What is the Graduate Employment onboarding process at UO?
Graduate employee onboarding refers to the structured process of preparing newly hired GEs to begin their roles at the University of Oregon. This includes orientation, training, and administrative steps that help GEs—whether instructing, researching, or providing other roles—understand their responsibilities, benefits, workplace expectations, and available resources. Departments, hiring units, libraries, research teams and others groups, hire then typically coordinate the onboarding process, along with the assistance of the Division of Graduate Studies. Onboarding ensures compliance with university and union policies while supporting a smooth transition into the academic and professional environment.
When should I complete onboarding tasks?
GE onboarding tasks should ideally be completed before or on your first workday. The I‑9 form must be finalized no later than your third day on the job.
Which documents and forms are required?
Required forms include Form I‑9 (eligibility verification), W‑4 (tax withholding), direct deposit enrollment, emergency contact info, and provision of a government‑issued ID for I‑9 and UO ID card issuance.
How do I claim my UO ID and DuckID?
You’ll receive a UO ID number (beginning with “95”) and a temporary PAC via email after accepting your offer. Use these to register through DuckWeb and select or claim your DuckID for accessing email and campus systems.
What technology access is required?
New GEs need access to DuckWeb, UO email, Canvas, and other services. Two‑step login (DUO) setup is mandatory and instructions are included in the Service Portal article “Getting Started with Two‑Step login (DUO)”.
When and how do I enroll in benefits?
If your GE appointment is ≥ 0.50 FTE and ≥ 90 days, you ate benefit-eligible. You must enroll within 30 days of hire. Coverage begins the first of the month following enrollment or submission of forms.
What mandatory trainings must I complete?
All GEs must complete Workplace Harassment Prevention training within 90 days of hire. Cybersecurity Basics training and other job‑specific modules may also be assigned via MyTrack.
Where can I get my UO ID card?
UO ID cards are issued at ID Card Services in the Erb Memorial Union (EMU). Bring your UO ID number and a government-issued photo ID. If building access or keys are needed, coordinate with your department beforehand.
Who can help if I need assistance?
Your hiring department and supervisor is your primary contact. Additional support is available through UO Human Resources and the Division of Graduate Studies.
What if I miss a task or have a late issue such as missing a paycheck?
If tasks are overdue, MyTrack will flag them in red. Contact your departmental supervisor or payroll coordinator for follow-up on delayed forms or payments. The Division of Graduate Studies can assist for issues beyond your department.
What are the different levels of Graduate Employees (GEs) Levels of Appointment?
Here's a breakdown of the levels.
Types of GE Appointments
Instructor
- Most positions in academic departments are teaching-related.
- Duties may include serving as a grader, a teaching assistant, a lab or discussion section leader, or sole instructor for a class.
Researcher
- Research positions are offered by academic departments as well as UO’s many research centers and institutes.
Administrative
- Administrative GEs primarily conduct administrative or office tasks outside of a classroom, clinical, or lab setting.
- Additionally, GEs who do not fall into the other classifications will be classified as administrative GEs.
Duties can involve:
- Playing a leadership role with regard to a particular program
- Counseling or advising responsibilities (e.g., in Academic Advising or the Accessible Education Center)
- Performing a specialized role central to a particular function (e.g., communications, writing, editing, IT)
Eligibility for holding a GE Position
To hold a GE position, you must be:
- A full-time master's, doctoral, or law student in good academic standing
- Enrolled for at least 9 graduate credits during each term of appointment in the academic year. No summer enrollment is required for Summer term GEs.
Compensation for a GE Position
UO GEs receive a competitive compensation package including:
- Monthly salary
- Full-time tuition waiver
- Mandatory fees subsidy
- Subsidized health insurance premiums, including coverage for eligible dependents
If you can’t find the GE hiring or onboarding information that you need, or have suggestions for this page, visit our FAQ page or email us at graduatestudies@uoregon.edu.