The Appointment Process
Procedures for PTL/CoAd Depository – Department Preparers
Accessing the PTL/CoAd Depsoitory - use the link below:
To Create a New Appointment
After the Department completes and submits their appointment, the record will flow through the following approval process. All Approvers have access to all information and attachments related to a record. If any Approver rejects a record, they will enter a comment into the record and it will be returned to the Department for correction. At that time, the Department will also receive an email from the system identifying which record was rejected.
- Academic: Currently, all records go to Kristen Lester.
- Business: Currently, all records will go to both Jonathan Wright and Zenash Tassew. They will coordinate approvals via email based on the Funding Source.
- SEBS HR Personnel:Approves all records.
- Final Processor: Submits to DocuSign for candidate signature. The candidate will receive an email with a link to sign and initial the contract in DocuSign. Upon completion, the candidate, Department Preparer, Kristen Lester, Jonathan Wright and Brianna Ortega will receive an email with the letter and signed contract attached.
Status of a Submission
To see where your submission is in the Approval Process, go to the Main Page and check the Status column. Keep in mind that if is 'In Queue For: Business Approval', this could mean it is waiting for either Jonathan or Zenash, depending on the Funding Source.
History of Actions
To see all actions taken on a submission, bring up the record and scroll to the bottom. All actions are listed in the 'Submission History & Comments' area with date and time stamps, the type of action and comments.
If a candidate letter needs to be updated due to a change in a Course section, go into the appointment and click on the 'Revise Appointment' button at the top left. This will create a new, but connected, appointment which will then need to go through the entire approval process again.
SEBS HR will periodically pull signed contracts from DocuSign into the depository, where all users will be able to access them.
SEBS HR has the ability to Delete an entry if something goes awry.
***There can only be one request for each contract. Employees can have a PTL appointment in multiple departments, so each department preparer would need to enter their submissions individually.
*** For more information visit the Academic Appointments Manual (PDF).