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, Spring, Summer 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 can be submitted through HCM Recruiting to process the hire.   

  • Please attach a completed Graduate Assistant Funding and Tuition and Fees Designation Form to each requisition. Requisitions will not be approved by your recruiter until a funding form signed by the Cost Center Approver is attached to the requisition. 

 

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.   

Below is the information you need to create a job requisition. It is recommended to gather this information beforehand. You will need the following information in order to create a requisition:  

  1. Position Number - If you do not know the position number, refer to the Determining Non-Benefited Position Numbers in the Hiring Toolkit or contact your area Accountant/DHR. 

  1. Supervisor  

  1. Collaborators - who will need to be able to view the requisition/hire. 

  1. Direct Hire Name/Email Address – name and current email address of the Graduate Assistant. NOTE: International Graduate Assistants must be in the US to be hired via the HCM Recruiting Process. 

  1. Total Graduate Assistant Stipend and Funding Form 

Step One: Draft the Requisition 

Sign into WyoCloud: Financial Management & HCM 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.

  • Begin Creating the Requisition by completing the required fields in the form:

Step 1- How

  • In the *Use field, select “Position”, then you will complete the *Position field by entering the position number.  
    • For Graduate Assistant positions, the position number always begins with five (5), followed by the number corresponding to the type of Graduate Assistant (GTA, GRA, GAA), followed by the five-digit department code, followed by the number corresponding to the Workers Comp code.   
      • 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 

      • EXAMPLE: Graduate Research Assistant in a chemistry lab = 52210403 

  • Once you have identified the correct position, click the name of the position in the drop down 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 populated correctly based on the position you previously selected.  

    • You may add a dash (-) with additional information on the requisition title.   

      • Example:  Graduate Administrative Assistant – Jane Doe or Graduate Administrative Assistant – Chemistry, etc. 

    • *Number of Openings this will auto populate to Limited and 1. This should not be changed. 

    • Click Continue to proceed. 

Step 3 - Hiring Team

  • *Hiring Manager = Supervisor.   

  • NOTE: the Hiring Manager field will auto populate to whomever is completing the requisition but must reflect the supervisor of the position.  Be sure to update as necessary. 

  • 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.   

  • NOTE:  If you did change the Hiring Manager field, you will need to add yourself as a Hiring Manager Assistant. 

  • Recruiter Assistant:  Add Michele Peck and Adrianna (Chickie) Washington 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. 

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 United States; update to the city the position will work in. 

  • Click Continue to proceed.  

 

Step 5 - Details

  • Complete the following information:
    • Direct Hire/Exception to Posting Name and Email: Type the legal name (first and last) of the individual being hired and their email.  

      • 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 as either Fall Semester, Spring Semester, Summer Semester or Academic Year. 

    • Stipend Funding Category: select the category where the majority of funds will come from. 

    • GA FTE: select the correct option from the drop down 

    • % of job as GTA: enter the correct amount from 0-100% 

    • % of job as GRA: enter the correct amount from 0-100% 

    • %of job as GAA: enter the correct amount from 0-100% 

    • Pay Basis:  choose “Graduate Assistant Total Stipend” from the drop down 

    • Pay Basis Amount: Enter the total GA stipend in a dollar amount (Ex. 12330.00 or 6165.00) 

      • NOTE: Do not use “$” or commas in this field 

    • Funding Information: Enter the funding string designated for this position.  Information entered here is for approval reference only. Official costing is done via the Graduate Assistant Funding and Tuition and Fees Designation Form

  • Click Continue to proceed.

Step 6 - Posting Description

  • Short Description for Internal Candidates – This is optional for Graduate Assistants. Enter custom internal posting description if desired.  

  • 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. If the Primary Work Location is incorrect, please contact Class/Comp to update this information. 

  • Click Continue to proceed. 

Step 8 - Attachments

  • Attach the Graduate Assistant Funding Form signed by the cost center approver. This is required for the requisition to be approved and posted by your recruiter. Do not send funding forms directly to payroll. They must go to Michele Peck for review and she will forward them to payroll. 

    • NOTE: Please refer to the Graduate Education webpage for the most up to date Funding Forms, hiring terms and additional information regarding hiring Graduate Assistants. 
  • Click Continue to proceed. 

 

Step 9 - Questionnaires

  • This block auto populates the required Internal and External Prescreening Questionnaires. Additional questions should not be added for Graduate Assistants. 

  • Disregard the Interview Questionnaire section. Scroll to the bottom of this section and click Continue

 

Step Two: Save the Job Requisition

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

 

https://uwyo.teamdynamix.com/TDPortal/Images/Viewer?fileName=a042d11d-dde4-4269-a8ca-fa4ffdc93729.PNG 

Once you click Save and Close, you will not be able to edit your requisition. Be sure all the information is complete and 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 candidate a direct link to the posting with instructions to complete their application, copying the Hiring Manager/Hiring Manager Assistant. 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.  

NOTE: The Hiring Manager/Hiring Manager Assistant will not need to progress candidates at any time.  

  • Once the candidate applies, they will automatically be placed in the Phase/State “GA New, GA Eligibility to Be Verified” to run the Banner Integration (which verifies the candidate’s W# and student status). This is an automatic process. Do not progress the applicant. 

  • After the Banner integration has run, the applicant will then be progressed into the Phase/State “Academic Affairs Review, Under Review-Academic Affairs”. At this step, the applicant will be reviewed by Graduate Education to verify eligibility and graduate enrollment. Do not progress applicant out of this state. They will be moved by Graduate Education once they have been reviewed and approved.

    • To check on your applicant application, go to the Job Requisitions page.  

      • This displays all requisitions on which you are part of the Hiring Team.   

    • 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

 

 

Once a candidate applies, the Hiring Manager/Hiring Manager Assistant will not need to progress the candidate at any time. 

  • Candidates are reviewed by Graduate Education and moved to the Offer status.  

  • The Recruiter will draft the offer, extend it to the candidate and accept it on their behalf.  

  • If an Form I-9 is needed, candidates will receive an email from Sterling to initiate Section 1. 

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

    • NOTE: DO NOT progress a candidate to this status. This is done automatically after Academic Affairs has verified the candidate meets requirements to be hired as a Graduate Assistant. 

  • Once the candidate status shows “Offer, To Be Created”, the Recruiter will create the offer, finalize the hire, and submit it for processing. 

This completes the Graduate Assistant Hire Process. 

 

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Article ID: 129603
Created
Sat 3/6/21 9:41 PM
Modified
Wed 10/13/21 4:11 PM