Setting Up Contract Dates

Introduction

Contract Dates must always be set up every semester before any contracts can be generated. The eTRACS team will enter default dates that are either taken directly from Payroll or estimated to the best of our ability. These dates will appear if you filter for Simon Fraser University in the Contract Dates page. 

If you do not see any dates in this page after filtering, that means we have not updated the dates for the selected semester. Please contact eTRACS if you notice this. However, every fall, Payroll will update their website with new deadlines for the upcoming year. Spring semester dates will take longer than usual to update, so please be patient in these fall semesters. 

If you see SFU dates entered into eTRACS, you can then filter for your specific Department/Program's dates. If you do not see any dates, that means your dates for the selected semester have not been added. Follow the directions below to add new dates.

How to Navigate the Contract Dates

Filter

The filter contains three fields: Terms, Faculties, and Schools/Departments/Programs. Terms is pre-set to the current period. Faculties is pre-set according to the user. One or more options can be selected in Schools/Departments/Programs.

Term Dates Card

The term dates card contains the Term Start Date and End Date, Class Start and End Date, and Exam Start and End Date. In the fall and spring semester, these dates will be listed only for the regular session. During the summer semester, these dates will be listed for the regular session, intersession, and summer session. Term dates are inputted by the eTRACS team.

Dates Setup Card

The dates setup card contains the SI payroll start and end date, SI Appointment Start and End Date, SI Contract Acceptance Deadline, SI Effective Date for Range Changes, Paper TSSU Payroll Submission Deadline, and TSSU E-Appointment Submission Deadline. Please refer below for more information:

How to Use the Contract Dates

Add Dates

Add dates by clicking  on the right-hand side. This will open up the edit modal. The dates pre-filled in each field are the dates the eTRACS team have entered as default, either copied from Payroll's website (e.g. SI Payroll Start Date, SI Payroll End Date, SI Effective Date for Rate Changes, Paper TSSU Payroll Submission Deadline, TSSU E-Appointment Submission Deadline) or calculated to the best of our ability (e.g. SI Appointment Start Date, SI Appointment End Date, SI Contract Acceptance Deadline).

Payroll dates will very rarely need to be changed. However, we recommend reviewing the SI Appointment Start Date, SI Appointment End Date, and SI Contract Acceptance Deadline. If you need to adjust the dates, simply click to choose a new date in the calendar picker and click . Clicking it will save this set of dates for your department or program to use when generating contracts later on.

Edit Dates

You can edit dates by clicking on the right-hand side. Changes to dates will not apply retrospectively. New dates will only apply to future generated contracts. If you wish to set unique dates to only one contract, you can make individual edits to these dates once the contract has been generated. The Contract Dates page acts as a template for all contracts you generate—it is not the place to customize dates for an individual contract.

If you have made edits to the default dates and saved it, but wish to use the default dates again, you can delete the saved dates. Click and then click . Click  to confirm. This will not affect contracts previously generated. 

How to Find the Contract Dates

• Head to the menu drop down under Contract Mgmt > Temporary Instructor Management

• Select Contract Dates