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Hiring / Job Postings > Graduate Assistants, Professorial Assistants, and Undergraduate Assistants
E03 Assistantship System - Introduction
E03 GRADUATE ASSISTANT APPOINTMENT SYSTEM OVERVIEW
The E03 Assistantship System is an online computer system built and maintained by AIS (Administrative Information Services) that allows departments to produce printed employment forms for graduate assistants, professorial assistants and undergraduate assistants. The E03 system also provides the means to electronically create budget records in the E02 Budget system from approved records in the E03 system. The student is paid from the record in the E02 Budget system.
The most recent few years of records are in the Master records file (the default). Older records can be found in the History file. The History file must always be selected on the Main Menu page (type an X on the line in front of "History") in order to be accessed.
Sign-on / Sign-off For E03 Graduate Assistant Appointment System
To use E03 the following will needed:
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From AIS (Administrative Information Services) obtain a user id and password. Contact AIS Help and Support Center at 353-4330 ext. 311 for assistance.
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A computer with access to AIS systems - contact the departmental computer administrator if AIS systems are not currently on the computer.
Sign on to E03:
- Go to AIS's MSU banner screen. (Contact the department computer administrator for instructions.)
- Type the USERID, tab to the next line, type the PASSWORD and <Enter>.
The AIS Network Selection Menu then lists the systems that are available. The menu varies with each person but should contain CICSPROD as a selection.
- Select CICSPROD to go to the E03 appointment system.
- At the top of the next screen, type e03a (E zero three A) and <Enter>. You may need to clear the screen before typing in E03A at the top.
The Main Menu screen of the E03 Assistantship System is now displayed.
When at the Main Menu screen, type X as the function in the upper left corner of the screen, or click on the X in the top right corner of the screen to close the application.
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BASIC SCREEN LAYOUT
On each screen the user types a Function code in the upper left corner. On the Main Menu page the function codes are listed on the left. On all other screens the function codes that can be used are listed along the bottom of the screen.
Whenever the <Enter> key is struck, the system checks the data on the screen. Under certain circumstances the system sends a message back to the user. The message is referred to as an 'Error Message' and appears toward the top of the screen (above the Semester designation line), starting at the left margin. The message may simply be a warning -- that is, the system will accept the record when the user presses the <Enter> again. Other messages will be 'fatal' -- that is the data will need to be changed before the system will accept the record. See E03 Error Messages for a complete list of possible messages.
When the Main Menu screen displays after signing into E03 the screen comes up with a 'B' in the Function Selection. If <Enter> is struck without filling in any information the master file will be browsed in PID order from the beginning of the file.
There are four different master record browse screens that can be reached from the Main Menu screen:
- PID browse of master records - Type B in the function selection, type the PID of the person for the list to begin with, and <Enter>.
- NAME browse of master records - Type B in the function selection, type the Name of the person for the list to begin with, last name, followed by a comma, then as much of the first name as possible, then <Enter>. Do not leave a space between the comma and the first name.
- DEPARTMENT browse of master records - Type B in the function selection, type the five digit common unit code, and <Enter>
- Browse HISTORY records by PID - Type B in the function selection, type the PID of the person for the list to begin with, type on X on the line in front of "History", and <Enter>
The following apply to any of the master record BROWSE Screens. However, substitute NAME or DEPARTMENT for PID depending upon which BROWSE Screen is being used.
1. The fields on the BROWSE Screen are:
· PID
· Name
· Employing Department (common unit code)
· Originating Department Designation (3 character alpha designation)
· From Date (in YYYYMMDD format)
· To Date (in YYYYMMDD format)
· Semester Designation (F = Fall, S = Spring, U = Summer)
· Status Code (see Status Code Definitions below)
· Type of Record (G = Graduate Assistant, U = Undergraduate Assistant, P = Professorial Assistant)
2. Functions that are available are:
· A - ADD use this record as a model to start another record.
· B - BROWSE
· C - CHNG/DELETE - CHANGE is available only if the originating dept of the record is the user's department, and the status code is not 'A', 'D', or 'Z'.
· I - INQUIRE - view the detail of a record.
· F or P - PAGE FORWARD (F) or PAGE BACK (P) If the user has BROWSED through several screens in succession, i.e. just by hitting the <Enter> key, then "pages" of those screens have been built and the user may PAGE BACKWARDS (P) and FORWARDS (F) through those "pages" by putting the appropriate Function Identifier in the Function Selection and <Enter>.
· M - MAIN MENU - The user may return to the MAIN MENU from the BROWSE screen by entering 'M' in the Function Selection and <Enter>.
3. To apply a Function to a record on a Browse screen list, type the desired Function code (such as 'C') in the Function Selection, and select the record by positioning the cursor under (if cursor is an underscore) or on top of the first character of the line of the record to be acted upon, if the cursor is a solid. <Enter>.
4. If the user would like to just continue the BROWSE, simply <Enter>. If the user would like instead to continue the BROWSE beginning at some other PID value, type the new PID in the NEW KEY field and <Enter>.
The History File Browse is reached from the Main Menu by typing 'B' in the Function selection, going down to SELECT FILE: and typing 'X' on the line in front of HISTORY. The available Functions are:
- Inquiry
- Browse
- Page Forward and Page Back
- Main Menu
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INQUIRY SCREEN (View all the information in one record)
There are four different inquiry screens. To reach an inquiry screen the user must first go to the relevant browse screen (master or history), type 'I' in the Function Selection and place the cursor under or on the left-most character of the line of the record to be viewed.
- Graduate Assistant or Professorial/Undergraduate Assistant master record inquiry
- Relevant browse screen can be reached by typing 'B' on the Main Menu with PID, Name, or department number <Enter>.
- The available Functions on the Inquiry page are:
- C - CHANGE - change the record on the screen. This is available only if the Originating Department of the record is the user's department and the status code is not 'A, 'D', or 'Z.'
- M - MAIN MENU - return to the Main Menu.
- R - RETURN to BROWSE.
- L - LEVEL DATA - Go to the Grad Level Determination screen to view information that determines the appropriate grad assistantship level. This screen is only available for Graduate Assistant records.
- Enter the appropriate function selection and <Enter>.
- There is also a HELP F-key, F1, that if pressed will lead to a help screen with definitions of the GA functions, T, TE, and R, and a list of the TE exclusion codes.
Graduate Assistant or Professorial/Undergraduate Assistant history record inquiry
- Relevant browse screen can be reached by typing 'B' on the Main Menu with PID, and checking a File of 'History' <Enter>.
- The available Functions are:
R - RETURN to BROWSE
M - MAIN MENU - return to the Main Menu
- Enter the appropriate function selection and <Enter>.
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E03 STATUS CODE DEFINITIONS
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STATUS CODE DEFINITIONS |
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Status
Code |
Definition
(‘Appointment’ refers to both Appointments and Reappointments) |
Status Code Changes
Overnight To
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P
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Print form. |
C |
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C
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Form in circulation. |
no change |
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A
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Appointment is approved (unit is not able to utilize this code). |
M or E |
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M
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Record is on the Budget Master. |
no change |
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E |
Appointment has final approval but is not yet on the Budget Master.
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On one day a year changes to M |
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X
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Amend the appointment. Print the form. |
C |
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Z
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Amendment is approved (unit is not able to utilize this code).
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M or E |
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T
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Cancel the appointment. Print the form. |
C |
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H
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Appointment is on hold.
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no change |
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O |
DO NOT UTILIZE THIS CODE WITHOUT FIRST CONTACTING ACADEMIC HUMAN RESOURCES!!!!
Undo amendment or cancellation of a graduate assistant. Reset E03 record to original data (pre-amendment or pre-cancellation).
Cannot be used with undergrad or professorial assistants.
Cannot be used if the pre-amendment or pre-cancellation record was ‘E’.
Once status has been set to an ‘O’ because an amendment or cancellation has not been approved, it will remain an ‘O’ until the system verifies that the data matches that which is in the E02 Budget record. At that time the system will change the code to ‘M’. If you use an 'O' status code and it is still an 'O' the next day, contact Academic Human Resources. |
M if match with E02 is found
O if no match with E02 is found |
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