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> Forms - Faculty/Academic Staff - General Information
Information about AHRforms - Pre-Populated Forms
Deans, Directors, Chairpersons and Unit Representatives memorandum #30/2004-05: Academic Human Resources Pre-Populated Web Forms(AHRforms)
AHRforms (ACADEMIC HUMAN RESOURCES FORMS)
General
Reappointment form changes (I-9)
Technical Requirements
Accessing the Application
Using the Main Menu page
Entry Page Layout
Page format
Help icons
Navigation within the page
Hidden data fields
Using the Entry page
Using the Submit button on the Entry page
Using the Print screen page
Required Attachments
If you encounter difficulty as you use AHRforms, the pre-populated forms web application, or have suggestions/feedback, please contact Margaret Dionise, 432-2014, dionise@msu.edu
Use only the navigation buttons of the application (such as Function Menu, Main Menu, Log Out, Submit) rather than the web back and forward buttons. Using the back and forward buttons may log you out or produce unexpected results.
The forms application will automatically log you out after a period of inactivity. Thus you should gather all the information you will need to complete your forms before beginning.
The forms application does not affect data that are in the computer records in any way. It only produces filled-in forms.
The reappointment form used in this application provides the expiration date of work authorization from the most recent I-9, rather than asking for the names of those verifying the previous I-9. If you think the pre-populated I-9 information is incorrect, first check your copy of the I-9. If the I-9 on file is not complete a new I-9 will be required. If you believe AHR has a current, accurate I-9 on file, call AHR and we will either enter the I-9 expiration date or let you know what's wrong with the I-9 on file.
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The application requires an Internet Explorer browser that accepts cookies. It is intended for use with Acrobat Reader 6.0 or greater. If you do not have Acrobat Reader 6.0 or greater on your computer, please use the icon on the first page of the application, after the login page, to get the free download of Acrobat Reader 6.0.
If you have more than one version of Acrobat Reader on your computer, you may need to open Acrobat Reader 6.0 before using the Forms application, in order for the application's forms to open in the 6.0 version.
If you can log in to AHRforms but are experiencing technical difficulty, your computer settings or software may not be compatible with the AHRforms website. Click on the 'Technical Help' link on the Function page (the first page that appears after you login) for solutions to common problems.
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Log in using your MSUNetID and password. The Academic Human Resources Forms – Function Menu will appear. If you experience 3 unsuccessful login attempts in a row, the application will lock you out from further attempts. If you are locked out, contact the AIS help and support desk at 353-4420 extension 311 for assistance.
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Click on AHR Pre-Populated Forms – Main Menu to get to the Main Menu page.
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Select a form: The Appointment, Change of Status, and Reappointment forms include the Fixed-Term Faculty/Academic Staff Appointment/Reappointment Memorandum, when applicable; and the HP Faculty Appointment/Reappointment Memorandum when applicable.
Enter the social security number of the faculty/academic staff member to appear on the form. For a new appointment only, if the employee has no social security number, enter 999999999 in the Social Security Number box.
Enter the effective date:
For a Change of Status, the effective date is the date of the earliest change to be entered on the form.
For an Appointment or Reappointment, the effective date is the begin date of the appointment or reappointment.
For a Termination, the effective date is the last day the person is appointed at MSU. In the case of a cancellation of an entire appointment, the effective date is the first day of the cancelled appointment.
Since the social security number and the effective date are used to find the information with which to pre-populate the form, you will not be able to change either of them except from the Main Menu page. Thus make sure the information you have entered is correct before clicking the submit button.
Click the Submit button.
If the information you entered does not trigger any edits, the form Entry screen will appear.
If the information you entered triggers an edit, a message will appear that indicates why the information you entered is not acceptable. You can then correct the information and click Submit again.
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The general format of a form Entry page consists of three columns (but without lines to divide the columns):
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Left
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Name of data field that is to be filled in.
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Middle
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Entry boxes and selection boxes/buttons for the new action appears in the middle column. The User can enter and/or change data. For the Reappointment form the fields are pre-filled as much as possible with the data from the most recent previous appointment/reappointment. If there is no change from the previous appointment for a field, no entry is necessary.
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Right
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Data for the most recent previous (Reappointment form) or current (Change of Status form) appointment/reappointment displays at the right hand side of the screen. This information cannot be changed by the user. Some or all of this data will print on the form as applicable. |
The order in which information appears on the Entry page follows the order in which it appears on the form. (An exception to this is the administrative increment on the Change of Status form which appears immediately after the Annual Salary Rate on the Entry page.)
Help icons next to each data field contain additional information about the field. Open a help icon by placing your cursor over it. If data on the screen looks like it is 'jumping' or 'flashing', it's probably because your cursor is being moved quickly over help icons, which then open and close rapidly.
Note: If the help icon information refers you to a web page URL, open another web browser session and browse to the URL being referenced in the help screen. It is not possible to cut and paste the URL from the help information into another web browser session.
Before scrolling/paging up or down, make sure your cursor is not in any box associated with a selection, i.e., click in a blank area outside entry/selection boxes before scrolling. Otherwise you may be inadvertently scrolling in the selection box itself rather than scrolling up or down the entry page.
If you click in a box that requires a date but then decide you want to Log Off or return to the Main Menu, you may find that the date field won't let you go. Just enter any date and then you will be able to Log Off or return to the Main Menu.
Not all data fields need to be filled on a given form If a field should not be filled, based on the other information on the form, the field will not be displayed on the entry screen for that form.
For example, the Fixed-Term Faculty/Academic Staff Appointment/Reappointment Memorandum (Fixed-Term Memo) is not needed for a reappointment of an adjunct professor without pay. Thus, if the appointment status in the middle column is 'no pay', the fields that occur on the Fixed-Term Memo will not display on the entry screen. If the appointment status is changed to 'fixed-term', the fields for the Fixed-Term Memo will appear.
Also there are many fields that appear on both the Fixed-Term Memo and the Reappointment form, such as name, college, department, salary, etc. These fields appear only once on the entry screen, but will print out on both the Reappointment form and the Fixed-Term Memo.
Likewise, if 'Any relative employed' is checked 'yes' then the 'Name/Relation' field will appear. If 'Any relative employed' data is changed from 'Yes' to 'No', the 'Name/Relation' field will disappear. And so forth.
SUBMIT Button
The SUBMIT button is at the bottom of the page. (Often on the Reappointment Entry page , pressing the Enter key will work the same as clicking the SUBMIT button. However, if you have clicked on an appointment status radio button you will probably need to click the SUBMIT button.)
Since the data that pre-populates the form is based on the social security number and the effective date that you provided on the Main Menu page, you cannot change either of these two items from the entry page. If you find you have made a mistake in either of these two items, you will need to click on the 'Main Menu' button at the top of the page, and enter the correct information on the Main Menu, to come back to the entry page. So before you begin to enter/change data on the Entey page, make sure the person and the effective date are correct.
To blank out an item that is selected with drop down boxes, select the 'blank' entry. You may need to scroll up within the selection box to see the 'blank' entry.
If you make selections from drop down boxes it's best to get into the habit of clicking on blank space outside the selection boxes before scrolling to another part of the form.
If you have questions about what to enter in a field, place your cursor over the Help Icon by the field. The help contains additional information about the field and/or provides web URLs where further information can be found.
Entering Data on the Reappointment form
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At a minimum the End Date of the Reappointment must be filled in. If a Fixed-Term Memo is required, then information that appears on that form must also be filled in.
Not all data that appears on the Reappointment form and Fixed-Term memo forms are kept as part of the computer record and thus some fields from the previous appointment/reappointment are not pre-populated. These fields include:
a. On the reappointment form itself:
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Current License(s)
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Specialty Certified in
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Specific degree (a degree category is used to pre-populate). The user can overwrite the degree category name with the name of the specific degree.
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Major field of study
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School associated with the second degree
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Year of second degree
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Any relative employed plus associated data (pre-populated with 'no'. If there is a relative employed, this information will need to be changed).
b. On the Fixed-Term memos:
- If other characteristics of the person or job are different from the previous appointment/reappointment, enter/select the new data in the user entry box in the middle column. Tip: If you change position/ranks, titles, departments, colleges, degrees, etc. it's best to get into the habit of clicking on blank space outside the selection boxes before scrolling to another part of the form.
- To blank out an item that is selected with drop down boxes, select the 'blank' entry. You may need to scroll up within the selection box to see the 'blank' entry.
- Comments can either be typed directly in the comments box, or you can click on the 'Show Samples' link by the field, and copy and paste into the Comments box.
- The version of the Fixed-Term Memo comment 'Eligibility for annual salary increase' that you want is selected by clicking on the applicable radio button.
- If you have questions about what to enter in a field, place your cursor over the Help Icon by the field.
Clicking on the SUBMIT button will cause a set of edits to be applied to the form.
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If the data on the form triggers any of the edits, a message box will appear, listing the problem(s). When you click on OK of the message box, you will be returned to the part of the form where the first problem that was listed in the message box occurred.
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If the data on the form does not trigger any of the edits, a second browser session opens and a Print page with the image of the form(s) appears with your data filled in. Before the Print page displays, if a dialog box appears asking if you want to display non-secured items, click 'Yes'.
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(Displays image of the form with a PRINT button in the upper left)
If the Print page (the pdf image of the form) does not display in a second browser window after you click ‘Submit’ on an Enter page you may need to make some changes to your computer settings or software. Use the aids listed in the Technical Help page in making the necessary changes. To get to the Technical Help page from the Enter page, click on the ‘Main Menu’ button at the top of the Enter page, then click on the ‘Function’ button at the top of the Main Menu page, then click on the ‘Technical Help’ link on the Function page.
1. In addition to the usual information that prints on the form, you will see code values for various fields such as position/ranks, titles, and degrees at the ends of their lines. These are for use by AHR and should appear on the printed form.
2. The information in small print at the top of the form concerning paper color and a reminder of how to close the print page, will not print on the form.
3. Corrections cannot be made on the Print page itself. If you need to make changes you must close the print screen and make the changes in the form Entry page. Then click on SUBMIT to pull up the Print page again. If you don’t close the Print page before returning to the form Entry page, unexpected results may occur.
4. Always close/leave the print screen by closing its browser. Click on the X in the upper right corner of the 'https://ntweb11.ais.msu.edu/ahrforms…' window to close the Print page browser. If the form Entry screen does not automatically appear it may be minimized. Click on the 'Enter Reappointment' or 'Enter Change of Status' button in the task bar at the bottom of your screen to maximize the Entry page screen.
5. If the form(s) on the print screen is correct:
a. Load your printer with the appropriate color paper (information on color is listed at the top of the form on the print screen) and print the form.
b. Close the print screen and reopen the Entry page. If you need to fill-in a form for another person, click on the 'Main Menu' button at the top of the form Entry page. If you have no more forms to type, click on the 'Logoff' button at the top of the form Entry page.
6. If the printed form is not correct, or if the form(s) on the print screen is not correct:
a. Close the print screen and reopen the Entry page. Make your changes in the form Entry page and click SUBMIT.
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A list of Required Attachments is printed at the bottom of the printed form. If you believe an attachment is listed in error, call AHR before submitting the form without the attachment.
DEANS, DIRECTORS, CHAIRPERSONS, AND UNIT REPRESENTATIVES MEMORANDUM #30/2004-05: ACADEMIC HUMAN RESOURCES PRE-POPULATED WEB FORMS (AHRforms)
May 3, 2005
MEMORANDUM DDC#30/04-05
TO: Deans, Directors, Chairpersons
Unit Representatives
FROM: Robert F. Banks, Assistant Provost and
Assistant Vice President for
Academic Human Resources
SUBJECT: Academic Human Resources Pre-Populated Web forms (AHRforms)
Effective immediately units are required to use pre-populated (AHRforms) forms when preparing Appointment, Reappointment, Change of Status, Leave of Absence, Termination, and the Summer Load and Salary forms. All forms that could have been filled using AHRforms but were not, will be returned to units with the message "Use AHRforms".
It is recognized that when multiple forms are processed at one time for a single individual, the old "fill-it-all-yourself" forms may need to be used for all but the first action. Such forms should be marked in the upper margin with "2 of 2", "2 of 3", etc. as applicable. Additional forms, including form combinations (for example, a combination Termination-Reappointment) will be added in the future. Form users will receive e-mail notification of changes to AHRforms.
The AHRforms web address is https://www.hr.msu.edu/AHRForms/
This is a secure web site, thus, users must be authorized before they can access the forms. If there are employees in your unit who fill out academic personnel action forms who have not yet been authorized, please contact Ms. Margaret Dionise (dionise@msu.edu, 432-2014) and she will set up access.
Please have your computer technical support contact Ms. Margaret Dionise (dionise@msu.edu, 432-2014) if your employees experience difficulty in working in the AHRforms website.
If you are interested in attending a training session please contact Ms. Dionise.
We welcome your feedback on the forms. Please direct your comments and suggestions to Ms. Dionise.
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