This guide details steps using HCM Recruiting Cloud Access.
If you do not see the steps detailed within this guide, your HCM Recruiting Cloud Access Training is most likely incomplete. If you are a member of a Search Committee, please contact hr@uwyo.edu to have the training assigned.
The steps in this guide apply when a department begins a Graduate Assistant (GA) direct hire by creating a job requisition in the Oracle Recruiting Center (ORC).
Please see the GA Hire Checklist/Guidelines for thorough procedural instructions.
Please do not use this guide for Temporary Lecturer positions. Quick Reference Guides (QRGs) for Temporary Lecturer hires are in the WyoCloud HCM Oracle Recruiting category.
Official payroll costing information is completed via the Graduate Assistant Funding and Tuition and Fees Designation Form signed by Cost Center Approver and included in the Attachments section.
The School of Graduate Education decides the start dates for all Graduate Assistants (GAs).
If you have any job requisition questions, please contact HR Recruiting at recruit@uwyo.edu.
If you have any Graduate Assistant (GA) questions, please contact the School of Graduate Education at GradEd@uwyo.edu.
Position Number/Code - Contact area DHR or Business Manager if unknown.
Name of the Hiring Manager - position supervisor
Name of all Search Committee Members and Collaborator Type - Michele Peck must be included as a Recruiter Assistant in GA Hiring Teams.
Job Details
Legal First and Last Name of Candidate, plus non-UW email address
Funding String - Graduate Assistant Funding and Tuition and Fees Designation Form
Before starting the Graduate Assistant (GA) Job Requisition, you must have all the essential information accessible. Please note that you cannot edit a job requisition once it has been saved within the Oracle Recruiting Center (ORC).
Requisition Type
Standard
Use
Position
Business Unit
UWYO
Enter the position number/code using the formula below. The system will search for the position as you type within the field. Click on the correct position code from the search results using the available drop-down menu.
There are three different types of Graduate Assistants:
Graduate Teaching Assistant (GT)
Graduate Research Assistant (GR)
Graduate Administrative Assistant (GA)
Enter the 2-letter prefix (GT, GR, or GA) + 5-digit Department Code
Example: GA15001 = Graduate Administrative Assistant for the College of Education Deans Office
For assistance, please use the Determining Non-Benefited Position Numbers webpage.
Department Codes are found on the Chart of Accounts: Organization webpage.
Do not click on Save and Close in the upper right-hand corner. Once saved, you cannot edit a job requisition in the Oracle Recruiting Center (ORC).
Requisition Title
The field will default based on earlier selections. Please confirm the Requisition Title (position name) is correct.
Example: Graduate Administrative Asst
For clarity, HR Recruiting recommends that you include the department’s name after the position.
Example: Graduate Administrative Asst - Chemistry
(Position Name) - (Department Name)
Number of Openings
Limited, and 1.
Hiring Manager
The field will default to the person completing the job requisition. Please ensure the Hiring Manager listed is the supervisor of the new position.
Recruiter
ORC Admin Contingent Worker
Add Collaborator Type
Use the drop-down arrow to select the appropriate Collaborator Type for each Search Committee Member from the available menu.
Start by typing the name of the Search Committee Member in the right box. The system will search for the person as you type within the box. Click on the correct name from the search results using the available drop-down menu.
Please use the Search Collaborator Types guide for descriptions.
Michele Peck must be included as a Recruiter Assistant in GA Hiring Teams.
Please complete the Add Collaborator Type steps for each Search Committee Member. For expediency, click on the blue hyperlink under a collaborator to duplicate the role.
All Search Committee Members will need HCM Recruiting Cloud Access.
If a Search Committee Member does not see the steps detailed within this guide, their HCM Recruiting Cloud Access Training is most likely incomplete. Please contact hr@uwyo.edu to have the training assigned.
If the Hiring Manager field is updated to the correct position supervisor, a Warning pop-up window will appear. Click on No.
Recruiting Type
Graduate Assistant
Organization
University of Wyoming
Primary Location
The field will default to the United States. Please update the Primary Location to the city/town where the new position will be located.
Example: Laramie
Direct Hire/Exception to Posting Name and Email
Enter the legal first and last name, plus a non-UW email address of the candidate.
Period of Hire
Use the drop-down arrow to select the appropriate option below from the available menu.
Academic Year
Fall Semester
Spring Semester
Summer Semester
J-Term
Stipend Funding Category
GE Base Allocation
GE URDM
GE WGE
GE LIFE
GE Special Allocation
Departmental/Other
GA FTE
50% = 20 Hours/Weekly
37.5% = 15 Hours/Weekly
25% = 10 Hours/Weekly
% of job as GTA
0 - 100%
% of job as GRA
% of job as GAA
Pay Basis
Graduate Assistant Total Stipend
Pay Basis Amount
Enter the total budgeted salary for the Graduate Assistant (GA) for the entire hire period.
Funding Information
Enter the designated funding string for the new position.
Short Description for Internal Candidates
N/A
Description for Internal Candidates
A Graduate Assistant (GA) description template will automatically populate within the field. Do not change or add any content.
Same Posting Description for Internal and External Candidates
Ensure the box is checked.
Legal Employer
Department
The field will default based on earlier selections. Please confirm the Department is correct.
Primary Work Location
The field will default based on earlier selections. Please confirm the Primary Work Location is correct.
Grade
70 Graduate Assistant
An organizational template will automatically populate in the Questionnaires section.
Do not change or add any content to the Internal and/or External Prescreening Questionnaires.
After HR Recruiting has reviewed the Graduate Assistant (GA) Job Requisition, the automatic procedures listed below are initiated to begin the Graduate Assistant (GA) direct hire.
HR Recruiting starts the WyoCloud HCM approval workflow process.
The School of Graduate Education receives an email notification, which alerts them of the pending approval transaction in their WyoCloud HCM Worklist.
If approved, HR Recruiting will send an exclusive application link to the intended candidate, Hiring Manager, and Hiring Manager Assistant.
The candidate must click on the link and complete the job application for the direct hire to continue.
For expediency, the candidate can omit the application upload requirements (cover letter, CV/resume, and references).
This completes the steps to begin a Graduate Assistant (GA) direct hire by creating a job requisition in the Oracle Recruiting Center (ORC).