1

Review UO-GTFF CBA (Article 17 Appointment and Reappointment) and appointment procedures defined in your hiring unit's GDRS before announcing/selecting the position

The GTFF Union CBA and your hiring unit's General Duties and Responsibilities Statement (GDRS) articulate specific requirements for the GE appointment process

2

Submit and post a GE position if seeking candidates outside hiring unit

3

Address employment sponsorship for international GEs and start visa process (*International GE hires only)

Please refer to ISSS , or email ischolar@uoregon.edu / call 541-346-3206

4

Send informal offer notice and have GE accept

5

Complete hiring and onboarding in accordance with your unit's approved GDRS .

6

Verify the GE is registered with a full-time course load

1

File ePRF

Cheat sheet (PDF), ePRF workflow (PPT PDF)

2

Maintain GE search records per retention schedule and FERPA rules.

3

Confirm Notice of Appointment

This is done by having the GE click a link within an email

4

Forward approved ePRF to payroll for final Banner entry.

5

Send/collect hiring paperwork for US citizen or International GE, in order to meet payroll deadlines

Required forms include Form I‑9 (eligibility verification), W‑4 (tax withholding), direct deposit enrollment, emergency contact info, and provision of a government‑issued ID for I‑9 and UO ID card issuance. Additional forms are needed if a GE is a non-US citizen refer to ISSS , email ischolar@uoregon.edu or call 541-346-3206.

6

Adhere to specific ePRF priority deadlines for summer/fall/winter/spring

7

Verify that GE is registered for a minimum of 9 credits

1

Send (or confirm supervisor has sent) welcome email to GE with first day of work, location, etc.

2

Arrange  work accommodations for GEs  (or confirm supervisor has)

Discuss official GE work accommodations approved by the Office of Equal Opportunity and Access. 

3

Confirm health/enrollment requirements 

4

Confirm work location, hours, etc. 

6

Encourage GE to promptly complete mandatory training: Title IX: non-discrimination/harassment/retaliation: direct link , via MyTrack

7

Communicate unit and DGS onboarding & orientation meetings 

8

Coordinate access to systems

Accounts, Teams phone, Canva, email role accounts, file shares, building access cards, keys, software logins, workstation, network devices

9

Set up workspace and order supplies/equipment

Furniture, equipment, computer, business cards, office door nameplate, mailbox, copier code