Adjunct Employee AEMS Instructions

This page records the instructions for completing “AE” status in AEMS each semester.

Step 1:

Determine whether you have the appropriate login credentials. The appropriate login credentials for systems like AEMS, HR-Assist, and PR-Assist will be the username and password that you use to access computers and wireless internet on campus. The typical format of the username is the first letter of the first name, the full last name, and then possibly a number. Jane Doe's username would be JDoe. An easy way to tell if you have active login credentials is to try to access York website/CMS. If you cannot login using that page, reset your password.

Step 2:

Determine whether you are accessing these systems from a device directly connected to York's network. Devices connected to York's network include all desktop computers on campus, and any computer that has GlobalProtect Installed and properly connected. Any other device, including computers or phones connected to the wireless internet, is not directly connected.

Step 3:

Based on your answers in the first 2 steps, find the scenario describing your condition and follow the instructions:

1. You do not have appropriate login credentials:

Your department has created a Personnel Action Form (PAF) for you. Upon approval, you will receive an email with instructions. The day after the PAF is created, you will receive a follow-up email. If you do not see these emails in your inbox, please check your junk or spam folder, as they have definitely been sent.

The second email will contain a link to set the password for your temporary credentials. Please note that this link is valid for 72 hours. If you do not follow the link within this timeframe, it will deactivate, and you will need to follow the steps outlined next.

• Visit York's AEMS Proxy Password Reset webpage and enter the username provided in the e-mail. Often, this is the 8-digit employee ID. In the absence of an 8-digit employee ID, there will be an alphanumeric string starting with a “T”.

• Once you have gotten your password set for the proxy page, navigate to the York's AEMS Proxy website and complete the workload/210 process. The core AEMS system will register the change the day after you complete it, and updates to be visible to your department chair.

2. You have the appropriate login credentials and you are not connected to the network:

There are 2 options to access AEMS, HR-Assist and PR-Assist from outside of the network.

VPN - York's VPN client is called GlobalProtect. Follow the instructions on the VPN webpage to access it.

Once you are connected to the VPN, you can visit the AEMS website to log in and complete your workload/210.

Clientless VPN - York has a clientless VPN portal. You can access the AEMS website from the York's SSL VPN Website.

Once you've logged in, you should have an access menu that allows you to navigate to the service you're attempting to reach.

3. You have the appropriate login credentials and you are connected to the network:

Visit the AEMS website and login.

4. You can see the homepage for AEMS but you cannot log in:

In all probability, this means that you do not have active York credentials and you should follow the instructions from condition 1 above. In a minority of cases, where an employee is able to log in to the York website/CMS, the problem may be that their username is not in AEMS. In that case, contact the Office of Human Resources to modify the PAF and include your username.

For any exception cases, where one or more steps in the above are not working for any reason, please reach out to our office directly at humanresources@york.cuny.edu