SI Contracts - Profile Page

Introduction

This page is broken up in different sections. At the top, you can see the candidate’s name with a Rehire/New Hire badge beside their name. Rehire means a candidate has previously worked for SFU and is in our payroll system. New Hires are first time employees of SFU. This contract profile is generated in eTRACS using all the template set-ups we configured in our previous steps for this specific hire type. 

If ever the hire type is deemed by you to be incorrect, you can manually switch the hire type by clicking . Doing so will also regenerate this contract profile to use the new hire type’s templates.

Position Details

In this contract profile view, you can customize each contract to be different from the default template. For example, you can change the Contract Acceptance Deadline to a different date than the default or change the default number of pay periods. 

Note that there is also an Initial/Reappointment dropdown in this section. Do not confuse this with the Rehire/New Hire types. An Initial appointment means the first appointment to this position number, regardless of whether this person has previously been employed at SFU. Reappointment means this person has previously been given a rank with this same position number.

Assignment Details

This section holds all the course details assigned to this contract. Each course will have Prep, Contact Hours, and a Description that you can modify. Semester Salary can also be adjusted here if needed.

Assignment Remarks and course Descriptions will appear in the TSSU Payroll Form. You can click  besides the Employee Details to see your remarks and descriptions.

If this contract was generated with only one course assignment initially, you may see a second sub-section underneath “Course(s) Assigned”. The “Course(s) Not Included” sub-section will display all courses you have assigned to this candidate after the initial generation of this contract. You MUST come back into this contract profile to click  and include those courses into the contract.

Once you click , the course will be moved to the Course(s) Assigned sub-section. After that, you can process the contract as per usual. You may need to send a new offer out to the candidate if they had previously accepted their offer to teach only the first assigned course. Note: if you have assigned a new course to a candidate after their contract has been “Submitted to Payroll” and fully processed, you will need to first Revise their contract.

Please refer to the Revise Contract section of this guide to learn more.

Attachments

This section will display all the files that were set up as attachments for this hire type. You may or may not have items in this section depending on your set-ups.

You are able to upload files outside of your default set-up by clicking  and then .

You are also able to remove attachments from this contract by clicking . Click  to finalize all editing.

Offer Email

This section will display the offer email template you set up in the Email Templates page for this hire type. Here, you can click  to view exactly what the candidate will receive in their email. All the wildcards will populate with actual data in this preview mode.

You can also click  to customize this offer email for this individual contract. For example, if you noticed a typo in your email templates, but have already generated the contract, you will have to fix the typo here. Click  to finalize all editing.

Contract Letter

This section will display the offer letter template you set up in the Letter Templates for this hire type. You can click  to view exactly what the candidate will see in their portal. All wildcards will populate with actual data in this preview mode.

You can also click to customize this letter. For example, if you noticed a typo in your letter templates, but have already generated the contract, you will have to fix the typo here. Click  to finalize all editing.

Links Included

This section will display all the links that were set up as enclosed links for this hire type. These links will appear at the bottom of the Contract Letter as the enclosure. You can view these links in your Contract Letter preview.

You can add links not in your default set-up by clicking . When saving the Link name, please hit the enter key on your keyboard to save.

You can also remove links by clicking . Click  to finalize editing.

Contract Status

After review of all the above in the contract profile, you will be ready to transition this contract to the next step. Scroll up to the top to find the Contract Status bar in the top right corner of this page. This is the same contract status bar in the filter page. Both perform the same functions.

Notice how the current status is “Under Review”. Once all pieces of the contract profile have been reviewed by you (the SI Process Handler), you can click this status and choose the next step in the dropdown. Each department’s workflow is different, so your next status may vary depending on your department.

Here are some status actions that you will encounter:

• Setting a contract to Ready to Offer requires you to go back to the contracts filter page to click  before the candidate will receive their email.

• If the candidate accidentally rejects the offer, you can change the status back to Ready to Offer and send the email out again for them to accept.

• If the candidate misses the acceptance deadline, you can send out the offer again as long as you set the new deadline to a future date before sending the email out.

• If a candidate requires your help to accept the offer on their behalf, you are able to access their acceptance portal by clicking  within the contract profile before the acceptance deadline. Please have written consent uploaded into the contract documents when you do so (you can use the document type Acceptance Email).

• When a candidate rejects an offer, the contract status will become Offer Rejected. At this point, you can change the contract status to Contract Cancelled, which will then open up this course assignment for a new candidate in the SI Assignments page. You will need to add the new candidate to this assignment and start from the beginning again.

• When the contract has been accepted and approved by all internal parties, the next step is Ready for Export, which also requires you to go back to the contracts filter page to click  to download.

• After exporting, the status will become Exported, where you will then need to change the status to Submitted to Payroll to complete this contract process.

Contract Documents

Here, you will find all the documents the candidate uploads along with their signed contract once they accept their offer. You are also able to click  to delete and upload documents.

Revise Contracts

There may be times when you want to edit a contract that has been Submitted to Payroll. One case might be when a course is cancelled due to low enrollment. You can then click the in a contract to edit the contract’s salary and zero out the contacts hours so the instructor is only paid for Prep.

Or maybe you want to assign another course to this instructor after this contract has been Submitted to Payroll. Just click to open up editing, then assign this instructor to the new course in the SI Assignments page, and then come back to this contract to add that course into this contract. You can review the steps in the Assignments Details section above.

After you revise a contract, the status will become Under Review. Once you have made all your edits, you are free to choose whichever next status suits your workflow best. There are no restrictions as to which status you’re allowed to set it to next. However, you will be unable to cancel the contract since this contract has already been submitted to payroll once. 

How to Find the SI Contracts - Profile

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

• Select SI Contracts.

• Select the options in the filter. Click .

• In the Instructor column of the results table, click on the instructor's name.