9.2 Submitting and Approving FWL Contracts with AWE Enabled

Purpose: Use this document as a reference for how to understand the FWL AWE relationship to FWL contracts in ctcLink

Audience: FWL Admin, 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.

View the Contract from Maintain FWL

Navigation: 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.
  5. The Maintain Faculty Workload page displays.
  6. 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).
  7. The Contract Information page displays.
  8. Once the online contract is open, the comment field can be updated BEFORE selecting the approve or rescind button.
  9. If updating the comment, select SAVE to commit the changes prior to submit/rescind.
Rescind the Contract from Maintain FWL
  1. If, after reviewing the contract details, the contract must be rescinded, select the Rescind button. Note: If rescinding the contract, it is advised to update the comments to explain why the contract is being rescinded BEFORE selecting the Rescind button.
  2. At the pop-up message, select Yes.
  3. Select the Return button to exit the contract.
Submit the Contract from Maintain FWL
  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.
  3. When pop up message appears, select Yes.  (An email will trigger to the first level approver).
  4. Select the Return button to exit the contract.
View the Contract from FWL Mass Approval

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

  • ZZ FWL Contract Approve
  • ZZ FWL Contract Submit

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

Navigation:  Curriculum Management >  CTC Custom > Faculty Workload > Faculty Workload Processing > FWL Mass Approval

  1. The FWL Mass Approval search page displays.
  2. Search for existing, generated contracts:
    1. Institution: Enter or use the Look Up.
    2. HCM Department: Enter HR Department code value or use the lookup.
    3. Term: Enter the term or use the Look Up.
  3. Select View Contract button to view a list of all generated and not rescinded contracts that meet the search criteria.  
  4. Select the View Contract link to access the administrative staff view of the online contract (appointment letter).
  5. The Contract Information page displays.

NOTE: The Contract Information view as seen from the FWL Mass Approval page will not display disclaimer language, any college defined questions or approval/denial and signature buttons. This view is for the confirmation of the class and pay details on the contract before submission for approval or actual approval from this page.

Rescind the Contract from FWL Mass Approval
  1. After viewing the contract, select which contracts should be rescinded by selecting the Rescind checkbox to the right of the contract.
  2. Select Submit at the bottom of the page.
Submit the Contract from FWL Mass Approval
  1. After viewing the contract, select which contracts should be submitted by selecting the Submit checkbox to the right of the contract
  2. Select Submit at the bottom of the page
  3. This will send an email to the next level approver in the process.
Approving the Contract from the AWE Generated Email
  1. An email will generate upon submission to the next level of approver.  Click the link provided in the email.
  2. The link will redirect to a Contract Information page inside of Campus Solutions.
  3. Select Approve or Deny to move the contract to the next stage (it will generate a similar email to the next approver that also contains a link), or to rescind the contract.  If there is only one level of approval, this will approve the contract and send a message to the faculty member to review their contract for signature in the Faculty Center.
  4. If the link in the email is used by someone who is not identified as having the proper security to approve, a message will pop up on the screen.  Select OK to close message.
Review/Approve Submitted Online Contract on FWL Mass Approval Page for AWE

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

  • ZZ FWL Contract Approve
  • ZZ FWL Contract Submit

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

Navigation:  Curriculum Management > CTC Custom > Faculty Workload > Faculty Workload Processing > FWL Mass Approval for AWE

  1. The FWL Mass Approval for AWE search page displays.
  2. Search for generated and submitted for approval contracts:
    • Institution:  Enter or use the Look Up.
    • Term:  Enter the term or use the Look Up.
  3. Select View Contract button to view a list of all generated and submitted for approval contracts that meet the search criteria.
  4. Select the View Contract button to access the administrative staff view of the online contract (appointment letter).
  5. The Contract Information page displays.

The Contract Information view as seen from the FWL Mass Approval page will not display disclaimer language, any college defined questions or approval/denial and signature buttons. This view is for the confirmation of the class and pay details on the contract before submission for approval or actual approval from this page.

  1. Once reviewed, go back to FWL Mass Approval for AWE page and select either approve or rescind box located next to the reviewed contract to check it.  Complete this task for all contracts listed in the selection window.  
  2. When complete, select the Submit button on the bottom of the selection window.

End of process.

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