1. Part Time Lecturer (PTL) Appointment Process (Preparer Edition) Version 1.0 Presented by the Office of Organizational Research and Data Management School of Arts and Sciences

2. Optional Presentation Title Preparer Responsibilities Input data into the PTL system ensuring appointment details are as accurate as possible Records holders for future departmental, SAS and University use and departmental archives Work with undergraduate director to get appointment details Have a working knowledge of PTL contract(i.e. correct job titles and salary minimums) Have a basic understanding of PTL appointment terms Jan 2013 2

3. Optional Presentation Title PTL Appointment Process PreparerApprover SAS Personnel Business Office Final Approval (Personnel) Candidate REJECT APPROVE Central and Decentralized REQUESTFLOWREQUESTFLOW NB: Department chair\program director will always retain this role. An administrative staff member can be added at the request of chair\director. Additional admins to be approved by SAS. Jan 2013 3

4. Optional Presentation Title Log in through the appointment portal with your NetIDappointment portal Jan 2013 4

5. Optional Presentation Title Main Queue Main queue will default to any pending submissions you have prepared This section allows you to see –Appointee name –Appointment type –Date last modified –Actions tab – where you can approve\reject\delete records –Accepted status – Indicates candidate signed and accepted appointment Filter List By –Pending in Queue –Pending and Recent Submissions –All Submissions Sort By –Last Modified Date –Last Name Jan 2013 5

6. Optional Presentation Title Create New Submission Click ‘New Submission’ tab to begin the appointment process Jan 2013 6

7. Optional Presentation Title Section I- Candidate Information Employee ID – Enter this to pre-populate demographic information –If new employee check indicated box. This will supersede the need to enter in employee ID Job Class Codes can be found herehere –System auto-populates type7 & 8 employees; manually enter any other PTL appointment type Terms – enter whether this faculty member will teach in the spring or fall –Dates will auto-populate *Revised records– use this to update a previously submitted record –Revised records are essentially new records in the system; all information will need to be entered again –Checking ‘revised’ is important as it will ensure the revision will be indicated on the new contract Jan 2013 7

8. Optional Presentation Title Section I – Revised Record (con’t) Revised records allow you to resend PTL contract will corrects to original package Data will need to be re-entered and the revised button should be check Revised button MUST be checked off Jan 2013 8

9. Optional Presentation Title Section II – Course Information Index - University index will populate course information for you –Use this feature for most occasions –Access course indexes through the University Schedule of CoursesUniversity Schedule of Courses Course # |Course Title |Credits - Manually enter course information –Only use this feature when course offered has more than one section –Enter in the additional sections being taught by faculty in the comments section –Chose course duty “other” Cross Listed –Select ‘yes’ and enter in cross listed index number Jan 2013 9

10. Optional Presentation Title Section II – Course Information Course Duties – a brief description of what the PTL will be doing within this appointment –Teaching –Recitation –Lab Instruction –Assisting –Tutoring –*Other –if non-teaching coad, must choose this option Number of Students – Salary – enter in the correct salary information Account Number –The budget account the faculty member is being paid from Account Position One Time Higher Salary Clause –Select for clause indicating there is a one time salary increase for this course and will be indicated on candidate’s contract Jan 2013 10

11. Optional Presentation Title Section III This section helps review that the job class code and title for the candidate is correctly classified Citizenship Status –US – have a valid I-9 paperwork –Permanent Resident – has valid green card –VISA -- enter in specific Visa information including type, date issued and country of origin If candidate is also a graduate student, indicate this as it reflects their affiliation with Rutgers If candidate is also outlined in the declaration OR employed with Rutgers in another capacity indicate this as well If candidate was A PTL within the past 3 semesters OR TA or faculty in the year preceding indicate this Jan 2013 11

12. Optional Presentation Title Section IV Submission history allows you to see the comments and progression of an appointment Use this section to communicate any additional information needs to be known in order to approve this package For records that are rejected, check history and comments section for details about the issue Jan 2013 12

13. Optional Presentation Title Submission: Complete Once submitted, no changes can be made until appointment details are rejected back to the preparer Refer to the main queue to check the status of your submission Next step: follow up with your department approver to ensure the package moves forward in a timely fashion Jan 2013 13

14. Optional Presentation Title Submission: Complete Completed submissions are viewable but not editable until rejected back Course Salary History allows you to view historical salary information Jan 2013 14

15. Optional Presentation Title Important Links All these links can be found within the PTL appointment portal SAS Appointment PortalSAS Appointment Portal –Access PTL, TA\GA, NTT system AAUP-AFT PTL Agreement Determination of Titles Oath of Affirmation PTL Pension Eligibility PTL Addendum Jan 2013 15

16. Questions? Melissa Jackson mjackson@sas.rutgers.edu Sunita Jagtiani sjagtiani@sas.rutgers.edu mjackson@sas.rutgers.edu sjagtiani@sas.rutgers.edu