Faculty and Academic Staff Appointments (FASA) System Overview

Transcription

1 Faculty and Academic Staff Appointments (FASA) System Overview Overview This guide describes the following aspects of the Faculty and Academic Staff Appointments (FASA) system: ü About Academic Appointments and FASA ü Feature Highlights ü FASA Dashboard ü Navigation & System Structure ü Transaction Record ü Notifications ü Template Letters ü Transaction Reports ü Security FASA supports the following web browsers: Firefox (recommended) Chrome Safari About Academic Appointments and FASA: The academic appointment process is a serious review undertaken to ensure that the professional qualifications of a candidate meets the requisite skill and subject knowledge for employment or affiliation to fulfill identified programmatic needs in research, teaching, and/or clinical care to further the missions of Stanford University. FASA is a university-wide system developed to automate and centralize academic appointment processes for amending existing professoriate appointments, academic staff (research and teaching) and other teaching staff. FASA will: automate the appointment forms and approval process using online transactions and approvals provide a single, central data repository for all types of academic appointment information provide status-tracking for online actions and reports of transaction history March

2 FASA is designed to take the sometimes complicated paper form routing and automate the transaction workflow based on the type of transaction and departments and schools involved and provide electronic approvals. No more paper forms! What FASA does behind the scenes - Feature Highlights Workflow design for FASA transactions - On line review and approvals for transactions: Forms can be shared between Contributors to complete required information before sent for final approvals. Departmental- and School-level approvals required for each unique transaction are predetermined and assigning the transaction to a specific individual for each required level is done by choosing from a drop-down list of individuals who have been given authority through Authority Manager. Subsequent approval routing for a transaction is pre-programmed. Approvers at any level have the ability to insert additional approvers and FYI notifications. March

3 FASA will provide an online transaction form replacing these existing paper forms - (*Note, Green Forms will be replaced with this releases) Nickname Full Name Population Institutional Approver Blue Form Green Form AS-R Recommendation for Amendment of Professorial Appointment (Appendix C) Recommendation for Appointment: Lecturers, Other Teaching Staff and Appointments (by courtesy) (Appendix D) Recommendation for Appointment or Promotion of Academic Staff-Research Professoriate and Emeritus* Provost Office - Faculty Affairs Academic Staff - Teaching and Other Teaching: Lecturers, Acting, Consulting, Clinician Educators, Adjunct Clinical Faculty, Visiting Faculty Academic Staff - Research School Dean's Offices, Dean of Research, Vice Provost Undergraduate Education (VPUE) Dean of Research FASA Dashboard The Dashboard in FASA allows you to see transactions (pending and closed) in which you have been assigned a role. The interactive report on the dashboard allows you to customize viewing aspects of the dashboard. There are links to quickly sort and filter the transactions information and to initiate searches and new transactions. March

4 Navigation & System Structure Some of the navigation features are Actions: New transaction click to initiate a new transaction Search allows you to begin a search of transaction(s) by one or more criteria or use the Search box to begin a search for transaction(s) within a selected column type. Searches can be done by name, SUNet ID, Employee ID, by various components of the transactions detail, or by information within each column. Results can be exported to Excel. Dashboard Filters: Assigned to Me lists all open transactions that are assigned to you, waiting for your action. Assigned to Others lists all open transactions that include an assigned role for you and are currently assigned to someone else. Closed list all closed transactions within prior 60 days All list all open and closed transactions FYI list all transactions that you are added as an FYI Filters: Filters can be added to information in each column by clicking on the column headings and choosing the information to filter. Remove the filter by clicking on the red X by the chosen filter criteria. March

5 Approvals, Attachments, Comments: Manage button allows documents to be uploaded and attached to a transaction. Comments (public and private) can be included with the transaction information. Private Comments are seen only by originator and recipient and are deleted when form is approved. Public Comments become part of the permanent transaction record. Add Contributors to a pending transaction. A Contributor can add or edit the transaction details and manage documents not available to the Originator. The Contributor must return the transaction to the Originator who submits it for approval. Add FYI Users to receive the notification that a transaction has been approved. The FYI must have a role in FASA (see the section on Security, page 7). Use Back to go back from the appointment details page to the page on which to reselect appointment types to modify or to add an appointment before the transaction is submitted for approval. Use Cancel (Withdraw) Transaction to stop a transaction after the approval routing has begun. (Best practice when a minor error is identified: Originator ask the current assignee to make the needed change. Approver if you are not the current assignee enabled to make the needed change, ask the current assignee to make the change or to return the transaction to you.) View Summary provides a summary of the transaction with changed information highlighted and ability to approve or deny the transaction. View Milestones provides summary of the transaction form activities. March

6 Approve or Deny Action AST/OTS, CE/ACF, VS Reference Guide Transactions can be approved on the Edit Transaction page or the Transaction Summary page. Individuals assigned an approver role receive an notification that includes a link to the Transaction Summary page. Transaction Records Transaction Summary page includes Print function to allow printing or saving the summary page as a PDF version, for file keeping. Notifications FASA sends three types of notifications, all of which include a direct link to the transaction summary. 1. Transaction reassignment or a request for approval. Informs the recipient that a transaction has been assigned to him or her for attention. 2. Private comments about the transaction from one user to another user. The recipient will be able to view the transaction. If the recipient is designated as a Contributor or an Approver for the transaction, he or she can edit it. 3. Transaction milestones include - transaction ready for approval, notification after each approval, transaction denied. 4. The transaction milestone notification contains few details; the recipient must click on the link in the message to access the transaction summary to obtain them. March

7 Template letters Customizable template letters for appointments and reappointments will be available for use by school deans offices through FASA. Reports Reports of FASA transaction information are available and can be downloaded to Excel, HTML, or . Security Access to the system is authorized by a school dean s office by assigning a role to an individual through Authority Manager. A user gains access to FASA by supplying his/her SUNetID and password through Stanford Authentication. Note: The Originator, Contributor (if any), and Approvers may add an FYI Recipient to a transaction. The FYI Recipient can be anyone with an assigned role in FASA. Once added to the transaction, the FYI Recipient will receive via the final milestone notification ( Provost Approver approved.) The FYI Recipient must hold the FASA Viewer role (singly or dual with another role) to view transaction information. March

8 FASA roles to which a user may be assigned are: Role Authority Viewer (may be dual with View transaction another role) Search for actions in assigned organization Report on actions in assigned organization User (Originator) Start transaction, add data, attachments and comments, and submit transaction for approval Withdraw a transaction after it has been submitted Search for and report transactions for which originator An authorized user granted access as Contributor may perform same capabilities on open transaction as the Originator This role has no approver capabilities Department Approver Division Approver School Approver Start transaction, add data, attachments and comments, and submit transaction for approval (and, in this case, cancel and start a transaction over before it has been submitted) Cancel transaction after it has been submitted) and/or Approve/deny transaction Return an action to approver lower on approval hierarchy Reassign an action to another approver Add another approver Edit transaction data, add/delete attachments, add comments Search for and report transactions in which assigned as an approver Institutional Approver Provides final level of review required for the transaction (e.g., Dean of Research Office) Set automatically by the system March

9 FASA DASHBOARD AST/OTS, CE/ACF, VS Reference Guide The FASA Dashboard is your launching point in the FASA system. It is where you can view a summary of all transactions (pending and closed) in which you have been assigned a role. From this page, you are able to initiate a search, start a transaction, see the status of a transaction and quickly sort pending transactions to view items waiting for your approval or items waiting for others to approve. Navigation: Open a web browser and go to and enter your login information. The page will open to your Dashboard. You will see information for specific transactions, such as, faculty name, type of transactions, current status of a transaction, and to which approver it is currently assigned. You can select columns that you want to be displayed on your dashboard or add filters to the columns of information. Click on the individual s name to open details of that transaction. Click on the heading of a column to add a filter for information in that column. Click the red X by that filter item listed above the columns to remove it. March

10 A look at the dashboard Actions: Click the New Transactions link to initiate a new transaction form. Click Search to begin a search of transaction(s) by one or more criteria this method will search through all current and processed transactions. Information can be exported to Excel. Or use the Search box to begin a search for transaction(s) occurring during the last 60 days within a category under a selected column type results can be exported to Excel. March

11 Contributor Requests allow you to see if someone else has requested authority as a contributor to a pending transaction. You can approve or deny from this screen. Dashboard Filters: Assigned to Me lists all open transactions that are assigned to you, waiting for your action. Click on the faculty name link to open that specific transaction. Assigned to Others lists all open transactions that are currently assigned to someone and that include an assigned role for you as an Originator, a Contributor, or as an Approver. Closed list all closed transactions within prior 60 days All list all open and closed transactions March

12 APPROVER RESPONSIBILITES - FASA AST/OTS, CE/ACF, VS Reference Guide All transactions may require approval by a faculty/pi, departments and schools. The different types of possible approvers (in ascending level of authority) are: division, department, school dean s office, school dean and final institutional approver. The default routing order of a transaction will be set based on the sequence of approvers generated by the routing algorithm and the approval chain created by the originator. An approver can approve an action, deny an action, return an action, edit the proposed appointment details, modify the list of approvers, add an FYI recipient, add an attachment, add and view comments (all public comments and any private comments addressed to the approver). Navigation Path An approver has two ways to access a transaction: 1. notification is sent when a FASA transaction has been assigned to an approver. The contains a link which opens directly to the Transaction Summary page. From this page the transaction can be approved or denied or approver can return to the transaction detail page to make modifications to the transaction or approver list. OR 2. Log in to the FASA dashboard page at Find the transaction in the list and click on the individual s name to access the transaction. Approver Procedure 1 Transaction Summary supplies the essential details about an individual, the transaction, proposed appointment details with proposed changes indicated, comments (if any), approval history and document attachments. 2 To approve the transaction from this page, click on Approve at the top or bottom of the page. To deny the transaction, click on Deny and provide an explanation. Your explanation will be included in a notification to previous approvers. 3 To view all information or to modify the action in some manner (e.g., the proposed appointment details, the list of approvers, add an FYI recipient, add an attachment, add a comment or return an action) click View/Edit Transaction Details at the top of the page. 4 If you wish to approve or deny the transaction following the more detailed review, click on Approve or Deny in the Approver Workflow box. Deny requires an explanation. 5 If you are editing proposed Appointment Details, please refer to the appropriate transaction job aid for other instructions. 6 To return the transaction, click on Return to Approvers in the Approver Workflow box. Choose the individual to whom transaction will be returned. Note: Form will return to approver chosen and all subsequent approvals and routing will be reset and must be reentered. To add another approver in the approval chain, click on Add/Modify Approvers in the Approver Workflow box. Individual will be inserted in the approval chain at this point and transaction will then continue with remaining approval workflow. 7 To add an FYI recipient, click on Add FYI User located on the Approvers row. Start typing the FYI recipient s first name. The list will narrow. Select the name of the recipient and click on Submit. This step must be done before you approve the transaction. 8 Attachments: To add supporting documents click Manage. Browse for and upload the documentation. This step must be done before you approve the transaction. 9 Comments, click on the Add Comment button to add comments. Comments designated Private are seen only by the originator and designated recipient and are deleted when the form is approved. Public comments become part of the transaction record. This step must be done before you approve the transaction. March

13 REQUEST NEW AST-OTS, VS & CE/ ACF APPOINTMENT REQUEST NEW APPOINTMENT action is used to request a new appointment at any Academic Staff- Teaching & Other Teaching, Visiting Scholar and Clinician Educators/ Adjunct Clinical Faculty rank. The department requesting the appointment initiates the action which must be approved by the faculty sponsor (if needed), department chair and the school dean s office. Required documents: For all appointments o CV (current, e.g. most up-to-date) o Other documents as appropriate *Policy: Academic Staff Handbook Ch. 6 Research Policy Handbook Ch Navigation Path: Open a web browser and go Supply your SUNetID and password. Your FASA dashboard should appear. Originator Procedure: 1 Click on New Transactionà Select Transaction Typeà Appointmentà New 2 Describe Intended Action is a required field. Enter a brief description of the action you are initiating. This will show throughout the transaction and will assist approvers in identifying the action (i.e., Request new appointment for X in the Z Department from date to date). 3 Search for Candidate by "Name" or "SUNet ID" or "Employee ID" and enter the information in the box. Recommended search is by Empl ID. A name search requires both last and first name fields and may result is many rows of information. 4 If the individual has a prior Stanford affiliation: From the list, select the person for transaction. If the candidate's name appears in multiple rows, select any one of the rows that identify that individual. Click Select Person. The next page will show current and historical appointment information. Review for an existing appointment line that may fit your transaction. Click the box before any appointment line which matches the department and exact appointment type of transaction and click Next. [Note: if a transaction is already pending for this individual, your only choice is to View the action. Click View to see details of the pending item.] If the individual does not have an affiliation, i.e. does not have a PeopleSoft Job or Non- Employee Affiliate record: click Create New Person and click Next to advance to detail page. [Note: this will allow information about the person to be entered for the transaction, but does not create a PeopleSoft record. A valid Empl ID and PeopleSoft record will be needed before transaction can receive final approval. ] **For additional see Job Aid for FASA Search/ Create New Person March

14 5 Complete the required information fields appropriate for a new appointment, and upload all required documents. A list of required documents is available above. Contact your local HR administrator for any additional documentation requirements your school may have. If bio/demo (including visa) information is completed in PeopleSoft, it will display here. [Note: if Create New Person option was chosen all bio/demo, education and other background information fields will need to be completed. This information will reside in FASA only and will not transfer to PeopleSoft records.] Enter appointment start and end date information in MM/DD/YYYY format or use the calendar icon. Click save after completing each section. Check for any error messages at top of the page. 6 Click Save All to save appointment information to complete transaction or to return to the form later. Check for any error messages at the top of the page. 7 Click Add/Modify Approvers. FASA will list the required approval levels for this action, but you will need to select the approver for each approval level from the drop-down menus. If an approver is listed more than once, select the approver only once. You may add or insert additional approvers at any approval level (e.g. a lab manager and/or department manager added as another department approver; a second school approver at the dean s office level). Note: If a Faculty Sponsor is entered on the form, (s)he will automatically be added as the first approver for transactions. Click on Save in the Add/Modify Approvers section. FYI notifications can be added in the Approvals section for any user with a FASA role. 8 Attachments: To add supporting documents click Manage. Browse for and upload any documentation, as appropriate. 9 Public or Private comments can be added to transaction. 10 To review your entries, click the View Summary button in banner at top of the form. 11 Click Submit for Approval to route transaction for approval. (If the Submit for Approval button is missing, go back to Step 9 and add Approvers.) Message at the top of the screen will say: Approver list configured successfully. Note: New and reappointment transactions have a built in Conflict of Interest disclosure trigger for some types of visitors. More information will be distributed as this functionality is rolled out. Additional notes: Use Back to go back from appointment details page to page on which to reselect appointment types to modify or to add an appointment before the transaction is submitted for approval. Use Cancel(Withdraw) Transaction to stop a transaction after approval routing has begun. (Best practice: minor errors can be corrected by a transaction approver). View Summary provides a summary of the transaction with changed information highlighted. View Milestones provides summary of transaction form activities with date information. Use Add/Modify Contributor to give access to the transaction to other contributors for completing required information before the form is routed for approvals. Comments, click on the Add Comment button to add comments. Comments designated Private are seen only by the originator and designated recipient and are deleted when the form is approved. Public comments become part of the transaction record. March

15 AST/OTS, CE/ACF, VS Reference Guide FASA SEARCH / CREATE NEW PERSON SEARCH The search inquiry function available in FASA will search PeopleSoft Job records and Non- Employee Affiliate records. PeopleSoft Job records include the following types of records: employee, faculty, temps, casuals, part- time, student workers, GFS (grads and post- docs), SLAC employees, retirees. NOTE: This search inquiry function will NOT consider other PeopleSoft records including students and applicants. If the individual has a prior Stanford Job or Non- Employee Affiliate record: The optimal search is by using Empl ID or SUNet ID and will return the quickest and most accurate results. Database is very large and contains many records, this will narrow search results. A name search requires both last and first name fields to be entered. Search results may show multiple records of information for an individual. Any line may be selected it is used only to identify the individual for the transaction. If the individual does not have a Stanford Job or Non- Employee Affiliate record: FASA transaction can be initiated by clicking Create New Person on the initial FASA page. This allows information about the person to be entered for the transaction, but does not create a PeopleSoft record. A valid Empl ID (and some type of PeopleSoft record) will be needed before transaction can receive final approval and before upload into FAAS database. Once a new PS record is created, a regular search can be completed before initiating a transaction (see above), OR use the Validate Empl ID function on appointment detail page to match transaction to a PS record. *Note, a search should always be attempted (even if you believe there is no previous record) and must be completed before the Create New Person button will show on the page. March

16 AST/OTS, CE/ACF, VS Reference Guide CREATE NEW AFFILIATION RECORD (and Empl ID) **See your Dean s Office contact for your school s procedures for this section** Links for a HelpSU ticket to HR Transaction Group and a Secure Portal are available on the initial FASA page. When a search is completed with no records returned, link options will appear: HelpSU ticket link will begin a request to the HR Transaction Group. This can be used for requesting a more complete search for an individual (including the Registry system), for notification that the Secure Portal link has been sent to a candidate and for HRT to monitor for completion or to request Empl ID information. Text for the HelpSU ticket should include: Legal name of candidate Host department and organization code Description of request Department contact information Secure portal link can be used to enter Bio/Demo data (e.g. name, address, social security number, date of birth) for a candidate. Link can be sent to the individual with a request to complete the information. Information entered is securely reported to the HR Transaction Group. Text to use to send secure portal link to candidate with request to complete Bio/Demo information: There is confidential information that we need to process your appointment in our human resources system. We gather this information through a secure online site to protect your identity. Please use the link below to visit the Stanford Secure Portal, enter your information, and submit it for secure processing. Human Resources will use your personal data only to complete your record in our systems. The data will not be retained in this portal server once your record has been created in Stanford s HR systems. Website: Secure portal link Please let me know when this is completed. Thank you March

17 A view of the secure portal page: March

18 REQUEST REAPPOINTMENT FOR AST-OTS, VS & CE/ ACF The REQUEST REAPPOINTMENT action is used to request a reappointment at any Academic Staff- Teaching & Other Teaching, Visiting Scholar and Clinician Educators/ Adjunct Clinical Faculty rank. The department requesting the appointment initiates the action, which must be approved by the faculty sponsor (if needed), department chair and the school dean s office. Required documents: For all appointments o CV (current, e.g. most up-to-date) o Other documents as appropriate *Policy: Academic Staff Handbook Ch. 6 Research Policy Handbook Ch Navigation Path: Open a web browser and go Supply your SUNetID and password. Your FASA dashboard should appear. Originator Procedure: 1 Click on New Transactionà <Select Transaction Type> Appointmentà Reappointment 2 Describe Intended Action is a required field. Enter a brief description of the action you are initiating. This will show throughout the transaction and will assist approvers in identifying the action (i.e., Request new appointment for X in the Z Department from date to date). 3 Search for Candidate by "Name" or "SUNet ID" or "Employee ID" and enter the information in the box. Recommended search is by Empl ID. A name search requires both last and first name fields and may result is many rows of information. 4 From the list, select the person for transaction. If the candidate's name appears in multiple rows, select any one of the rows that identify that individual. Click Select Person. The next page will show current and historical appointment information. Review for an existing appointment line that may fit your transaction. Click the box before any appointment line which matches the department and exact appointment type of transaction and click Next. [Note: if a transaction is already pending for this individual, your only choice is to View the action. Click View to see details of the pending item.] 5 Complete the required information fields appropriate for the reappointment, and upload all required documents. A list of required documents is available above. Contact your school dean s office for any additional documentation requirements your school may have. Bio/demo information (including visa), if completed in PeopleSoft, and all previous appointment information will pre-populate the fields. Fill out or change all sections applicable to the reappointment. Click save after completing each section. Enter appointment start and end date information in MM/DD/YYYY format or use the calendar icon. A start and end date are required to ensure correct formatting in FAAS. Click save after completing each section. Check for any error messages at the top of the page. 6 Click Save All to save appointment information to complete transaction or to return to the form later. Check for any error messages at the top of the page. 7 Click Add/Modify Approvers. FASA will list the required approval levels for this action, but you will need to select the approver for each approval level from the drop-down menus. If an approver March

19 is listed more than once, select the approver only once. You may add or insert additional approvers at any approval level (e.g. a lab manager and/or department manager added as another department approver; a second school approver at the dean s office level). Note: If a Faculty Sponsor is entered on the form, (s)he will automatically be added as the first approver for transactions. Click on Save in the Add/Modify Approvers section. FYI notifications can be added in the Approvals section for any user with a FASA role. 8 Attachments: To add supporting documents click Manage. Browse for and upload any documentation, as appropriate. 9 Public or Private comments can be added to transaction. 10 To review your entries, click the View Summary button in banner at top of the form. 11 Click Submit for Approval to route transaction for approval. (If the Submit for Approval button is missing, go back to Step 9 and add Approvers.) Message at the top of the screen will say: Approver list configured successfully. Note: New and reappointment transactions have a built in Conflict of Interest disclosure trigger for some types of visitors. More information will be distributed as this functionality is rolled out. Additional notes: Use Back to go back from appointment details page to page on which to reselect appointment types to modify or to add an appointment before the transaction is submitted for approval. Use Cancel (Withdraw) Transaction to stop a transaction after approval routing has begun. (Best practice: minor errors can be corrected by a transaction approver). View Summary provides a summary of the transaction with changed information highlighted. View Milestones provides summary of transaction form activities with date information. Use Add/Modify Contributor to give access to the transaction to other contributors for completing required information before the form is routed for approvals. Comments, click on the Add Comment button to add comments. Comments designated Private are seen only by the originator and designated recipient and are deleted when the form is approved. Public comments become part of the transaction record. March

20 MODIFY AST-OTS, VS & CE/ ACF APPOINTMENT The MODIFY APPOINTMENT action is used to change or update details for an existing appointment. Examples of actions are changes to appointment FTE, Faculty Sponsor or department affiliation, appointment dates (in some cases); request approval for mid-year salary increase. Some modifications may be substantial and may require a reappointment transaction. See your dean s office contact for guidance. The department requesting the appointment initiates the action, which must be approved by the faculty sponsor (if needed), department chair and the school dean s office. Required documents: Documentation as appropriate for type of modification *Policy: Academic Staff Handbook Ch. 6 Research Policy Handbook Ch Navigation Path: Open a web browser and go Supply your SUNetID and password. Your FASA dashboard should appear. Originator Procedure: 1 Click on New Transactionà <Select Transaction Type> à Modify Appointment 2 Describe Intended Action is a required field. Enter a brief description of the action you are initiating. This will show throughout the transaction and will assist approvers in identifying the action (i.e., Request new appointment for X in the Z Department from date to date). 3 Search for Candidate by "Name" or "SUNet ID" or "Employee ID" and enter the information in the box. Recommended search is by Empl ID. A name search requires both last and first name fields and may result is many rows of information. 4 From the list, select the person for transaction. If the candidate's name appears in multiple rows, select any one of the rows that identify that individual. Click Select Person. The next page will show current and historical appointment information. Review for an existing appointment line that may fit your transaction. Click the box before any appointment line which matches the department and exact appointment type of transaction and click Next. [Note: if a transaction is already pending for this individual, your only choice is to View the action. Click View to see details of the pending item.] 5 Complete the required information fields for the modification, and upload all appropriate documents. Contact your school dean s office for any additional documentation requirements your school may have. Enter only the effective date in the Start Date field under Appointment Details and update the field appropriate to the change, e.g. FTE. Do not change the End Date field this will write over and change the original appointment end date. March

21 Check for any error messages at the top of the page. 6 Click Save All to save appointment information to complete transaction or to return to the form later. Check for any error messages at the top of the page. 7 Click Add/Modify Approvers. FASA will list the required approval levels for this action, but you will need to select the approver for each approval level from the drop-down menus. If an approver is listed more than once, select the approver only once. You may add or insert additional approvers at any approval level (e.g. a lab manager and/or department manager added as another department approver; a second school approver at the dean s office level). Note: If a Faculty Sponsor is entered on the form, (s)he will automatically be added as the first approver for transactions. Click on Save in the Add/Modify Approvers section. FYI notifications can be added in the Approvals section for any user with a FASA role. 8 Attachments: To add supporting documents click Manage. Browse for and upload any documentation, as appropriate. 9 Public or Private comments can be added to transaction. 10 To review your entries, click the View Summary button in banner at top of the form. 11 Click Submit for Approval to route transaction for approval. (If the Submit for Approval button is missing, go back to Step 9 and add Approvers.) Message at the top of the screen will say: Approver list configured successfully. Additional notes: Use Cancel to go back from appointment details page to page on which to reselect appointment types to modify or to add an appointment before the transaction is submitted for approval. Use Withdraw Transaction to stop a transaction after approval routing has begun. (Best practice: minor errors can be corrected by a transaction approver). View Summary provides a summary of the transaction with changed information highlighted. View Milestones provides summary of transaction form activities with date information. Use Add/Modify Contributor to give access to the transaction to other contributors for completing required information before the form is routed for approvals. Comments, click on the Add Comment button to add comments. Comments designated Private are seen only by the originator and designated recipient and are deleted when the form is approved. Public comments become part of the transaction record. March

22 TERMINATION AST-OTS, VS & CE/ACF APPOINTMENT The TERMINATION action is used to end an appointment record in the central database. This includes an appointment that ends, is not renewed, or one that ends earlier than the current appointment end date. Reasons for ending an appointment early include resignation, termination, retirement, death. This action is also used to cancel an approved appointment request for individuals who are ultimately not hired. This action will normally be initiated by the home department and/or school. **In order to maintain current information in the central database and obtain accurate reporting, it is critical that departments and schools send notification through a FASA transaction when an appointment ends, ends early or if an individual is not hired. ** The department initiates the action, which must be approved by the department chair and the school dean s office. Required documents: Documentation appropriate to type of action, e.g. resignation letter, termination notice *Policy: Academic Staff Handbook Ch. 6 Research Policy Handbook Ch Navigation Path: Open a web browser and go Supply your SUNetID and password. Your FASA dashboard should appear. Originator Procedure: 1 Click on New Transactionà Select Transaction Typeà Termination 2 Describe Intended Action is a required field. Enter a brief description of the action you are initiating. This will show throughout the transaction and will assist approvers in identifying the action (i.e., Request new appointment for X in the Z Department from date to date). 3 Search for Candidate by "Name" or "SUNet ID" or "Employee ID" and enter the information in the box. Recommended search is by Empl ID. A name search requires both last and first name fields and may result is many rows of information. 4 From the list, select the person for transaction. If the candidate's name appears in multiple rows, select any one of the rows that identify that individual. Click Select Person. The next page will show current and historical appointment information. Review for an existing appointment line that may fit your transaction. Click the box before any appointment line which matches the department and exact appointment type of transaction and click Next. [Note: if a transaction is already pending for this individual, your only choice is to View the action. Click View to see details of the pending item.] 5 Enter Appointment End Date (usually last day of work at Stanford). If this is to end an appointment for someone who never arrived, use the same date as the start date. Enter other details like departure reason or destination in the comments section. Contact your school dean s office for any additional documentation requirements your school may have. Click save after completing each section. 6 Click Save All to save appointment information to complete transaction or to return to the form March

23 later. Check for any error messages at the top of the page. 7 Click Add/Modify Approvers. FASA will list the required approval levels for this action, but you will need to select the approver for each approval level from the drop-down menus. If an approver is listed more than once, select the approver only once. You may add or insert additional approvers at any approval level (e.g. a lab manager and/or department manager added as another department approver; a second school approver at the dean s office level). Note: Faculty PI will automatically be added as the first approver for transactions. Click on Save in the Add/Modify Approvers section. FYI notifications can be added in the Approvals section for any user with a FASA role. 8 Attachments: To add supporting documents click Manage. Browse for and upload any documentation, as appropriate. 9 Public or Private comments can be added to transaction. 10 To review your entries, click the View Summary button in banner at top of the form. 11 Click Submit for Approval to route transaction for approval. (If the Submit for Approval button is missing, go back to Step 9 and add Approvers.) Message at the top of the screen will say: Approver list configured successfully. Additional notes: Use Back to go back from appointment details page to page on which to reselect appointment types to modify or to add an appointment before the transaction is submitted for approval. Use Cancel (Withdraw) Transaction to stop a transaction after approval routing has begun. (Best practice: minor errors can be corrected by a transaction approver). View Summary provides a summary of the transaction with changed information highlighted. View Milestones provides summary of transaction form activities with date information. Use Add/Modify Contributor to give access to the transaction to other contributors for completing required information before the form is routed for approvals. Comments, click on the Add Comment button to add comments. Comments designated Private are seen only by the originator and designated recipient and are deleted when the form is approved. Public comments become part of the transaction record. March

24 Faculty and Academic Staff Appointments (FASA) Review and Approval - Quick Reference Guide Step 1: Access the form via your notification ü Click on the link to the form in your message **Transactions can also be accessed via FASA Dashboard page: Log into the FASA dashboard at Find the transactions listed in the dashboard Click on the faculty name with embedded link ü Link will open to the Transaction Summary review page Step 2: Review the transaction summary information ü Review the information on the transaction summary page for accuracy ü To view transaction Comments or Attachments scroll to the bottom of the page to find those sections ü To complete your review click the Approve or Deny button Click on the View/Edit Transaction Detail button for full transaction details or to modify or return the transaction, add approver or comments March

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