Overview of Part-Time Faculty Certification

The online Part-Time Faculty Certification of Hours allows you to certify the number of hours you've worked as stipulated on your Contract.

Contract Years & Semester Codes

All contracts on the system are listed by Contract Year. It is important to select the correct Contract Year to retrieve your contracts.

Contracts are based on a fiscal year schedule from July 1 of one year to June 30 of the following year. The "Contract Year" is the later year when a fiscal year applies. For example, if you have a contract that begins in August 2005 and ends in December 2005, this contract falls under the 2005-2006 fiscal year, which would be the "2006" Contract Year.

Semester terms are numbered in sequential order of appearance within a calendar year:

1 - Spring
2 - Summer
3 - Fall

Semester codes are 5 digit codes: year + #.
The first 4 digits indicate the contract year, and the last digit is the numerical semester term.
So, for example, if you want to certify the Fall semester of the 2008-2009 academic year, select "2009" for the Contract Year, and the semester code would be "20093".

Contract Lettter Ids

Contract IDs are a 2-part code that identifies your Contract ID for the academic year.
The first part is your 7 digit Employee Id number.
The second part is the unique Contract number for the year.

Contract Year Selection Page

The first page of the Certification of Hours lists your basic employee information.

Instructions

  1. Select a Contract Year to view.
  2. Click on the "Select Contract Year" button to continue.

Page Descriptions

Employee ID  This is your 7-digit Employee ID #.
Employee SSN  This is your Social Security #. For your protection, only the last 4 digits are displayed.
Employee Name  This is your full name as how it appears in your Personnel record.
Home Department  This is the 10-digit code of your Home Department and the Department name.
Primary Department  If different from your Home Department, this field shows your primary work department.
Contract Year  Bring down the selection box and select a year for which you want to see the Certification letters.

Action Buttons

There are 2 buttons near the bottom of this page:

Select Contract Year After selecting a Contract Year from the selection box, click on this button to continue to the next page to view the Certification Letters for the selected year.
Exit Process Click this button to return to the eTrac main menu without any submissions.

Certification Letters Page

This page lists all the Certifications that apply to the selected Contract Year.

Instructions

  1. Select a Certification Letter by clicking on the corresponding button located to the left of the Letter ID.

Table Descriptions

Letter ID This column shows the unique ID number of the specific Contract Letter you are certifying.
Department This column displays the Department code for which the Letter applies.
Description This column shows the name of the Department.
Semester This column shows the semester code.
Cert Y/N This column shows either "Y" or "N" indicating your reply on whether or not you met the required number of hours.

Action Buttons

There are 2 buttons near the bottom of this page:

Back to Page 1 Click on this button to return to the Contract Year Selection Page to select another Contract Year.
Exit Process Click this button to return to the eTrac main menu without any further submissions.

Certification Letter Details Page

You make your Certification agreement on this page.

Instructions

  1. Select either the "Yes" or "No" option to certify your Hours. The option descriptions may span more than a single line within the selection box. Just select either the "Yes" or "No" option.
  2. If you certify "No," provide an explanation in the following textbox.
  3. Acknowledge your agreement to the Certification by selecting the "I agree to be bound by this certification" option.
  4. Click the Update Item button to submit your Certification.

Page Descriptions

Letter ID This is the unique ID for the Contract Letter
Department This is the department code for this Letter
Description This is the Description of the Department
Certify Hours "Y" or "N" This multi-line select box contains only 2 options: "Yes" or "No." Select one to certify your hours.
Complete ONLY if above response is "N" If you answer "No" in the above certification, write your explanation in this box.
Certification Agreement "Y" or "N" Make your agreement to this certification with this select box.

Action Buttons

There are 2 buttons near the bottom of this page:

Update Item Click on this button to return to the Contract Year Selection Page to select another Contract Year.
Back to Page 2 Click this button to cancel any changes and return to the Certification Letters Page.