Support for GE Hiring Units

1

Review the UO-GTFF CBA (Article 17 Appointment and Reappointment) and appointment procedures defined in your hiring unit's GDRS before announcing/selecting the position.

The GTFF Union CBA and your unit’s General Duties and Responsibilities Statement (GDRS) outline specific requirements for the GE appointment process.

2

Submit your GE position for posting on the DGS website if you are a non-academic unit or an administrative unit, or if you are hiring outside of your department.

3

Review applications with search committee and check references.

4

Send an informal offer and confirm acceptance from the GE.

1

Submit the ePRF.

Resources: ePRF cheat sheet, ePRF workflow, ePRF priority deadlines.

2

Maintain GE search records according to the UO retention schedule and FERPA rules.

3

For new GEs, meet with the individual to complete hiring paperwork (for US citizens or international GEs) to send to Payroll.

Required forms include Form I‑9 (eligibility verification), W‑4 (tax withholding), direct deposit enrollment, emergency contact information, and a government‑issued ID for I‑9 and Flock Card issuance. If a GE is not a US citizen, additional forms are needed: refer to ISSS, email ischolar@uoregon.edu, or call 541-346-3206.

1

Send welcome email to GE with details for first day/week of work and work location (or confirm supervisor has done so).

2

Review the policies of your unit's GDRS with the GE (or confirm the supervisor has done so).

3

Communicate unit and DGS onboarding and orientation meetings.

4

Coordinate access to systems.

Systems: accounts, Teams phone, Canvas, email role accounts, file shares, building access cards, keys, software logins, workstation, and network devices. 

5

Set up the workspace and order supplies/equipment (or confirm supervisor has done so).

Supplies: furniture, equipment, computer, business cards, office door nameplate, mailbox, copier code, and uniforms/PPE .