Supervising Graduate Employees
GE supervisors provide important onboarding and professional development experiences for GEs. This page brings together essential resources, timelines, and tools to help supervisors support GEs and ensure compliance with university and contract policies. Excellent supervision is important for promoting graduate students’ professional development and academic success. Thank you for serving in this role.
Note: Some of these tasks are shared between the hiring unit and the supervisor. For the following tasks, connect with the hiring unit of this GE.
# | TASK | DETAILS |
|---|---|---|
1 | If you haven't already, complete your GE supervisor trainings in MyTrack. | Trainings include Emerging Supervisors Training Series and/or MyTrack Supervisors Guide. |
2 | Coordinate the access to systems. | Systems: accounts, Teams phone, Canvas, email role accounts, file shares, building access cards, keys, software logins, workstation, and network devices. |
3 | Set up workspace and order supplies/equipment (or confirm hiring unit has done so). | Supplies: furniture, equipment, computer, business cards, office door nameplate, mailbox, copier code, and uniforms/PPE. |
4 | Send (or confirm hiring unit has sent) a welcome email to the GE with details for first day/week of work, work location, etc. |
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5 | Arrange an initial meeting with the GE and provide orientation, first-week schedule, etc. |
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# | TASK | DETAILS |
|---|---|---|
1 | Review the policies of your unit's GDRS with the GE. | General Duties and Responsibilities Statements (GDRS) describe GE work expectations and conditions. |
2 | Review the work schedule and expectations with the GE. | If you're using a workload allocation form, here is an optional template: Workload Allocation Form. |
3 | Review the sick leave / absences policies with the GE. |
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4 | Review dress code/PPE use and safety/emergency protocols with the GE. |
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5 | Encourage them to review the GE insurance plans. |
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6 | Orient the GE to accessibility and work accommodations resources. |
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7 | Encourage and provide time for the GE to promptly complete their mandatory trainings. | 1. Title IX: Non-discrimination, Harassment and Retaliation 2. Graduate Employment at the UO: An Overview of Policies, Procedures, and Guidelines for GEs |
# | TASK | DETAILS |
|---|---|---|
1 | Review with the GE progress on trainings and provide future training opportunities. |
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2 | Get feedback on how supervision is going for the GE. |
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3 | Monitor performance and conduct of the GE. | Resources: GE Expectations, Performance Management, and Discipline) |
Other Useful Links:
- Absences and Leave Policies for GEs
- Academic Grievance Process
- GE Health Benefits Through GTFF
- Complete Withdrawal Information for GEs
- English Language Policy for Non-Native English-Speaking GEs
- Full-Time Equivalent - GE Workload/Hours
- GE Appointment Costs & Charging Guidance
- GEs Assisting Instructor-of-Record GEs
- GEs Assigned to Graduate-Level Courses
- GE vs. Student Hourly Employee
- GE Levels
- GE Performance Management and Discipline
- GE Personnel Files
- GE-Related Grievances
- GE Resignations and Terminations
- GE Resources
- Graduate Employment Verification and References
- Hiring Options for Term Before Admission
- Salary and Benefits for GEs
- Satisfactory Progress/Academic Standing
- SEVIS Fee and Visa Fee Reimbursement for GEs
- Summer Exceptions to the .49 FTE Limit
- Summer GE Appointments
- Summer Tuition Waiver
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.
Revised 9/10/2025