Onboarding As A New Graduate Employee
Support For Graduate Employees
[For International Graduate Employees, please see this page]
This page is designed to support new Graduate Employees (GEs) as they begin their roles at the University of Oregon. Whether you're teaching, conducting research, or supporting a unit/department in another capacity, this portal brings together key steps, resources, and timelines to help you navigate your onboarding process with confidence. While your hiring unit oversees many aspects of your appointment, the Division of Graduate Studies provides overall guidance to ensure your experience aligns with university policies and collective bargaining agreements.
Below is a list of key activities to complete before you arrive, and during your first weeks at the University of Oregon.
*For the best viewing experience, please access this on a full-size desktop or laptop monitor.
☐ Pre-Arrival
- ☐ Confirm arrival details with supervisor (Service Portal I-9 link: https://service.uoregon.edu/TDClient/2030/Portal/KB/ArticleDet?ID=33250)
- ☐ Complete (I-9 form)—bring originals on first day (I-9 instructions: PDF)
☐ First Day
- ☐ Complete/bring new hire forms:
- Form W-4
- I-9 Section 1 & document verification
- ☐ Claim your Duck ID (Service Portal help: https://service.uoregon.edu/TDClient/2030/Portal/KB/ArticleDet?ID=33250)
- ☐ Obtain PAC and reset it in DuckWeb (https://duckweb.uoregon.edu)
- ☐ Set up direct deposit via DuckWeb or paper form (http://duckweb.uoregon.edu/)
- ☐ Sign up for paperless paystubs (Business Affairs link: https://ba.uoregon.edu/content/paycheck-delivery-paperless-option)
- ☐ Add emergency contact(s) and sign up for UO Alert (Log into: duckweb.uoregon.edu, click on "Personal Information", click on "Enter/Update Emergency Alert Phone(s)"
- ☐ Get UO ID card at EMU Card Office and bring photo ID & 95# for proof of identity (https://emu.uoregon.edu/card 541-346-3113)
- ☐ Arrange workspace access (keys, door codes) with supervisor
- ☐ Set up voicemail (Instructions: https://it.uoregon.edu/voicemail)
- ☐ Review Benefits information **Please note that enrollment in benefits coverage is not automatic!** ( https://hr.uoregon.edu/new-employee-benefits-resource-center , https://gtff3544.net/health-care/summary-of-benefits/, hrbenefits@uoregon.edu
- ☐ After enrolling in health insurance, upload your insurance card (https://health.uoregon.edu/myuohealth)
- ☐ Review Leave notices: (PDF 1: https://www.dol.gov/whd/regs/compliance/posters/fmlaen.pdf , PDF 2: https://www.oregon.gov/boli/TA/docs/oflaposter2016englishlarge.pdf , (Spanish PDF 2: https://www.oregon.gov/boli/TA/docs/oflaposter2016spanishlarge.pdf)
- ☐ Obtain parking permit (optional; http://parking.uoregon.edu/)
☐ First 30 Days
- ☐ Complete all onboarding and payroll forms are complete (I-9, W-4, direct deposit)
- ☐ Attend the graduate employee orientation session (https://graduatestudies.uoregon.edu/new-students-orientations/orientati…)
- ☐ Complete health benefits forms 30 days from hire (see links above)
- ☐ Familiarize with campus systems (DuckWeb, email, intranet)
- ☐ Complete mandatory harassment prevention training (https://www.hr.uoregon.edu/workplace-harassment-discrimination-preventi…)
- ☐ Complete UO Cybersecurity training (https://service.uoregon.edu/TDClient/2030/Portal/KB/ArticleDet?ID=140418)
- ☐ Complete mandatory harassment prevention training (https://www.hr.uoregon.edu/workplace-harassment-discrimination-preventi…)
To view a printable checklist of all tasks, click here.
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.
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Revised August 25th, 2025