Graduate Employee (GE) Hiring Process

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:

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.

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

Step 3: Send Hire Documents to Payroll


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:


Priority Deadline

Summer 2024

The priority deadline for summer appointments with a June 16th contract start date (i.e., 1st session Teaching GEs; and Research and Admin GE positions) is May 10

GE Teaching appointments with later start dates should be entered by hiring units as soon as they feel confident that the course will run.

Please review guidelines for Summer GE appointments, including tentative offer rescission policies, here

Fall 2024

Third Friday in July - July 19, 2024

Winter 2025

Second Friday in November - November 8, 2024

Spring 2025

Second Friday in February - February 14, 2025

  • Appointments cannot be fully set up until payroll receives complete and accurate hire documents. Payroll documentation deadlines can be found on Payroll's website. The Summer 2024 payroll documentation deadline is June 7, 2024. The Fall 2024 payroll documentation deadline is September 9, 2024.