1.

Position is posted

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.

GE Hiring Process ; Process for GE Job Listing (WRIKE link)

2.

Informal offer letter generation

An informal offer letter/email will be sent to the final candidate.  Optimally 60-90 days prior to employment, but timing varies widely by unit, position, season, and if it a reappointment vs. a new appointment.

3.

Student accepts (or declines) informal offer from unit

Contact person for hiring unit will make an informal offer to the candidate. When student accepts informal offer from unit, then the ePRF (electronic Payroll Request Form) is filed.

GE Hiring Process

4.

*Starting visa process & contact with ISSS 

The International Student and Scholar Services (ISSS) will reach out to the newly admitted GE to initiate the visa process and related tasks. 

On-Campus Employment (ISSS)

5.

Student accepts position

Upon student acceptance, the hiring unit will initiate hiring finalization (ePRF creation, notice of appointment, etc.) 

1. 

ePRF is filed by hiring unit

Upon student acceptance, the hiring unit SUBMITTER submits the ePRF (electronic payroll request form) via the DuckDocs GE workflow system to the hiring unit APPROVER. ePRF is reviewed and approved, then forwarded to the Division of Graduate Studies (DGS). Hiring unit is responsible for communicating workload and assignments to the new GE.

See Step 2 of GE Hiring Process for detailed instructions.  Workflow of ePRF process.

2.

Notice of appointment

GE will get an email notification that they have a Notice of Appointment (generated by DGS), which they need to review and accept by clicking on an email link.

3.

Hiring paperwork

The hiring unit will meet with the student or send the hiring paperwork bundle, and confirm its completion to ensure timely payroll processing. The new GE appointment will not be set up until all new hire paperwork is completed

For US GE Instructions, 

• See step 2 "Submit Hire Packet..."
• GE Hire Packet

International GE Hiring Instructions  

•  International GE Hire Packet

4

Coordinate access to systems

Hiring unit and supervisor coordinates GE's access to necessary systems (logins, email, access cards, etc.)

GE access to systems checklist

5

Set up workspace

Prepare office space and furniture; label mailbox; name plate, name badge, confirm name is correct in systems, business cards as needed. 

6.

Order supplies and equipment

Request basic office supplies, computer, VOIP phone, and any necessary tech equipment.

7.

Prepare access to systems

Prepare employee access to necessary systems: email, library, access cards, keys, phone/radio, computer, schedule ergonomic assessment,  website logins (duckID and PAC), file shares, software platforms and apps, provide meeting and event calendars, update staff directories, etc.

[Checklists Link]

1.

Send welcome email     

Send welcome email with first-day info (schedule/ location/ what to bring)

2.

Confirm work location, hours and other details 

Connect with supervisor to confirm: first-week itinerary, schedule, work location, team introductinos/contact lists, UKG/pay roll, safety protocols, parking, reconfirm emergency contact #'s, review of telework and remote access, scent-free or accessibility practices (if applicable), mission/ values/ diversity resources, etc. 

3.

Disability Accommodations

Communicate that GE's may request workplace disability accommodations by submitting a request .

Disability accommodations form (UO HR)

4.

Health/Enrollment requirements

Communicate Health & Enrollment Requirements per UO Health Center (i.e. myUOHEALTH, confirm health insurance, immunization, student health benefits plan). GE needs to complete within first 7 days of hire.

UO Health Link

1.

Confirm work location, hours and other details

Communicate first-week itinerary, schedule, work location, team introductions, contact lists, UKG/pay roll, safety protocols, parking, reconfirm emergency contact #'s, review of telework and remote access, scent-free or accessibility practices (if applicable) as well as mission/ values/ diversity resources, etc.

UKG (timeclock),  Parking, CHECKLIST LINK. For other details, consult your unit.

2.

Complete compliance training

Communicate immediacy of compliance training to GE: FERPA training module, Title ix (harassment, discrimination, retaliation)

FERPA training ; direct link to Title ix training  or via a GE's Mytrack account
Reporting a harassment, discrimination, or retaliation incident.
Information for survivors.

3.

Training Opportunities

Schedule training or preparatory meetings with supervisor. For GE's who instruct, communicate teacher training resources.

TEP (teaching engagement program), individual teacher training & consultation. For other training details, consult your unit.

4.

Communicate Onboarding Orientation Meetings

Have GE participate in unit or department-specific Onboarding/Orientation Events.

Division of Graduate Studies GE orientation events. For GE's specific unit, see their event calendar for details.

5.

Workers rights resources

Communicate GTFF union (Graduate Teaching Fellows Federation) orientation meetings and direct them to review the CBA (Collective Bargaining Agreement) which details their workers rights.

Graduate Teaching Fellows Federation , CBA updates

6.

Workload Allocation

Discuss workload allocation with GEs.

Workload allocation template form (bottom of page).