Instructions for Course Lecturer Contracts via Minerva

In order for a department to initiate a course lecturer contract via Minerva, the “department initiator” must have a McGill ID and PIN number. If you do not have a PIN please contact the IST Customer Service Help Desk at 398-3398. COURSE LECTURER CONTRACT PROCESS Access MINERVA at http://www.mcgill.ca . Search for Minerva, click on “Minerva for faculty and staff”, and login to Minerva with McGill ID and PIN. • From the MAIN MENU click

a) “HR Admin”, then b) “Appointment Processing” c) “Appointment Process”

You are presented with the Appointment Process screen which contains your “appointment form list” that you must act upon (see Sample A). If there are no forms waiting for action this page will be empty. Note: the person at the department level will only see course lecturer appointment forms with a status of SUS and CHG on this screen. _

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_(Sample A) To create a new appointment form, click on the Create button. This will bring you to the “Create Appointment Form” screen. (See Sample B). _

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_(Sample B) (* = mandatory fields). All mandatory fields must be completed. Select: Function – Hire. The other functions that can be performed are “FOAPAL” and “Job Can”. You can cancel future dated jobs that are in Banner (NBAJOBS) as long as the job has not been paid. Orgn (5 digit department number and description). Only the org for which you have security will be presented on the pick list. Group – Crse Lec E-class – A4 – Academic Non Tenure-Non Rank without benefits Position – Only positions under your organization will be displayed. Course lecturer positions are pooled at the departmental level. _

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_(Sample C) If you have made an error at this point, click on MENU (top right hand corner) or the “Back” button and restart. This is the only time you can use the “Back” button when you’re in the appointment form. Do not click the “Back” button anywhere else, always click MENU (top right hand corner) to go back. Once you have selected the job information, search for the person. To search, click on the Person Search button (see sample C) to get the Search Form (see Sample D). Notice the job selection criteria from the previous page are displayed above the search. You can search on McGill ID, Name or SIN. When you enter the last and first names, ensure that a % is inserted before and after the names. After you enter the McGill ID, name, or SIN click on the Search button (see Sample D). Behind the scene a search is being done to find a match for the criteria entered. When your search criteria results in a match, verify the person’s SIN and date of birth (see Sample G).

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_(sample D) If a match is not found you will get the following message: “Your search generated 0 results! Please try again.” If your search generated more than 30 names you will receive the following message: “Your search generated more than 30 results! Please narrow down your search criteria and try again. (See sample E). At this point do another search by entering just the SIN. _

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_(Sample E) When you are certain that the person does not exist, you may click on Create New ID. This will transfer you to the “Appointment Form – Personal Information” screen (See sample F). Continue with Section A - Create New ID. If you have found the person, click on the McGill ID number (in bold, underlined) to select this person (see Sample G). Continue with Section B. _

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_(Sample F) Section A - Create New ID Last and First Name: Enter names in mixed case. The way you enter the names is how they will appear on Banner and on mail that is sent to the employees. Prefix: Select the prefix. Gender: Select the gender. Birth Date: Enter in the format yyyymmdd. SIN: Enter a valid Canadian SIN or select the appropriate SIN missing code. Citizenship Information: Select Country code from list. To find a country code you may type the first letter of the country name you wish to use. All the entries that begin with the selected letter will be presented and you may scroll down to select the entry you want. If citizenship is not Canadian, you must complete the visa information. Banner requires visa number and end dates for all visa types excluding permanent residents. Please note that for employees having employment authorizations, the start and end dates of the job should be within the start and end dates of the employment authorization.

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Home Address: Enter the home address in upper and lower case for the person being hired. Include city, state/province, country and telephone number. Campus Address: This is the address where internal correspondence will be sent to the employee. Please note that an employee may only have one campus address. For those employees having multiple jobs in different departments, please ensure that the campus address being entered is where all internal correspondence should be sent. If no address exists, the org will default but can be overridden and a building code must be entered. If an address exists in Banner, the address will not be brought over because it is free form in Banner and we cannot properly match the input fields. Instead, the message “Already exists” will be printed next to the Campus Address label. At this point you will have to verify the CA address in Banner (GYAADDR form). If incorrect you must update it by sending an e-mail to Records.hr@McGill.ca or indicate it on the comments area. External E-mail Address: Should be entered for all applicants so that they may be contacted for various reasons. For example, the new employee will receive the automated emails welcoming them to the University and informing them of their ID and Minerva PIN. Without this information they cannot use Minerva to update their personal information. This e-mail address will be used until a McGill e-mail address is assigned. Personal Data forms should not be mailed to Human Resources. At this point the information entered must be saved. Click on Save and Continue. When you save, the system assigns a McGill ID number and all the personal information except citizenship, goes on Banner. If there is no PEAEMPL record on Banner it will create one with “Z6 - Applicant” E-class. The system has now created an appointment form with a document number (Doc No) and a status of SUS. It will display on the Appointment Form - Job Information screen (see Sample H). Once the personal information has been saved you may not make any changes or corrections in this application. You may see the personal information on Banner using GYAIDEN and GYAADDR. If you wish to make any changes you must contact Human Resources, Records. Go to Section C – Entering Job Information. _

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_(Sample G) Section B – McGill ID already exists Once you have found the person, click on the McGill ID number (in bold, underlined) to select this person. This will transfer you to the “Appointment Form – Personal Information” screen where you will see the defaulted information: Name, McGill ID, Position Number, Title, Organization, Function, and Creation Date. NOTE: In order for a person to be an employee, they must have a SIN and a date of birth. Therefore, if the person exists on Banner without a SIN, a date of birth or has a fake date of birth of 1900-01-01 you must e-mail Records.HR@McGill.ca with the information. _

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_(Sample H) Section C - Entering Job Information You must enter: a) the begin and end dates of the appointment. These are the true dates of when the

employee starts and ends the job. Note: These dates must be within a valid term. b) Term: Select the term from the pick list. The CRN will only include the course

list from the org that was chosen. Credits and units default but can be overridden. c) The contract amount: this amount is the total salary that you will pay the

employee for the duration of the contract. Press the Tab key for the system to calculate the hours per day, hours per pay, assign salary, factor/pays and annual salary according to the contract amount that was entered. If the first pay and /or last pay are not full pay periods the factor/pays value will reflect this and, a “Fractional Pays Distribution” schedule will be displayed (see Sample I). It will show the total assign salary for the first, last and the in between pays. In this example the employee will receive 9 pays. The first 8 with an assign salary of $602.41 and the last at $180.72 totalling the contract amount of $5000. If the employee wants all equal pays than click on the See Pay Period Schedule to choose dates from the full pay period schedule.

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_(Sample I) Click on the “Save and Continue” button to move to the “Appointment Form – FOAPALS” screen (see Sample J). _

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_(Sample J) This screen displays the FOAPAL information currently in the Banner position, along with effective dates. Override the FOAPAL with the correct one. You can enter several FOAPALS for a same effective date so long as the sum of their percentages equals 100%. If you change the percentage to less than 100% click Tab on your keyboard to insert another line for the next FOAPAL (works only with the Explorer browser). When you change the percentage, the amount changes accordingly. To delete a FOAPAL enter “0” on the “%” column and click Tab. The concept of FOAPAL end dates does not exist in Banner. In order to indicate an end date on a FOAPAL, you must enter a new FOAPAL with a new effective date the day after the previous FOAPAL ends. Click on the “Save and Continue” button. This will bring you to the “Appointment Form - Document/Notes” screen. (See sample K). _

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__(Sample K) “Print Contract” button. To print the contract. Note: You must print your contract before submitting (see page 14 for further instructions). “Save” button – you will remain on the same screen, but any Notes that you’ve typed in will have been saved too. You can then view the completed document by clicking on the Doc No link and also print it for your records – but don’t send a copy to Human Resources. This is for your files only. “Save and Continue” button – This will save the completed document and send you back to the Appointment Process screen. It will remain on your list and you will need to act on it later (either to submit it or cancel it) . “Submit” button – If you are satisfied with your document, you can submit by clicking on the Submit button. IMPORTANT: Print the contract before submitting because once submitted, the document disappears from your list and will be transferred to APP status. You will then only be able to print the contract from the Appointment Status Report once the document is in COM status.

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PRINT THE CONTRACT When you click on the “Print Contract” button it will present you with the “Appointment Form – Course Lecturer Contract Generation” screen (see sample L) Click on the “Generate Contract” button. You are now able to print the contract (See sample M, N and O). __

__(Sample L) __

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__(Sample M - front page of the contract)) __

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__(Sample N – back page of the contract) __

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__(Sample O) Close the contract by clicking on the “X” on the top right hand of the screen to return back to the “Appointment Form – Course Lecturer Contract Generation” screen (see sample P) __

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__(Sample P) You must click on the “Return” button to bring you back to the “Appointment Form – Documents/Notes’ screen to “submit” the contract. Once you submit it goes to APP status. If you forget to print the contract before submitting it you can print it via the Appointment Status Report. However, the document must be in COM status. HR Records and Systems November 20, 2007

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