Use this checklist to guide the hiring and onboarding process for Graduate Employees (GEs).
☐ Begin a Hire
- ☐ Review UO-GTFF CBA (Article 17 Appointment and Reappointment) and your hiring unit's GDRS before announcing/selecting the position
- ☐ Submit GE position for posting on the DGS website (if non-academic unit, administrative unit, or hiring outside of your department)
- ☐ Review applications with search committee and check references
- ☐ Send informal offer and have GE accept
☐ Finalize a Hire
- ☐ Submit ePRF (note priority deadlines)
- ☐ Maintain GE search records per retention schedule and FERPA rules
- ☐ Meet with new GE to complete hiring paperwork (US citizen or International)
- ☐ Form I-9 (eligibility verification)
- ☐ W-4 (tax withholding)
- ☐ Direct deposit enrollment
- ☐ Emergency contact info
- ☐ Government-issued ID for I-9 and UO ID card issuance
- ☐ Additional forms for non-US citizens (via ISSS)
☐ Onboard a GE
- ☐ Send welcome email with details for first day/week of work & work location (or confirm supervisor has done so)
- ☐ Review policies of your unit's GDRS with GE (or confirm supervisor has done so)
- ☐ Communicate unit and DGS onboarding & orientation meetings
- ☐ Coordinate access to systems
- ☐ Accounts
- ☐ Teams phone
- ☐ Canva
- ☐ Email role accounts
- ☐ File shares
- ☐ Building access cards / keys
- ☐ Software logins
- ☐ Workstation / network devices
- ☐ Other:
- ☐ Set up workspace and order supplies/equipment (or confirm supervisor has done so)
- ☐ Furniture
- ☐ Equipment / computer
- ☐ Business cards
- ☐ Office door nameplate
- ☐ Mailbox
- ☐ Copier code
- ☐ Uniforms / PPE
- ☐ Other:
Revised 9/3/2025