Graduate Assistant (GA) Hire Process

Tags hiring hcm GA

This guide will cover:

  • Creating a requisition for graduate assistants.
  • Progressing the GA hires through the offer process.

Graduate Assistant Hires submitted for the Fall and/or Academic year must follow the appropriate process:

  • Graduate Assistant hires must have a firm start date, designated by Graduate Education.
  • Only NEW Graduate Assistant hires must be submitted through HCM Recruiting to process the hire. 
  • Please attach a completed Graduate Assistant Funding and Tuition and Fees Designation Form to each hire being completed. Requisitions will not be approved until a fully signed funding form is attached to the requisition.


Note: Below is the information you need to create a job requisition. Requisitions cannot be edited once they have been saved, so it is recommended to gather this information beforehand. You will need the following information in order to create a requisition:

  • Supervisor of the position
  • Search committee members who will assist in the interview or search process

Requisitions cannot be edited once they have been saved. If you do not have this information gathered before starting the requisition, you will have to start the process over. 


Step One:

Create the Job Requisition

  • Sign into WyoCloud from WyoWeb. 
  • From the Home page, navigate to My Team, then click the Hiring icon.

  • From the Job Requisitions page, click Add in the upper right corner to create a requisition.

  • Step 1- How
    • The only field you will complete in this step is the Position field. Requisition Type, Use, and Business Unit will auto-populate.
    • Using your position number, select a position from the Position drop-down list of values.  It is best to type in the specific position number, but you can also search by title or department.
      • For Graduate Assistant positions, the position number begins with 5 followed by the type of Graduate Assistant (GTA, GRA, GAA), followed by the five-digit department code, followed by the Workers Comp code. 
        • For example: Graduate Research Assistant in a chemistry lab = 52210403
      • Graduate Assistant Types:
        • 1=Graduate Teaching Assistant (GTA)
        • 2=Graduate Research Assistant (GRA)
        • 3=Graduate Administrative Assistant (GAA)
      • Workers Comp Codes:
        • 1=Clerical
        • 2=Professional
        • 3=Professional w/ lab
        • 4=Non-professional
  • Once you have identified the correct position, highlight the position details and click Continue.

  • Note: An information box will appear to confirm values that correspond to the correct Position Template have been updated. 
  • Click Continue to proceed.

  • Step 2 Basic Info
    •  Verify the Requisition Title defaulted correctly based on the position you previously selected. 
      • You may add a dash (-) with additional information on the requisition title. 
        • Example:  Graduate Administrative Assistant - Chemistry, etc.
    • Number of Openings this will auto populate to Limited and 1.
    • Click Continue to proceed.

  • Step 3 Hiring Team
    • Hiring Manager = Supervisor.  Please note the Hiring Manager field will auto populate to whomever is completing the requisition, but needs to reflect the supervisor of the position.  Be sure to update as necessary.

  • Please note:  If the Hiring Manager field is updated, you will receive the following Warning.
  • Please select No.  By selecting Yes, the department associated with the position number will be changed to match the Hiring Manager’s information, which is not desired at this time. 

  • After you have identified the correct Hiring Manager, you will identify the Recruiter you will be working with throughout the hiring process. Your recruiter will be the first person listed in the drop-down.

  • There are several Collaborator types; select the appropriate type from the drop-down values and enter their name in the field that appears. Below is a list of all Collaborator types and a brief description:

  • Collaborator:  Member of the team that may need to have access to the requisition, but is not on the search committee.
  • Hiring Manager Assistant:  Individual designated by hiring manager to assist with the system administrative tasks associated with the search process. 
    • Please note:  If you did change the Hiring Manager field, you will need to add yourself as a Hiring Manager Assistant.
  • Recruiter Assistant:  For all Graduate Assistant requisitions, please add Michele Peck from Graduate Education.
  • Decentralized Human Resources (DHR) Representative: DHR for hiring area that may need to view the requisition or have the ability to track the requisition’s progress.
  • Search Chair: Member managing the search, if different from the Hiring Manager.
  • Search Committee: Member of the search committee, or participant that will be reviewing applications, part of the interviews or a deciding member of the team.
  • Workflow Approver:  A team member that is not within manager hierarchy that may be required to review/approve the requisition and/or offer during the process. Note:  This will be reviewed and populated by the Recruiter.

To add additional collaborators, repeat the previous step to add a different type or click the blue hyperlink under the collaborator you just added for more of the same.

  • Click Continue to proceed.

  • Step 4 Requisition Structure
    • Recruiting Type will auto populate based on the position you selected in Step 1.  Verify the information is correct.
    • Primary Location will default to the United States; no action required.
      • Please note:  Jobs not located on the main campus in Laramie will need to have language in the Posting Description (Step 6) identifying where the job will be located.
    • Click Continue to proceed.

  • Step 5 Details

Add the following information:

  • Direct Hire/Exception to Posting Name:  Type the name of the individual being hired. Candidates for GA positions should have been previously identified by the department and/or the Graduate Education program.
  • Period of Hire: Indicate the appropriate period of hire.  Note: only one may be selected.
  • Stipend Funding Category:
  • GA FTE:
  • % of job as GTA:
  • % of job as GRA:
  • %of job as GAA:
  • Pay Basis:  Non-Benefited Monthly Rate
  • Pay Basis Amount: Graduate Assistant Total Stipend 
  • Funding Information:  Enter the funding string designated for this position.  Information entered here is for approval reference only. Official costing is done via the HCM Funding Form.
  • Click Continue to proceed.

  • Step 6 Posting Description
    • Internal Posting Description – Enter custom internal posting description.
    • Confirm the “Same Description for Internal and External” box is checked as this eliminates the need to populate both an internal and external job description.
      • Note: Job Descriptions for GA positions are automatically populated and should not be edited.
    • Click Continue to proceed.

  • Step 7 Offer Info
    • Both Department and Primary Work Location will auto populate based on organizational information.  Verify the information is correct.
    • Click Continue to proceed.

  • Step 8 Attachments
    • Please attach any applicable documentation. 
      • Examples include:
        • Funding Form (required for GA requisitions)
        • Direct Hire Supporting Documentation
        • Direct Hire Candidate Resume
    • Click Continue to proceed.


  • Step 9 Questionnaires
    • This block auto populates the required Internal and External Prescreening Questionnaires.
    • Click the drop-down in the box under Add Question to add additional Internal or External Prescreening Questions from the pre-approved library. 
      • You can start typing a keyword to find associated library questions to select from. 
        • If you add a question to the Internal section, you will need to add the same question to the External section as well.
    • Disregard the Interview Questionnaire section.


Step Two: 

Save the Job Requisition

  • You can review the information at any step by clicking the Edit button.

Important:  Once you click Save and Close, you will not be able to edit your requisition, so be sure all the information is accurate before clicking Save and Close

To submit the job requisition to HR for review and approval, click Save and Close at the top of the page.

  • Once saved, your Recruiter will review and route for approvals.

You have completed the steps to Creating a Graduate Assistant Job Requisition.


This concludes the first segment of the Graduate Assistant hire process. Next the Recruiter will send the Hiring Manager a direct link to the posting with instructions to provide that link to the candidate via email. The candidate MUST use this link to apply for the position prior to the hire being completed.


Step Three: 

Candidate Application and Academic Affairs Review


Please note:  The Graduate Assistant candidate must apply to the job posting using the link provided by the HR Recruiter prior to this step being completed. 

  • Once the candidate applies, they will automatically be moved into GA New, GA Eligibility to Be Verified Phase/State to run the Banner Integration (which verifies the candidate’s W# and student status).
  • After the Banner integration has successfully run, the applicant will then be progressed to Academic Affairs Review, Under Review-Academic Affairs Phase/State. At this step, candidates will be reviewed by Graduate Education to verify eligibility and graduate enrollment.
  • The hiring manager/assistant will only see candidates after these two steps are completed.
  • To locate the application, go to the Job Requisitions page. 
    • This displays all requisitions you currently have access to.  
  • Click on the Applications hyperlink to the right of the requisition job title. 

  • Click on Applicant’s name to review their application. 

  • Applicant details are provided in the application blocks down the middle of the page. Expand each section by clicking on the expand/collapse arrow. Additional application information can be viewed by using the navigation on the left.  

  • Please note the Questions tab includes answers to the required UW application questions such as veteran status and conviction-related information. 
    • NOTE: Applicants cannot be screened out based on the answers to these questions. If you have questions/concerns, contact your Recruiter (307-766-2377). 


Step Four: 

Creating the Offer and Finalizing the Hire

  • After the applicant has passed the Academic Affairs Review, the will automatically be progressed into Offer, To be Created Phase/State.

  • The Hiring Manager/Assistant may now create the written offer by clicking the Actions button in the top right corner and selecting Create Job Offer. 

  • Complete all required fields as noted by the blue asterisk *and any other fields as applied to your hire type.

Many of the offer fields auto populate based upon what is present on the position within HCM.  This means they may need updated for the specifics of this particular position.  Pay close attention to ensure everything is accurate, especially working hours.

  • 1. When and Why
    • Start Date:  Start dates for GAs are set by Graduate Affairs unless the GA is starting mid-semester.
      • Start dates must be a future date. Candidates cannot begin working prior to the start date.
    • Legal Employer: Auto populates and should not be changed.
    • Worker Type: Always select Employee.
    • Action:
      • For a new external hire, select Add Pending Worker
      • For a rehire, select Add Pending Work Relationship
      • For a current employee, select Add Assignment
    • Click Continue.
  • 2. Assignment Info
    • Department: Auto populates, make sure this is the correct department the candidate will be working in.
    • Working At Home: Choose Yes or No, as applicable
    • Working Hours: This will default to 20 hours, please adjust as necessary.
    • Working as Manager: Choose Yes or No, as applicable.
    • Worker’s Comp Code:  This will be the last digit listed in the position number.
      • WC1 = Clerical Rate (employee is working in an office environment, low danger category)
      • WC2 = Professional without Lab (employee is working in a professional position)
      • WC3 = Professional with Lab (employee is working in a professional position in a laboratory)
      • WC4 = Non-Professional (employee is working in a non-office, high danger category)
    • Select the appropriate check boxes as applicable for Pandemic 100% work remote and Can self-isolate on campus.
    • Click Continue.
  • 3. Offer Team
    • This information pulls over from the requisition. Ensure the Hiring Manager is correct and any other collaborator types are included as needed.
    • Click Continue.
  • 4. Salary
    • Salary Basis: Monthly Salary Basis
    • Salary Amount: Enter the monthly rate.
    • Click Continue.
  • 5. Other Compensation
    • In most non-benefited hires, this field does not apply, please leave it blank.
    • Click Continue.
  • 6: Attachments
    • Include any other documents as needed. Be sure to add them under the appropriate section. Candidate-facing Documents should only be used for attachments that will become part of the employee’s official employee record.
    • Click Continue.
  • 7. Additional Info
    • If a field does not apply, please leave it blank.
    • Click Continue.
  • 8. Offer Letter
    • Use the drop-down to select the Graduate Assistant template. If you do not see the correct letter, click Search.
    • Without typing anything, click Search again.
    • You can now see all Offer Letter options. Select the appropriate letter, this will be confirmed by your Recruiter.
    • You can review all blocks of the offer by clicking Edit.
  • Once you are confident you have provided all needed information, click Save and Close (not Submit).

Do not click Submit. Click Save and Close to draft this offer for the Recruiter to review and complete. Once the Recruiter has completed the offer information, the offer will be routed for approvals. Do not attempt to edit the offer once it has been Saved and Closed. If a change needs to be made, reach out to your Recruiter.

  • Once the Recruiter has reviewed and completed the offer, they will submit it for approvals through workflow. Approvers will receive an email notifying them of an approval pending or can view this in the Bell Icon.
    • After the offer has been approved by the appropriate individuals, the Recruiter will extend the offer to the candidate electronically.
  • After the Recruiter has verified that the candidate meets the conditions for employment (background check, MVR, etc), they will submit the hire for processing.

This completes the Graduate Assistant Hire Process.

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Article ID: 129603
Sat 3/6/21 9:41 PM
Mon 7/19/21 1:21 PM