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 of 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: 1) the PAR Quarter Summary and 2) 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
Under the current ASE and GSRs contracts ratified in December 2022, students employed in certain titles must now be paid at or above their experience based minimum required by the respective Collective Bargaining Agreement. This Report provides student quarters of experience in Teaching Assistant, Associate Instructor, and Graduate Student Researcher positions to help hiring departments determine the appropriate experienced-based salary point minimum required by the respective collective bargaining agreement.
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This report is broken into two sections; one for the ASE job titles of Teaching Assistant and Associate Instructor; and one for GSR job titles of Graduate Student Researchers, Trainee, and Fellows. 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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Other Report Notes This report only shows experience from UCPath and does not include experience prior to the Fall 2018 quarter. For students with less than 6 quarters of experience, where a hiring department believes the student may have been employed prior to Fall 2018, departments should confirm with the student whether they have employment experience as a Teaching Assistant or Associate Instructor at UCSB prior to Fall 2018. This report should not be used when determining if a student is near the Associate/Teaching Assistant quarter limit. Please use the Employment Quarter Count report when determining if a student requires an employment exception for exceeding the Associate/Teaching Assistant quarter limit. A quarter or experience in an Associate Instructor or Teaching Assistant title does not count as a quarter of experience as a GSR and vice versa. However, a quarter of experience as an Associate Instructor or Teaching Assistant do count across those two titles (e.g. two quarters of Teaching Assistant experience and one quarter of Associate Instructor experience equate to three quarters of experience towards a subsequent Teaching Assistant or Associate Instructor position). The report only tallies quarters of experience from employment at UCSB. The report does not include quarters of experience earned while on a paid employment leave at this time. There are only a limited number of students whose experience minimum would be impacted by this current gap, and the Graduate Division will be providing a list to departments who have students for whom this would impact their experience level minimum. The report tallies experience based on all current UCPath appointments up to one year in the future. Changes in UCPath appointments may change future experience counts. |
How 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.
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The data provided in the Employment ASE/GSR Experience Minimum Report includes:
Column Name | Definition |
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Perm | Student Perm |
Name | Name |
Employee ID | UCPath Employee ID |
Year/Qtr | Year and quarter of employment |
Quarter | The academic quarter the employment ended in the format YYYYQ. Quarter: 1=winter, 2=spring, 3=fall, 4=summer |
TA Exp | 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 |
Associate Exp | 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 |
ASE Exp | 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. |
ASE Exp Running | 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. Users should verify the number displayed corresponds to the quarter which the student is being employed. |
GSR Exp | 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 |
Historical Fellow | 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 |
Fellow Exp | Identifies eligible quarters the student has participated as a Trainee or Fellow based on UCPath data. Y=student participated as a Trainee or Fellow for the quarter; blank=not employed or not eligible |
GSR/Fellow Running | 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. |
Salary Increment Min | Identifies a student’s minimum salary point. The report is configured to display a minimum salary point as of the Fall ‘23 quarter. The report will not display a minimum salary point until the student’s second year of employment, e.g. the report will begin providing the minimum salary point on the Fall ‘24 quarter if the student’s first quarter of employment occurred during the 2023-24 year. |
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.
The data provided in the Employment Eligibility report:
AIDYR - Academic year
SID - Perm
Name - Student Name
Term - Quarter
Under 8 Units - will show “Y” if the student is registered in less than 8 units for the selected quarter
Qtr Count (Exception) - will show “Y” if a Quarter Count employment exception is outstanding for the selected quarter
Beyond TTD (Exception) - will show “Y” if a Beyond Time to Degree employment exception is outstanding for the selected quarter
Over 75% (Exception) - will show “Y” if a Over 75% employment exception is outstanding for the selected quarter
Probation (Exception) - will show “Y” if a Probation employment exception is outstanding for the selected quarter
Student Department 1 - student’s home department
Student Department 2 -student’s home department 2
College - student’s college
Remission Level - student’s fee remission level for the selected quarter
Registration Status - student’s registration status for the selected quarter
Units Attempted/Study Units - student’s registered units for the selected quarter
Any Exception - will show “Y” if any employment exception type is required for the selected quarter
SortKey - please ignore
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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