The mass update process will select active employees whose probationary end dates fall within a given pay period, post a 430 transaction to the employee's data base record, and change the probationary end date to 'PERM'. The effective date of the 430 transaction is the calendar day following the end date reflected on the employee's database record. In the case of academic year employees, the effective date of the 430 transaction is the beginning of the academic term for the appropriate academic tear. (See below for additional information concerning academic year employees.)
The fact that an employee's database record has been updated through this process does not accord the employee any particular rights and does not reverse campus authority or responsibility for a probationary employee performance appraisal. Instead, the process automates the final step of the existing review procedure when the employee is granted permanent status.
There are three reports that are intended to supplement the tickler listing HR-ISA Report PDC4056 (Compendium Code A46), Probationary Expiration report:
Probation Expiration - Permanent Status Register is an advance notice that employees listed have been selected for the mass update process. The database record will be updated at the end of the month unless an intervening or corrective action is processed.
Probation Expiration - Permanent Status Suspense Report lists any employee whose record was rejected from the selection process. These are generally inactive employees or those whose probationary end date falls in an earlier pay period. records appearing on this report should be reviewed to determine whether corrective action and/or manual processing is required.
Probation Expiration - Permanent Status Update Exception Report is sent to the campus after the mass update has been run and lists any employee whose record could not be updated automatically. Records appearing on this list should be reviewed to determine whether corrective action and/or manual processing is necessary.
With regard to the academic year employees paid on the Academic Calendar, the calendars are established on an annual basis for payroll purposes. Unless the effective date is revised by the appropriate bargaining contract, academic year employees are granted tenure upon commencement of the academic year following completion of the required number of probationary years. The probationary end date currently assigned to tenure-track appointees on the database is an arbitrary date, one or more years in the future, and can be accurate only to the point that it reflects the year in which the employee will be eligible for tenure, or permanent status.
For these reasons, and to 'fit' academic year employees into the mass update selection process, the payroll office should assign the following probationary end dates when making permanent (A50) tenure-track appointments for faculty and others paid on the academic calendar:
August 31, YYYY
Semester, Quarter, and Quarter System Year-round Campuses - Fall Quarter Appointments. August 31st generates the first work day of the academic calendar established for the academic year (September pay period).
December 31, YYYY
Quarter System Year-round - Winter Appointments only. December 31st generates the first work day of the Winter Quarter (January Pay Period).
March 15, YYYY
Quarter System Year-round - Spring Appointments only. March 15th generates the first work day of the Spring Quarter (April pay period)
June 10, YYYY
Quarter System Year-round - Summer Appointments Only. June 10th will generate the first work day of the Summer Quarter (June pay period).
The following are the keys to the Exception Notes found on the Permanent Status Suspense Report (A0 - A4) and the Permanent Status Update Exception Report (A5 - B2).
Employee is on a temporary separation
Campus reviews record and updates probationary information upon employee's return to work.
Probation code equals 'B' (On probation this class, probationary status in another class)
Campus processes a 430 Transaction. Effective date represents permanent status date in first class, new end date represents end date assigned in existing class.
Job injury code equals 1, 2, or 5
Previous month probation end date
Campus reviews record and processes appropriate corrective action.
Academic Year class - probation end date is not September
Employee record out-of-service
Campus reviews history to determine what action caused the out-of-sequence condition and process the appropriate correcting action.
Transaction will cause out-of-sequence processing
Campus reviews the history record and processes a 430 Transaction.
Probation Code: Permanent status register and data base record differ
Campus reviews record and processes a 430 or other appropriate transaction. An intervening action has been processed between the time the permanent status register was created, and the date the mass update was applied to the database. The employee record could not be updated automatically.
Probation End Date: Permanent status register and database record differ
Separation Status: Permanent status register and database record differ
Job Injury Code: Permanent status register and the database record differ
No match on data base record key
Contact CSU Audits for assistance
Last Updated: March 18, 2009