9.2 Submit for Approval via Online Contract on Maintain Faculty Workload Page

Purpose: Use this document as a reference for how to use the Maintain Faculty Workload - View Contract link to submit a FWL contract (appointment letter) for approval in ctcLink.  Colleges using the Automated Approval process may use this page to submit contracts for approval.

Audience: Class Scheduling Staff, HR\Payroll Staff.

You must have at least one of these local college managed security roles:

  • ZD FWL View Cnt Calc
  • ZZ FWL Contract Approve
  • ZZ FWL Contract Calc
  • ZZ FWL Contract Gen
  • ZZ FWL Contract Submit
  • ZZ FWL Pay Processing

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Submit for Approval via Online Contract on Maintain Faculty Workload Page

NavBar > Navigator > Curriculum Management > CTC Custom > Faculty Workload > Faculty Workload Transaction > Maintain Faculty Workload

  1. The Maintain Faculty Workload search page displays.
  2. Search for existing instructors:
    • Empl ID: Enter the ID or use the Look Up.
    • Academic Institution: Enter or use the Look Up.
    • Term: Enter the term or use the Look Up.
    • Last Name: Enter 1 or more characters to search by last name.
    • First Name: Enter 1 or more characters to search by first name.
  3. Select Search button to view a list of all instructors and/or terms that meet the entered search criteria.
  4. If only a single record matches the criteria the page will automatically display.  If more than one record matches the search criteria, the search results will appear below.   Select the link to open the desired record. 
Find an existng value tab
  1. The Maintain Faculty Workload page displays.
  2. On the HCM Data tab, in the HCM Contract Data Info section, select the View Contract button for the desired, unapproved contract to view the online contract.  This will display the administrative staff view of the online contract (appointment letter).
HCM Data Page tab

Approve Contract

  1. The Contract Information page displays.
  2. Once the online contract is open, the comment field can be updated BEFORE selecting the approve or rescind button.
  3. If updating the comment, select SAVE to commit the changes prior to approve/rescind.
  4. After reviewing the contract details, if ready to approve, select the Approve button.
Contract Information page
  1. A confirmation request message displays.
  2. Select Yes.
  3. Select the Return button to exit the contract.
Contract page

Rescind Contract

  1. After reviewing the contract details, the contract must be rescinded.
  2. Select the Rescind button. Note: If rescinding the contract, it is advised to update the comments to explain why the contract is being rescinded BEFORE selecting the Rescind button.
  3. At the pop-up message, select Yes.
  4. Select the Return button to exit the contract.
Contract page
  1. The process to submit an online contract via the Maintain Faculty Workload page for approval or not enabled is now complete.

FWL AWE Is Enabled

Follow steps 1-9 as instructed above.

  1. With FWL AWE enabled there will be an additional button at the bottom of the contract: Submit.
  2. Select Submit to enter the contract into FWL AWE.
Contract Audit History section
  1. When pop-up message appears, select Yes.  (An email will trigger to the first level approver).

 

Message prompt
  1. The Contract Audit History section displays.
  2. Select the Return button to exit the contract.
  3. The process to submit an online contract via the Maintain Faculty Workload page for approval or rescission with FWL AWE enabled is now complete.
  4. End of procedure.

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