The GE hiring process begins in the hiring unit with GE selection.

After a GE has been selected, an electronic payroll request form (ePRF) is submitted electronically by the hiring unit via the DuckDocs GE workflow system.

The ePRF is reviewed and approved by the Division of Graduate Studies.

Once the Division of Graduate Studies approves an ePRF, a notice of appointment is issued to the GE. The ePRF is forwarded onto payroll for final entry into Banner.

Additional hire documents must be sent directly to payroll.

Details of each step are below:

Step 1: Announcing the Position and Selecting a GE

To ensure that you are announcing your GE position and selecting/appointing your GE in accordance with established guidelines, please review the following before getting started:

• UO-GTFF Collective Bargaining Agreement, Article 17 Appointment and Reappointment
• The appointment procedures defined in your unit's General Duties & Responsibilities Statement (GDRS)
• Recruitment guidelines from the Office of Human Resources (optional, but particularly helpful if you plan to employ an interview process)

GE positions that are open to graduate students in any major (such as Institutional Priority GE positions, positions in academic units for which non-majors are eligible, and open pool positions in academic units) must be posted on the Division of Graduate Studies website.

To post your position, you should submit a GE announcement for Division approval through this website.

The following information is required:

• Position Title
• FTE or FTE range (e.g., .30-.49)
• Appointment terms (e.g., winter and spring 2021)
• Job duties/responsibilities
  • To post multiple specific assignments or provide additional information, you may provide a link to your own website or to a PDF on your website in this section
• Preferred qualifications
  • While graduate students in any major may apply; you may cite specific majors as preferred in this section
• Application procedure
• An application deadline date that ensures posting for at least 10 working days
• The contact person's name, physical address, e-mail, and telephone number

Your ad will be approved and posted or you will be contacted for more information.

Each department and employing unit must maintain GE search records (including applicant rankings and criteria for selection) in accordance with the University’s personnel records retention schedule. In the event of a grievance related to hiring procedures, this information, redacted in accordance with the Family Educational Rights and Privacy Act (FERPA), will be made available to the University and the Union.

Step 2: Submitting the Payroll Form (ePRF) to the Division of Graduate Studies via DuckDocs

• Request DuckDocs Access
• Log In to DuckDocs (see user guide for step by step instructions) 
• DuckDocs ePRF User Guide (pdf)
• ePRF Cheat Sheet (pdf)
• More information about submitting ePRFs

Step 3: Send Hire Documents to Payroll (If Needed)

In addition to the electronic payroll request form (PRF)—which is submitted to the Division of Graduate Studies—there are a number of documents that must be submitted directly to the payroll office for those students who are being hired for the first time, for those who are international, and for those who've had a lapse in employment. All hire paperwork must be received by the payroll documentation deadlines. If you're unsure whether or not hire documents will be required for a particular GE, please contact Keri Bartow, GE payroll specialist, in the payroll office at 541-346-1101.The hire documents are bundled and can be found, along with instructions for completing, on the GE section of the Payroll website. 

New appointments cannot be fully set up until payroll receives complete and accurate hire documents.

Deadlines

ePRFs are processed by the Division of Graduate Studies as received. To ensure timely processing, please submit ePRFs by 5:00 pm on the following dates: