NextGen Graduate Appointment System
The NextGen Graduate Appointment System is a completely paperless hiring process that is customizable by departments, colleges and/or non-academic divisions based on a series of roles.This system will allow graduate faculty members or designated staff to electronically initiate transactions on behalf of their students. Transactions will then route to the appropriate human resources and funding approvers as well as create an electronic Terms and Conditions contract based off of the information entered into the tool. The electronic Terms and Conditions contract will route to the student and supervisor for electronic signature and will be archived within MyPack Portal for historical reference.
Actions Requiring a New Terms & Conditions Contract
The NextGen Graduate Appointment System will route a transaction requiring a new Terms and Conditions contract to financial and human resources approvers based on the student’s appointment department, as shown in the diagram to the right.
- Initiating an Action
A hire, modification or separation action will begin with an Initiator, which may be the student’s faculty supervisor or designated department personnel. The action will then route to the Department HR Representative and Department Funding Representative based on the department selected by the Initiator.
- Financial Approvals
The financial approvals, shown in green in the diagram to the right, are independent of the human resources approvals; therefore, once the action has been reviewed and approved by the Department Funding Representative, the action will route to the College Funding Representative. Once the College Funding Representative approves, the action will remain in hold until human resources, student and administrative approvals have taken place.
- Human Resources Approvals
Again, the human resources approvals are independent of the financial approvals. The human resources approvals include administrative approval by the Dean, or his/her designee, if the action will cause the student’s aggregate FTE to exceed 0.75 FTE. The Dean must review the pending action, which includes an acknowledgement of potential ACA implications, and approve or deny the exception request. Then, an electronic Terms and Conditions contract will route to the student’s supervisor (faculty member) via email for their electronic signature. Once the supervisor approves, the student will be notified via email to also review and sign the electronic Terms and Conditions contract. The action will then remain in hold until all financial approvals have taken place. Once the financial approvals are completed, the action will route to the College/Final HR Representative for their review and approval. Upon their approval, the action will automatically load into the HR/Payroll system, and store the Terms and Conditions contract for historical reference.
- Approval and Pushback Notification
Individuals within all roles will receive email notification once an action is at their level for approval. Furthermore, if an action is pushed back at any time, individuals in the role immediately before the individual pushing back the transaction will receive an email notifying him/her of the push back, which will include the required comments as to why the transaction has been pushed back. The only caveat is if the Department Funding Representative pushes back an action, it will go to the Department HR Representative prior to the Initiator in case the Department HR Representative is able to correct the information.
Once an action has been approved, individuals within all roles (excluding Dean) will receive an email notifying them that an action has been approved and loaded into the HR/Payroll system.
Actions Not Requiring a New Terms & Conditions Contract
Actions not requiring a new Terms and Conditions contract include: changing department location, changing encumbrance flags, changing supervisor, and separation actions. These actions will not route to financial approvers, nor will a new Terms and Conditions contract be created/route to the supervisor and student for their signature. Students, supervisors and financial approvers will be notified once these actions have been approved.
The NextGen Graduate Appointments System is based off of a series of roles, which are described below. Departments, colleges and non-academic divisions may request these roles for individuals through a Security Access Request (SAR).
Below is how roles appear in the SAR system.
- NextGen Grad College Funding
- NextGen Grad Dean Access
- NextGen Grad Dept Funding
- NextGen Grad Final HR Approver
- NextGen Grad HR Dept Rep
- NextGen Grad Initiator Access
Materials and Links
- Dean: Cheat Sheet
- Faculty Initiator: Quick Guide
- Full Manual
- Student Instructions: Viewing Terms & Conditions Contract
- Supervisor Instructions: Viewing Terms & Conditions Contract
- ACA Health Insurance vs. GSSP Health Insurance
- Biweekly Calculator
- NextGen Graduate Appointments Informational PowerPoint
- NextGen Graduate Appointment Roles
- Graduate Handbook 4.1: Assistantships, Fellowships, Traineeships and Grants
- Graduate Handbook 4.2: RA and TA Appointments
Frequently Asked Questions
If someone is telling you that they are not getting an email, it is likely that one of the following may be true:
Emails are going to spam or being filtered to another folder other than their inbox. Please have them search their emails by ID number. If no email comes up at this time then it may be that their emails are disabled in Portal.
The approver has their emails “disabled” In Portal. To fix this, ask them to go to Main Menu > Employee Self Service > Email Preferences and make sure emails are not disabled.
In the meantime, supervisors also have access to the Grad Worklist. Please direct them to Main Menu > Human Resource System > NextGen Graduate System > Graduate Worklist. Then ask them to select “Search” for a list of all actions they have access to. When they select the action ID from the Worklist, they will be taken to the Supervisor – Sign T&C page.
If a student currently has a job that has not yet Auto-Termed in Job Data then NextGen will add up the FTE (full-time equivalent) of the job that they are in with the new job you are adding as it will look to the HR system that this is an Additional Job. You are most likely to see this around August when enter Fall appointments while summer jobs are still active.
NextGen can not assume that a current job is ending until there is an actual end date. An expected job end date does not count, there must be an actual separation row in Job Data. The expected job end date will tell the Auto-Term Job, that runs every Wednesday night, that the job will be separating soon and that the system can automatically enter a separation for you. (Please see the Composite Calendar found on the Graduate Appointment Supplemental page for more information on Auto-Term dates.) This has always been happening in SEP, though you may not have noticed it before.
There are a few options to prevent the FTE from adding up.
If the student is currently on an Assistantship that you are planning to continue through the Fall, then you can do a modification to the current appointment to update the dates and salary so that the position continue through the fall.
The department can wait for the current position to Auto-Term (which first occurs three Wednesdays before the planned end date, e.g. job is expected to end on 8/16/15, job will Auto-Term on 7/29/15).
The department can create a future separation for the current job rather than wait for the Auto-Term. If you chose this, use caution!!!! Once a job is termed, you can not make any modifications to the job. This is why the Auto-Term does not run more than three weeks in advanced.
An action can only be canceled at the Initiator or Department HR level. An action can always be pushed back (see FAQ 3) if the action is beyond those approvals. Once the action is at Initiator or Department HR level, then you can go to the Graduate Wroklist, scroll to the right hand side of the screen and select the trashcan image between the “in progress” and “details” column. You will then be asked to confirm that you want the action to end, select yes. The action will be removed from your “in progress” list to your “canceled” list.
An action can be pushed back at an level by entering a comment as to why you are pushing an action back and selecting the “pushback” button on bottom of the screen. If an action is waiting on a Supervisor or Student to sign T&C and you need the action pushed back, please contact Siarra Dickey in the Graduate School.
If you are showing a pending action, first go to your worklist and either do a no criteria search (hitting search with criteria selected except for actions in progress), or search by the specific student ID. This will show you if there are any actions at the initiator level that have not yet been assigned an OUC. If you find your action, you can either select it and complete the action or cancel the action using the trashcan.
If you have a first year international student who only has an international address, please use a department address until the student arrives. Once the student arrives, direct them to update their address in MyPack Portal.
A student has full access to all of their signed T&Cs that have been processed through NextGen, for as long as they are a student. To view their signed T&C, they can go to Main Menu > Employee Self Service > Payroll and Compensation > View T&C Documents. They would see a entry for each T&C that was signed through NextGen. They can open to view the T&C and even print it they require a hard copy. For Social Security Number purposes, students will still need to take a printed approved letter and obtain ink signatures before visiting the Social Security Office.
Below is the general link text. You will need to make sure the “TRANSACTION ID:AGXXXXXXXX” at the end matches your action ID. So if the action ID is AG00000111, then replace “AGXXXXXXXX” with “AG00000111” in the link.