CAE Contract System FAQ

Questions:

  1. Why do I get the message “The worklist item is already being performed by someone else”?
  2. Why is there an item on MTDL that says “Contract Data Entry”?

  3. Why do I get the message “Instructor already assigned to instructional method ___ for this date range.”?

  4. What is the Fund Source?

  5. How do I enter my GL Number?

  6. How do I cancel a contract?

Answers:

  1. Why do I get the message “The worklist item is already being performed by someone else.” when I try and open an item from MTDL?
    • When you see this message it means that your contract is hung up in the background of the system
      • To correct the issue:
        • Send a ticket to caesupport@unb.ca and provide the following information:
          • The error message
          • The UNB ID and name of the instructor on the contract
          • The term, course, and section information for the contract
          • Your UNB ID

  2. Why is there an item on MTDL that says “Contract Data Entry”?
    • When you see this item it means that you started a contract that you cancelled out of incorrectly
      • To correct the issue:
        • Send a ticket to caesupport@unb.ca and provide the following information:
          • The error message
          • The item created date from your MTDL
            • Your UNB ID

  3. Why do I get the message “Instructor already assigned to instructional method ___ for this date range.”?
    • When you see this message it means the instructor is already assigned to the course on the Registrar's side of colleague.
      • There are a few reasons why this could have happened:
        • Someone has contacted the Registrar’s Office and had the instructor assigned already to the course
        • Someone assigned the instructor using e-services (only applies to Full Time Faculty)
        • A contract has already been created for the instructor to teach the same course / teaching method
        • A contract was issued and then cancelled, but the pre-populated cancellation date was not adjusted to a pre-term date.
      • To correct the issue:
        • Regardless of the reason if it is determined that the contract should indeed be issued the only solution is to contact the Registrar’s Office and have them removed the Instructor from the course, then the CAE Contract System will re-assign him/her when you create the contract.

  4. What is the Fund Source?
    • The fund source is made up of 4 digits from your GL number.
      • Use the first 3 digits of the unit section of the GL and the first digit of the fund section of the GL. For example, if my GL is the following 1_234111_11111_61_11 my Fund Source would be 2346.

  5. How do I enter my GL Number?
    • If you know your entire GL string you can enter it directly into colleague. However, be sure to use underscores when typing it. For example 1_234111_11111_61_11.
    • Alternatively, you could type …511… and you should be presented with a short list of GL’s to select from.

  6. How do I cancel a contract?
    • You can cancel a contract at any time using the XCAC workflow.
      • If you are canceling a contract prior to sending it to the Dean/Chair/CEL approver then:
        • The Contract Cancellation Reason will default to “Delete”
        • The cancellation date will also default in as today’s date.
    • If you are canceling after the contract has been sent to the Dean/Chair/CEL Approver
      • Select one of the three Cancellation Reasons
        • ICAN – Instructor Cancelled
        • CCANC – UNB Cancelled
        • OCANC – Other – This should only be used when canceling a contract for the purposes of making a correction and with the intention of re-issuing it.
      • Select a Cancellation Date
        • By default the cancellation date will default to today’s date.
        • If you are using ICAN or CCANC you should adjust the date to the date the cancellation was made.
        • If you are using OCANC then you should adjust the date to a pre term date.