Frequently Asked Questions

1) The supervisor isn’t getting the email.

If someone is telling you that they are not getting an email, it is likely that one of the following may be true:

  1. Make sure the Pop-up blocker is turned off.
  2. Emails are going to spam or being filtered to another folder other than their inbox. Please have them search their emails by ID number. If no email comes up at this time then it may be that their emails are disabled in Portal.
  3. The approver has their emails “disabled” In Portal. To fix this, ask them to go to Main Menu > Employee Self Service > Email Preferences and make sure emails are not disabled.

In the meantime, supervisors also have access to the Grad Worklist. Direct them to Main Menu > Human Resource System > NextGen Graduate System > Graduate Worklist. Then ask them to select “Search” for a list of all actions they have access to. When they select the action ID from the Worklist, they will be taken to the Supervisor – Sign T&C page.

2) My new action is saying that the student will have an FTE of 1.0, but their current job is ending before the new job starts. Why does the FTE add up?

If a student currently has a job that has not yet Auto-Termed in Job Data then NextGen will add up the FTE (full-time equivalent) of the job that they are in with the new job you are adding as it will look to the HR system that this is an Additional Job. You are most likely to see this around August/December when entering Fall/Spring appointments while current jobs are still active.

NextGen cannot assume that a current job is ending until the auto term row hits in the system and there is an actual end date. An expected job end date does not count, there must be an actual separation row in Job Data. The expected job end date will tell the Auto-Term Row, that runs every Wednesday night, that the job will be separating within 3 weeks and that the system can automatically enter a separation for you. (Please see the Composite Calendar found on the Graduate Appointment Supplemental page for more information on Auto-Term dates.) This has always been happening in SEP, though you may not have noticed it before.

There are a few options to prevent the FTE from adding up.

  1. If the student is currently on an Assistantship that you are planning to continue the next semester, then you can do a modification to the current appointment to update the dates and salary so that the position continues through the next semester.
  2. The department can wait for the current position to Auto-Term (which first occurs three Wednesdays before the planned end date, e.g. job is expected to end on 8/16/XX, job will Auto-Term on 7/29/XX).
  3. The department can create a future separation for the current job rather than wait for the Auto-Term. If you choose this, use caution!!!! Once a job is termed, you cannot make any modifications to the job. This is why the Auto-Term does not run more than three weeks in advance.

3) How do I cancel an action?

An action can only be canceled at the Initiator or Department HR level. An action can always be pushed back (see FAQ 3) if the action is beyond those approvals. Once the action is at Initiator or Department HR level, then you can go to the Graduate Worklist, scroll to the right hand side of the screen and select the trash can image between the “in progress” and “details” column. You will then be asked to confirm that you want the action to end, select yes. The action will be removed from your “in progress” list to your “canceled” list.

4) How do I push back an action?

An action can be pushed back at a level by entering a comment as to why you are pushing an action back and selecting the “pushback” button at the bottom of the screen. If an action is waiting on a Supervisor or Student to sign T&C and you need the action pushed back, please contact the assigned Supervisor or Student.

5) I’m trying to start a new action, but it says there is a pending action already in the system.

If you are showing a pending action, first go to your worklist and either do a no criteria search (hitting search with criteria selected except for actions in progress), or search by the specific student ID. This will show you if there are any actions at the initiator level that have not yet been assigned an OUC. If you find your action, you can either select it and complete the action or cancel the action using the trash can. If you are unable to identify who initiated the pending action, you should contact the Grad School.

6) How can a student view their T&C after they have approved it?

A student has full access to all of their signed T&Cs that have been processed through NextGen, for as long as they are a student. To view their signed T&C, they can go to Main Menu > Employee Self Service > Payroll and Compensation > View T&C Documents. They would see an entry for each T&C that was signed through NextGen. They can open to view the T&C and even print it if they require a hard copy.  For Social Security Number purposes, students will still need to take a printed approved letter and obtain ink signatures before visiting the Social Security Office. A response template titled Student Instructions to Access Signed Terms and Conditions is saved in the ECE Personnel inbox to be sent to students if they need help locating their Terms and Conditions.

7) Who is the contact person for Benefits questions?

Britt Moose,, 919-513-3748