1

Position is posted

GE positions open to all graduate students 
(e.g., Institutional Priority, 
non-major eligible, open pool) 
must be posted on the DGS website.

Start 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 is 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.

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 
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/or supervisor prepares 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

Disability accommodations

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

Disability accommodations form (UO HR)

3

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

4

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 and more.

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

5

Complete compliance trainings

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.

6

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.

7

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.

8

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

9

Workload allocation

Discuss workload allocation with GEs.

Workload allocation template form (bottom of page).