Creating Appointments

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Creating a Non-UROP Appointment

1. In Atlas, select the Student Appointments group.
2. Select Create Non-UROP Appointment.
3. On the Create Appointment page, enter the Student's MIT ID, a Start and End Date for the appointment, and if you have authorizations in more than one department, select the Department.
   
   
   
   
4. Click Continue.
5. The Details screen will display known student information (read-only).
   
   
   
   The fields you need to enter are:
   • Job Title (dropdown list is filtered by type of student)
   • Position Title
   • Position Description
   • Location
   • MIT Supervisor
   • Other Supervisor (optional)
   • Rate of Pay
   • Planned Hours per Week
   • Time Group (select from dropdown)
   • Cost distribution information (to enter more than one cost objects, click the Add Cost Object button)
   • Comments (optional)
   • CC Addresses (optional)
     
     
6. When finished entering or editing the details, click Continue.
   • If you have entered any information that generates a warning or error, you will see it now. Depending on the message, you may need to go back to the form to adjust what you have entered.
7. You will be brought to the Review page, where you can check over all of the information one final time before submitting. If you need to go back to correct any field, use the Go Back link in the upper left corner. Otherwise, click Submit.
8. The Confirmation page will display your transaction number. You will also receive an email confirmation when the transaction has been successfully processed in SAP.
   

Creating a UROP Appointment

1. In Atlas, select the Student Appointments group.
2. Select Create UROP Appointment.
3. On the Search for a UROP Project page, enter the Student's MIT ID. If you have authorizations in more than one department, select the desired department. Otherwise, the Department will default.
   
   
   
   
4. Click Search. If there is only one matching UROP appointment, you will go directly to the Details screen. Otherwise, select the appropriate UROP project from the list provided to go to the Details page.
   
   
   
   
5. On the Details page, most of the fields will be pre-filled, with both the student's information as well as the details of the approved UROP project. The fields that you may enter or edit are:
   • Position Title
   • Position Description
   • Location
   • Cost distribution (faculty funded projects only)
   • Planned Hours per Week
   • Time Group
   • Comments (optional)
   • CC Addresses (optional)
6. When finished entering or editing the details of the appointment, click Continue.
   • If you have entered any information that generates a warning or error, you will see it now. Depending on the message, you may need to go back to the form to adjust what you have entered.
7. You will be brought to the Review page, where you can check over all of the information one final time before submitting. If you need to go back to correct any field, use the Go Back link in the upper left corner. Otherwise, click Submit.
8. The Confirmation page will display your transaction number. You will also receive an email confirmation when the transaction has been successfully processed in SAP.
   

Searching for a Student or Supervisor

When creating a new UROP or Non-UROP appointment, the fields for Student MIT ID and MIT Supervisor are searchable. Click the magnifying glass next to the field. Enter all or part of the last and first names of the person you are looking for, then click Search.

Validations, Warnings & Error Messages

The Student Hourly Appointment applications provide real-time validation as appointments are created or modified. What this means for the preparer, or initiator, is that there will be times you encounter a warning or error message, depending on the specific validation issue. Warnings will allow you to continue creating or making the change, while an error will require you to make a modification before continuing.

Planned Hours

As you create a new appointment, or make changes to an existing appointment, the system will validate the planned hours you are entering against existing appointments held by the student. Total planned hours exceeding either International student regulations or MIT guidelines will result in either a warning message or an error, depending on the situation, like this one:

International students cannot work more than 20.00 hours/week during an academic term. Check the Student's Appointments link, then edit the planned hours per week for this appointment.

As the error message above indicates, you can use the Student's Appointments link in the upper right corner of the application window to view the other appointments held by the student, so that you can adjust the hours you are entering accordingly.

See the table below for the guidelines on hours.

Exception: In the case of an international student, if the start date is in the past; the appointment will be routed to SFS (undergrad) or ODGE (grad) who will review the appointment. If the student has not yet worked, the appointment will be rejected. If the student has already worked, the appointment will be approved for payment but with a new end date, and student will be notified they cannot continue in this position.

Student Eligibility

The SHA applications allow you to create and change appointments only for students who are registered (RE) or eligible to register (EL). The system will also check whether a student has a valid SSN and I-9 on file, and display a warning (SSN) or error message (I-9) accordingly (see example, below).



If you see the SSN warning, you may continue creating the appointment. The student will also automatically receive an email notification from the HR Payroll Service Center that they need to provide an SSN.

For the I-9 and eligibility error messages, there is an option to notify the student directly from the application. Click the Notify student of issue(s) link to send a message to the student about the issue(s):



In addition, appointments cannot be created with a start date more than one full term in the future; the exception to this is cross-registered students, for which appointments can only be created with a start date in the current semester.

Position Titles

A student may not hold two jobs with the same position title; therefore a unique Position Title must be entered.

Rate of Pay

Student Financial Services sets guidelines for minimum and maximum rates of pay; entering an amount outside of those guidelines will generate either a warning (above the max) or error (below the minimum). Rates of pay above the maximum will require SFS approval.

Cost Object

You cannot enter a cost object that is a fabricated equipment account. You will also receive a warning for expiring cost objects.

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