Employment Employment Reports
There are several reports to assist in departmental audits of student employment, EFR eligibility, and employment fee offset commitments. After selecting “Employment” in the Report Set and clicking “view” at the top of the page, you will see the tabs for the available employment reports at the bottom of the screen.
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Employment Exceptions Needed Report
This report allows departments to quickly determine which students will require an employment exception for the upcoming quarter/s. It is ideal to run this report about 7 weeks prior to the start of the quarter in order to submit exceptions to the Graduate Division Employment unit with enough time to receive approval before offering academic employment to a student.
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AIDYR – Aid Year
SID – Student ID/Perm
Name - Name
TERM – Quarter
Student Department 1 – Home department associated with student’s highest open degree objective
Student Department 2 - Home department associated with student’s 2nd highest open degree objective
Remission Level – Remission Level that the student is eligible for based on their appointment percentage in UCPath: Full, ASE Partial
EFR Sum Committed – Employment fee offset amount committed
EFR Sum Awarded - Employment fee offset amount awarded
EFR Sum Paid - Employment fee offset amount paid
QtrCount – Exception needed for TA/Associate quarter count; Student has already worked a combined total of 15 quarters as a TA and/or Associate
BeyondTTD - Exception needed for time to degree; Students is 4 or more quarters Beyond Time to Degree
Over75Pct - Exception needed for employment percentage time more than 75% time
Probation – Exception needed for the appointment of a student on academic probation
RegistrationStatus – Student’s registration status: Registered, Unregistered, Cancelled, On Leave
SortKey - key code (perm, aidyr, aidid, ptype, term, commitment sequence)
Employment Quarter Count Report
The Employment Quarter Count Report is a count for all quarters a student has been employed in order to see the total across multiple appointments and quarters. This report is broken into two sections. The PAR Quarter Summary and the PAR Quarter Details. The report includes historical pay tables with hours worked from PPS (previous payroll system) in the Legacy field of the detailed data. These are merged with appointment FTE data in UC Path.
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Perm - Perm
Name - Name
Pay Period End Quarter – The academic quarter the employment ended in the format YYYYQ. Quarter: 1=winter, 2=spring, 3=fall, 4=summer.
Title – HR Title code and description of employment position
Dept – Employment department
Hours – Number of work hours reported
FTE – FTE employment percentage of employment position in UCPath
Legacy – Denotes an employment position prior to introduction of UC Path and GradDiv Portal
Employee_ID – UCPath employment ID number
LegacyEmployeeID – Legacy system employment ID number
Employment ASE/GSR Experience Minimum Report
This report is designed to show the total quarters of experience a student has in the Teaching Assistant, Associate Instructor, and Graduate Student Research job titles. A student experience is defined as employment of 25% FTE or more per term at their campus.
Under the ASE and GSRs contracts ratified in December 2022, students must now be paid at or above experience minimums in related student job titles. To support instructional and research budget administration, accurate appointment offers, and ensure compliant payroll salary rate entry, campus departments will need information about a student’s experience up front, before making hiring decision. The Employment ASE/GSR Experience Minimum Report is a count of all quarters a student is employed at 25% or higher for at least 55 days (5 days x 11 weeks, not including weekends) in order to see the total across multiple appointments and quarters. This report is broken into two sections; one for ASE job titles of TA (job codes: 2310, 2311, 2320, 2321) and Associate (job codes: 1501, 1502, 1506, 1507, 1508, 1509, 1511, 1512); one for GSR job titles of GSR (job codes : 3282, 3283, 3266, 3276, 3284), Trainee (job codes: 3150, 3151), and Fellow (job codes: 3140, 3141).
The Trainee and Fellow job codes and employment will be added to UCPath beginning July 1, 2023. The Trainee/Fellow experience from UCPath can be found in the “Fellow Exp” column. Trainee/Fellow experience prior to UCPath entry (between the Jan 1, 2022 through June 30, 2023 dates) can be found in the “Historical Fellow” column.
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Notes This report only shows experience from UCPath and does not include experience prior to the Fall 2018 quarter. As such, the report should not be used when determining if a student is near the ASE quarter limit. Please use the Employment Quarter Count report when determining if a student requires an ASE quarter limit exception. For students with less than 6 quarters of experience, departments should confirm with the student whether they had employment in the related student titles at UCSB prior to Fall '18. The report also includes future employment up to one year. Users should verify that the number shown in the tally corresponds with the quarter in question. The report does not include employment leaves at this time. The Graduate Division will provide a list to departments who have students with less than 6 quarters of ASE experience and qualifying leaves. |
To run the report
Login to GradPoint Financial and navigate to the Reports section. After selecting “Employment” in the Report Set and clicking “view” at the top of the page, you will see the tabs for the available employment reports at the bottom of the screen, select the “Employment Experience Count” tab. Currently, only the ASE Experience Count report is available. The GSR Experience Count report will follow shortly.
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Search by a perm or employee Id and clear the Year/Qtr filter to see the student’s entire employment history going back to the Fall 2018 quarter. The report focuses on the student titles of Teaching Assistant, Associate Instructor, Graduate Student Researcher, and Graduate Student Researcher Fellow/Trainee. The report will display a “Y” for the quarters with qualifying experience.
The ASE Exp Running column displays the cumulative experience a student has in the Teaching Assistant and Associate Instructor titles. The ASE Exp Running column should be used to determine the qualifying experience a student has in the ASE titles.
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The GSR/Fellow Running column displays the cumulative experience a student has in the Graduate Student Researcher and Graduate Student Researcher Fellow/Trainee titles. The GSR/Fellow Running column should be used to determine the qualifying experience a student has in the GSR titles.
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The data provided in the Employment ASE/GSR Experience Minimum Report includes:
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Column Name
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Definition
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Perm
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Student Perm
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Name
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Name
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Employee ID
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UCPath Employee ID
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Year/Qtr
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Year and quarter of employment
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Quarter
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The academic quarter the employment ended in the format YYYYQ. Quarter: 1=winter, 2=spring, 3=fall, 4=summer
TA Exp
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Identifies eligible quarters the student was employed as a TA. Y=eligible employment as an TA for the quarter; blank=not employed or did not qualify
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Associate Exp
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Identifies eligible quarters the student was employed as an Associate. Y=eligible employment as an Associate for the quarter; blank=not employed or did not qualify
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ASE Exp
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Identifies eligible quarters the student has been employed as either a TA or Associate. Y=has an eligible employment count for the quarter; blank=not applicable for the quarter.
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ASE Exp Running
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Incremental totals the number of times a student has been employed as either a TA or Associate. The number shown is the total number of quarters the student has been employed as a TA or Associate.
Multiple appointments in the same quarter will only count towards one quarter of experience.
The report tallies all UCPath appointments up to one year in the future.
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GSR/Fellow Running
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Incremental totals the number of times a student has been employed/participated as either a GSR, Trainee or Fellow.
The report tallies all UCPath appointments up to one year in the future.
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GSR Exp
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Identifies eligible quarters the student was employed as a GSR. Y=student was employed as an GSR for the quarter; blank=not employed or not eligible
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Historical Fellow
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Identifies the quarters the student has participated as a Trainee or Fellow based on fellowship data. Y=student participated as a Trainee or Fellow for the quarter; blank=not participated
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GSR/Fellow
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UC Path Jobs Pre-Processed Report
This report provides a summary of the job data from UC Path for any student employment. This is based on data that is evaluated from UC Path to determine if a student is eligible for fee remission. The report is intended to be used to look up a student’s perm or Employee ID by typing into the boxes at the top to view their appointment details. The report can be further narrowed down by simply using the drop down menus at the top (AIDYR, Term, etc).
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EmployeeID - Employee ID number from UC Path
Perm - Perm
Name - Name
Quarter – The quarter of employment in YYYYQ format. Quarter: 1=winter, 2=spring, 3=fall, 4=summer.
Job Code - The job code in UC Path of the employment position; example: 2310 (Teaching Assistant)
Quarter FTE - FTE calculation of position
Current Eligibility - Fee remission bundle for which the student is eligible
Empl. Rec - Employment Record number from UC Path
Eff. Date - Effective date of appointment from UC Path
Last Eff. Date - Updated effective date; i.e. if changes to appointment were made after original effective date from UC Path
Last Hire Date - Hire date of appointment from UC Path
Expected End Date - Expected end date of appointment from UC Path
Dept Code - Hiring department from UC Path
Eff Seq (Max of Effective_Sequence) - Effective sequence from UC Path
HR Status - Human Resources status; employee is active in UC Path
Empl.Status - Employment status; the position is active or not in UC Path
Employment Exception History Report
This report is used in order to review all current and historical employment exceptions for a student. The first section of the report shows all exceptions submitted to the Graduate Division since Fall 2018. The second section of the report shows all employment exceptions submitted to Graduate Division prior to Fall 2018.
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AIDYR - Academic year
Perm - Perm
Name - Name
Quarter -The quarter of employment in YYYYQ format. Quarter: 1=winter, 2=spring, 3=fall, 4=summer.
ExceptionCode - Type of exception: P=Academic Probation; I=Incomplete; N=Beyond Normative Time; E=Excess of 50% FTE; Q=Excess of 12 Quarters; G=Below 3.0 GPA; A=Associate appointment request; F=Fellowship Exception; S=100% Career Staff; U=UAW; T=Time to Degree
Approval - 1=Approved; 0=Denied
ApprovalDate - Date the exception approval decision was entered
Dept - Student’s Home department
PerTime - FTE% of position
Titlecode - HR job code of position
Notes - Any important notes related to approval decision
ProSAMStudentKEY - key code (perm, aidyr, qtr)
Employment Eligibility Report
This report is designed to quickly show a home department user which students have outstanding Employment Exceptions for a selected quarter and if any students receiving fee remission are registered below 8 units. Please remember that graduate students are required to be registered in at least 8 units to be eligible for academic employment.
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Potential Exception Needed (Units or Exception) - will show “Y” if any employment exception type is required or the student is under 8 units for the selected quarter
Home Department Verification Employment Report
This report is designed to quickly show a home department user which students have employment outside of the home department.
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