Starting as a New Graduate Employee
[For International Graduate Employees, also please see this page]
Whether you're teaching, conducting research, or supporting a unit/department in another capacity, this page brings together key steps, resources, and timelines to help you start your GE position 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. Learn more about key activities to complete before you arrive, and during your first weeks at the University of Oregon.
# | TASK | Details |
|---|---|---|
1 | Confirm your arrival and first day of work details with supervisor |
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2 | Complete hiring packet forms (I-9, W4, etc.) | For US GE Instructions, see GE Hire Packet. For international GE Instructions, see International GE Hire Packet |
3 | Register for a minimum of 9 credits | See Credit Limits and Full-Time Course Load policy |
# | TAsk | Details |
|---|---|---|
1 | Meet with supervisor, submit completed new hire forms, and confirm major tasks/ workload |
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2 | Claim your Duck ID, obtain PAC and reset it in DuckWeb , and set-up DUO |
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3 | Confirm completion of all onboarding, payroll forms, & set up direct deposit via DuckWeb | 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. |
4 | Add emergency contacts and sign up for UO Alerts | Log into: duckweb.uoregon.edu, click on "Personal Information", click on "Enter/Update Emergency Alert Phone(s)" |
5 | Arrange meeting time with supervisor to learn about job and gain workspace access (e.g., keys, door codes) |
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6 | Request disability accommodations | The Office of Equal Opportunity and Access/Workplace ADA can assist. |
7 | Sign up for health insurance (**Enrollment in benefits coverage is not automatic! |
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8 | Sign up for parking | Review transportation and parking options |
9 | Confirm, schedule and attend a Graduate Employee orientation session |
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# | TAsk | details |
|---|---|---|
1 | Review GE work absences and leave notice policies |
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2 | Review campus digital systems | Review internal site, DuckWeb, email, intranet, UKG (timeclock), IT Phone help and creating an IT request . |
3 | Complete mandatory trainings | FERPA training: Title ix training , or via a Mytrack account, and UO Cybersecurity training |
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
- 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, visit our FAQ page or email us at graduatestudies@uoregon.edu.
Revised August 25th, 2025