1. Non-Tenure Track (NTT) 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 NTT 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 NTT contract(i.e. correct job titles and salary minimums) Have a basic understanding of NTT appointment terms 2

3. Optional Presentation Title NTT 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. 3

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

5. Optional Presentation Title Main Menu Main queue will default to any pending submissions ready to be prepared 5

6. Optional Presentation Title Main Employee List Name – of NTT faculty and reflects the specific appointment Titles – For that specific line appointment Salary – For that specific line appointment Appt Start\End- The appointment dates for the line appointment Notification Period – Based on line appointment’s start and end dates Renewable – For that specific line appointment Percent – For that specific line appointment Defaults to a list of all active employees in your queue 6

7. Optional Presentation Title Main Employee List Funding Source –State, Non-State, Grant or any combination of those Appointment Status –Indicates which queue the line appointment sits in –Allows you to see pending contracts Contract Accepted? –Refers to completed and sent contracts that have been signed –Function of personnel service centers Actions –Create new appointment 7

8. Optional Presentation Title Main Employee List Once an action is complete, click submit at the top You can click mass approve queue to move new appointments forward 8

9. Optional Presentation Title Filter Options Filter By: Department – if you oversee multiple departments Notification Period Defaults to the notification periods you have in queue 9

10. Optional Presentation Title Filter Options Appointment Type: (based on academic year) Current – All appointments in this academic year Future – All appointments in the future academic years All Active – All Current and Future appointments Inactive – All appointments in the past academic years All – All Inactive and Active 10

11. Optional Presentation Title Creating Submissions New Submissions (see slide 12) –New to the University –New to your department –New to the system* Re-appointments (see slide 13) –Former department NTT faculty –Former SAS NTT faculty For each, review and data enter details as demonstrated in this presentation *If you are unsure of where on how your NTT should be added to the system, please contact your personnel manager 11

12. Optional Presentation Title Create New Submission Go to Main Employee List Click ‘Create New Submission’ tab to begin the appointment process Enter appointment details 12

13. Optional Presentation Title Create Re-Appointment From Main Employee List Click ‘Create Create Appt’ tab to begin the appointment process Previous appointment details will be prepopulated – verify information accordingly. Follow procedures for creating new appointment 13

14. 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 –You MUST input and employee ID or select new employee Department will pre-populate; choose any other departments appointee may share If you’re creating this appointment for a new employee, check the New Employee box Confirm all fields are correct especially the email 14

15. Optional Presentation Title Section II – Appointment Information Appointment Type –Standard- most all appointments go here. This allows you to confirm appointment details for the next year –Promotion- in the case of a faculty member being promoted –Non-Reappoint- in the case of a faculty member not being reappointed Due to budget restraints or other Title- University designated titles only AY\CY- enter in the appropriate here; if CY a box will populate CY justification box. All CY appointments require justification Renewable- If yes choose yes; if non- renewable choose no 15

16. Optional Presentation Title Section II – Appointment Information Effective Dates- –AY will populate dates for current appointment year; manually change dates as needed –CY will only populate a CY justification box; manually enter dates Part\Full Time- choose whether this is a full or part time appointment Semester Only Appt?- click as this is only for the spring or fall ONLY Salary- enter in the total salary Funding Source- enter in the account number and the physical amount for each account –Account Number –Account Amount 16

17. Optional Presentation Title Section III – Attachments Attach all required documents here Click the upload more for additional document space 17

18. Optional Presentation Title Section IV Use this section to communicate any additional information needs to be known in order to approve this package You can either SAVE or SUBMIT this information once it’s been entered 18

19. Optional Presentation Title Action History Once submitted, no changes can be made until appointment details are rejected back to the preparer For records that are rejected, check history and comments section for details about the issue 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 Return to Main Employee List 19

20. Optional Presentation Title Department List Allows departments to see current contact information SAS has for it’s department Use this section to adjust who gets copied on emailed contracts Click on Admin Section and then Department List to access the contact information we have on file for your department 20

21. Optional Presentation Title Here the departments can make changes to the end user who will receive a CC on all contracts This access controls email copies to the PTL\TA|GA\NTT systems 21

22. Questions? Visit the Office of Administration, Organizational Research and Data Management website here or contact Melissa Jackson mjackson@sas.rutgers.edu 848-932-6409here mjackson@sas.rutgers.edu