posting Editor can view applicant’s profile including the following fields: –First Name, Last Name, Full Name, Address Line 1, Address Line 2, City/Town, Province, Postal Code, Phone Number, Alternate Phone Number, and Seniority Points 3.Letter of Appointment: –TA/Sessional Posting Editor can click the link of Letter of Appointment to create TA Offers

What’s New for the Sessional Applicant 1.How to apply for lecture work assignment? –In order to apply for a Sessional Lecturer Work Assignment, the applicant must first login. –If the applicant has a University of Guelph address, the same username and password will give the applicant to access to this site. –If the applicant is a new user of this site and doesn't have a UofG “central login”, then you will need to create a new account. –The applicant should create/update his/her personal information before completing applications. –All applicants will receive an with all work assignment particulars for the assignments they applied

What’s New for the Sessional Applicant 2. How to create a new account for non-UofG account? –Click login menu, User account page is displayed –Click Create new account tab, the applicant can put the username and a valid e- mail address, and then click Create new account button –An including username and password is sent to the applicant address after clicking Create new account button. –For username: Spaces are allowed; punctuation is not allowed except for periods, hyphens, and underscores. –For address: All s from the system will be sent to this address. The e- mail address is not made public and will only be used if you wish to receive a new password or wish to receive certain news or notifications by .

What’s New for the Sessional Applicant 3. How to request new password for non-UofG account? –Click login menu, User account page is displayed –Click Request new password tab, the applicant can put the username or a valid address, and then click new password button –An including temporary access link is sent to the applicant address.

What’s New for the Sessional Applicant 4. How to create/update profile for non- UofG user? –After the applicant log into website, under the applicant profile is displayed. –By click Edit tab, and click the link of Personal Information, the applicant can create/update his/her profile. –Profile fields include: First Name, Last Name, Full Name, Student ID, Address Line 1, Address Line 2, City/Town, Province, Postal Code, Phone Number, Alternate Phone Number, and Seniority Points –For non-UofG account, nothing is from LDAP

Bluk Edit Status of Postings How to bluk edit status? –Step 1: Log into system –Step 2: For TA: Go to TA Inbox-> Bulk Edit Status of TA Postings For Sessional: Go to Sessional Inbox-> Bulk Edit Status of Sessional Postings –Step 3: Select the postings which want to archive, then click “I am ready to archive?” button –Step 4: Click the link of Cancel for cancellation under “Confirm the status change to Archive?” page –Step 5: Click the button of Next to next page under “Confirm the status change to Archive?” page –Step 7: Click the link of Cancel for cancellation under “Are you sure you want to affect these rows?” page –Step 8: Click the button of Confirm under “Are you sure you want to affect these rows?” page, the status of these postings are changed.

What’s New for the TA Applicant 5. New in Teaching Assistant Menu –UTA Assignments –GTA Assignments –GSA -1 Work Assignments (new) –GSA - 1 Invigilator and Grader Work Assignments (new)

What’s New for the TA Applicant 3. How to create/update profile for the applicant who has UofG account? –After the applicant log into website, under the applicant profile is displayed. –By click Edit tab, and click the link of Personal Information, the applicant can create/update his/her profile. –Profile fields include: First Name, Last Name, Full Name, Student ID, Address Line 1, Address Line 2, City/Town, Province, Postal Code, Phone Number, Alternate Phone Number, and Seniority Points –For people who has University of Guelph account, First Name, Last Name, Full Name, Student ID and are from LDAP. Please don’t change these five fields

What’s New for the TA Applicant 4. New in TA Work Application Form –First name, last name and the fields in the section of Contact Information in TA Work Application Form now are automatically filled in after the applicant updating his/her profile. –First name, last name and the fields in the section of Contact Information in TA Work Application Form now are NOT editable. –A new field “Do you wish to be considered for all other assignments by the department(s) identified above for this semester?” is added in the section of Course/Work Assignment Preferences in TA Work Application Form. –This new field is Required field Radio button selection includes: Yes and No Default value is No. –All applicants will receive an with all work assignment particulars for the assignments they applied

What’s New for the Sessional Applicant 5. New in Lecture Work Application Form –First name, last name and the fields in the section of Contact Information in Lecture Work Application Form now are automatically filled in after the applicant updating his/her profile. –First name, last name and the fields in the section of Contact Information in Lecture Work Application Form now are NOT editable. –A new required field “I Wish to Exercise my ROFR” is added in Lecture Work Application Form. –This field is: Required field Dropdown list includes: N/A, Yes and No Default value is N/A

Letter of Appointment 1.Three Sections: –Employee Information: this section will pull all information from applicant’s profile (from the end of August, 2011) –Position Information: this section will partially pull information from your posting –Status: -None-, Draft, Mailed, Accepted, Declined, Archive and Trash

Letter of Appointment 2. How to Create Letter of Appointment? –Step 1: Log into system –Step 2: For TA: Go to TA Inbox->My TA Posting and Application, My TA Work Assignments is displayed For Sessional: Go to Sessional Inbox->My Sessional Posting and Application, My Sessional Work Assignments is displayed –Step 3: Click the icon of View all the applications related to this work assignment, Applications Submitted is displayed –Step 4: Click the link of Letter of Appointment, a new window is displayed –Step 5: The field of Date is automatically filled with today’s date All fields under Employee Information are automatically filled (submission date for TA Application form should be after the end of Aug. 2011) The field of Dear is automatically filled with the applicant name The fields of Department/School, Bargaining Unit, Course Name, Course Number, Type of Position, Level of Appointment are automatically filled from posting. –Step 6: For creating Letter of Appointment, don’t change status. –Step 7: After filling out form, click save button. The letter of Appointment is created.

Letter of Appointment 3. How to view/print/edit Letter of Appointment? –Step 1: Log into system –Step 2: Go to TA Inbox->TA Offers, TA Work Assignment Offers is displayed –Step 3: Click the link of View –Step 4: Click the link of Print Note for Print: If you want to print to pdf, then release offer to the employee, don't change status. Leave status = "-None-'. –Step 6: Click the link of Edit.

Letter of Appointment 4. How to attach an offer to an ? –Step 1: Log into system –Step 2: For TA: Go to TA Inbox->TA Offers, TA Work Assignment Offers is displayed For Sessional: Go to Sessional Inbox->Sessional Offers, Leuturer Work Assignment Offers is displayed –Step 3: Please ensure the status of the offer below are “-None-”. –Step 4: Select the link 'print', related to the offer you wish to attach –Step 5: Select print on the top right corner of the offer –Step 6: In the printer dialogue box, select CutePDF Writer or Adobe PDF, and save the file to your local or department server. –Step 7: Create your to the potential employee and attach this file (offer letter) to the . –Step 8: Please ensure that your provides instructions