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Hiring Information > Graduate Assistants, Professorial Assistants, and Undergraduate Assistants
E03 Assistantship System - Amendment/Cancellation
INDEX of E03 Assistantship System
AMENDMENTS - Graduate Assistants, Undergraduate Assistants, and Professorial Assistants (including ending an appointment early)
An amendment to an appointment is a change made to the appointment after a record for the appointment has been placed on the E02 Budget file. Amendments include changes to the length of the appointment. PLEASE NOTE: If an appointment is being amended so that the length of the appointment is being changed to a duration of less than one month, an amendment cannot be completed. Rather the appointment must be cancelled in its entirety, and the Graduate Assistant is to be paid through student payroll. For more information on cancelling an appointment, see Cancellations below.
Start with the department's record that is to be amended:
- Use a Browse screen to find the record to begin with.
- On the Browse screen type a 'C' in the Function Selection and place the cursor under or on the left-most character of the line of the record to be viewed and <Enter>.
The available functions on the Change screen are:
C - Change the record.
D - See Delete Function for information on deletes.
R - Discontinue the change and return to the Browse screen or Main Menu.
L - Look at level information for the student.
- If the status code of the record which is being changed is 'C', in circulation, then the operator is asked whether he/she has the printed form in hand. If the form is not in hand the change is not allowed to take place. If the form is in hand, type "y" in response to "Do you have the original form in hand?"
- Enter a status code:
Status Codes used with Amendments:
X - Amend an appointment that is on the E02 Budget system, or make a change to amendment that has not yet been approved in the system.
O - Return the record back to its Original form before an amendment has been approved. All fields in the record must be changed so that they match the applicable E02 Budget Record. Academic Human Resources must be contacted prior to utilizing this status code.
5. Change those fields that require amending. Only those fields in the Add Screen table which list the data source as User may be updated.
6. A reason must be entered in the 'Reason' field for any amendment or cancellation.
7. When all changes have been made to the record, <Enter>. If there are not fatal errors in the data which has been entered, the user is asked to verify the record before it is changed on the file. Type 'Y' to approve it and <Enter>.
8. Verify that the record has processed correctly by checking that the status code on the browse screen for the GA has changed to a 'X' status code.
If the user types 'R' in the Function Selection the CHANGE is discontinued and the user is returned to the previous BROWSE screen or to the main menu. Note: A History File record is created from the original Graduate Appointment Record before it is changed. If the operator discontinues the change by entering 'R' in the Function Selection, then the history record is removed from the system.
The data that is entered on the change screen is edited by the system and a number of error codes may be displayed to the operator. See the E03 Error Messages for a definition of these codes.
Once the amendment has cleared all the approval processes, the status code will change to 'M' in the E03 system. Until that time, the status code will remain a 'C'.
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The Delete Function is rarely used. A record that is also on the Budget system (E02) should NOT be deleted (rather see "Cancellation" section). An operator may choose to delete a record from the Assistantship Master file as long as the status of that record is 'P', 'H', or 'C' and the record is for an appointment/reappointment rather than an amendment.
To delete a record:
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From the Browse screen put a 'C' in the Function Selection and place the cursor under or on the left-most character of the line of the recrod to view and <Enter>.
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The operator is asked whether he/she has the original form in hand. If the form is not in had the deletion can not take place. If the form is in hand, type 'y' in response to "Do you have original form in hand?"
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Tab backwards (shift + tab) twice to the Function field and type 'D' in the function selection and hit <Enter>.
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The user is asked to verify the Delete. Enter 'Y' to verify and hit <Enter>.
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The record should no longer be present in E03.
Cancellation of a record occurs only after the appointment has generated a record on the E02 Budget file. The entire record is cancelled. If the length of an appointment needs to be reduced, do not cancel it, rather complete an amendment. In order to cancel a record the initial status code must be 'M' or 'E'. For example, a cancellation would occur if a student did not show up at all for the semester.
To cancel a record that has a status code of 'M' or 'E':
1. Use a Browse screen to find the record to begin with.
2. On the Browse screen type a 'C' in the Function Selection and place the cursor under or on the left-most character of the line of the record to be viewed and <Enter>.
3. Select a status code.
Status Codes used with Cancellations:
T - Terminate, or cancel, an appointment that is in the E02 Budget system.
O - Return the record back to its Original form before a cancellation has been approved. All fields in the record must be changed so that they match the applicable E02 Budget record. Academic Human Resources must be contacted prior to utilizing this status code.
4. In the Reason field, enter the reason for the cancellation. Type <Enter>. Upong cancellation the cancellation date in the record will be set by the system as the From date of the record.
5. The user is asked to verify the record before it is changed on the file. Type 'Y' to approve it and <Enter>.
6. Verify that the record processed correctly by checking that the status code on the browse screen for the GA has changed to a 'T' status code.
Once the cancellation has cleared all approval processes, the appointment will no longer be displayed in the master E03 system. It will only be accessible in the history file. Until that time, the status code will remain a 'C'.
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