Recruiting: GE (Graduate Employees)

Owned by Sara Yilmaz
Apr 12, 2022

This article explains the process and provides the documentation for hiring graduate employees. 

See Recruiting for Graduate Employees (GE) Workflow

Deadlines

3/1/XX: Deadline to submit GDRS

3/1/XX: Deadline to renew current GE students

7/1/XX: Deadline to appointment GE student (some flexibility)

Step-by-step guide

  1. Supervisor emails FASS with a request to initiate a recruitment for a GE, or a request to reappoint a GE by March 1st of the year.

  2. The supervisor will be responsible for selecting candidates, evaluation criteria, and selection of finalist(s).
  3. The supervisor will be responsible for onboarding processes and training.

FASS Agent Step-by-step guide

 New/Replacement GE Appointment

  1. FASS HR provides the following to supervisor:

    1. GE Hiring Packet
    2. General Duties and Responsibilities (GDRS) Template

  2. Supervisor Returns Completed Hiring Packet to FASS:

    1. Indication of new hire or reappointment.
    2. Funding Confirmation: The unit is responsible for the funding, this includes: tuition, fees, insurance and salary. If the department has been awarded an Institutional Priority and Strategic Alliance (IPSA) through the Graduate School, then the IPSA provides tuition, fees, and insurance reimbursements but the unit is still responsible for the salary.
      1. If the supervisor is requesting financial assistance through IPSA, send supervisor IPSA GE Request Worksheet to complete.
      2. FASS HR submits the Worksheet and the  VP Approval Form to the unit head/director and then VP for approval.
      3. Compile worksheet and forms, and submit completed IPSA GE Request Application for approval through the Graduate School's website.
    3. FASS HR Reviews Hiring Packet, ensures all fields are correct, & saves in appropriate folder.
  3. FASS-HR Submits GDRS to Graduate School by 5/15/XX, typically via email.
  4. FASS-HR contacts supervisor when the posting has been approved and offers assistance for the recruitment process. 
  5. Supervisor reviews applications, selects candidates, schedules and conducts interviews, evaluates and selects finalists, and completes reference checks.
  6. Supervisor informs FASS-HR of finalist and routes recruitment materials to FASS-HR:
    1. all candidate application materials
    2. all interview questions
    3. all evaluation data
  7. FASS-HR saves materials in accordance with retention policies.
  8. FASS-HR submits ePRF through DuckDocs* on the Graduate School website for electronic approvals.
    1. Budget authority
    2. Graduate School
  9. Graduate School routes ePRF to University Payroll for entry into Banner.
  10. Supervisor provides GE with GE Hiring Packet. GE completes and returns the hiring packet to Supervisor.
  11. FASS-HR completes on-boarding procedures.
 GE Appointment Renewal
  1. Supervisor and FASS-HR confirms funding for renewal using step 2b above.
  2. FASS-HR submits ePRF through DuckDocs* on the Graduate School website for electronic approvals.
    1. Budget authority
    2. Graduate School
  3. Graduate School routes ePRF to University Payroll for entry into Banner.


*DuckDocs MUST be accessed through Internet Explorer.


Forms


Resources and Links

Graduate School: https://gradschool.uoregon.edu/

Graduate School: https://gradschool.uoregon.edu/staff/gtf-appointments