Graduate Assistant Hire Process

This guide will cover: 

  • Creating a requisition for graduate assistant direct hires
  • Progressing this hire through the offer process.

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

  • Graduate Assistant Hires 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 HCM Funding Form to each hire being completed. Requisitions will not be approved until a fully signed funding form is attached to the requisition.
  • After Fall 2019, Graduate Assistant Rehires will be processed through a rehire process which should be coordinated through department business manager, cost center approvers, and/or Decentralized Human Resources.


Step One: Login to HCM Recruiting

Navigate to the Recruiting section of WyoCloud from WyoWeb. 

  • Upon signing in, the homepage will display. Click on the Navigator button (three horizontal lines) in the upper left corner.

  • First click My Team to expand, then click Recruiting within the Navigator.

  • Navigate to the Recruiting section.


Step Two: Create a Requisition

  • Select the Requisitions button from the welcome page task bar.

  • Click Create Requisition.

  • In the Create a Requisition – Find a template window, click on the bubble that specifies the hire type for the requisition that you are creating:
    • For Graduate Assistant positions, select the following hire type: Graduate Assistant
  • Click Next.

  • In the Requisition Template Selector window, search for the job code in the Job Code field OR search for the title of the job in the Requisition Template field.
  • 0292: Graduate Teaching Assistant
  • 0291: Graduate Research Assistant
  • 0290: Graduate Administrative Assistant

  • Notice the Job Field auto-populates to “Graduate Assistant” – please do not change this.
  • Choose the Department by either using the Selector Icon or typing your Department name and clicking on the correct drop down option.

  • Once you choose your Department, the Organization and Location will auto-populate.
  • If you need to change the location of this position, you may do so by typing over the auto-populated field or searching in the Selector Icon.  Other Locations may be selected using the selector icon if this job is located in multiple locations.
  • Once your selections are made, click Next.


Step Three: Complete the Requisition

Fill out all requisition fields that are required to post.

  • In the Create New Requisition window, fill out all required fields. 
  • Required fields can be viewed by using the green Inspection Tool on the right side of the page. Click on the Inspect icon to review any required fields that are not yet populated. Or, you may toggle to Show fields required to Save, Request Approval or Post as you complete the requisition.

  • Once the Inspect tool is open, the fields that are required under Save, Request Approval, and Post are visible on the right-hand side of the page.
  • To close the Inspect tool, click on the ‘X’ on the right hand side.

  • The Structure area pre-populates based upon information previously entered. However, it can be updated using the Modify Structure link, if needed.
  • Ensure the Department is correct, and the Requisition Template is correct to reflect the job code you selected.

  • In the Owners area, the note underneath the section header is a guide for whom should be listed as the Recruiter, Hiring Manager and Hiring Manager Assistant fields.
    • Recruiter: This field auto-populates to whomever is completing the requisition.  Please change this to the appropriate and responsible Staffing/Employment Partner for your area.  If you are unsure of who that may be, please see the Recruiter Responsibility page.
    • Recruiter Assistant: Please enter Michele L Peck
    • Hiring Manager: Supervisor of the position being posted.
    • Hiring Manager Assistant: Individual designated by hiring manager to assist with the in system administrative tasks associated with the search process.

  • In the Identification section, the Position Number will be specific for each department. Follow the on-screen instructions to know which GA position code is correct. Click the selector icon to choose from all Positions.  If using the selector icon, please be sure to Clear All filters that auto-populate.
  • Enter the appropriate Position Number and then click Select.
  • For Graduate Assistant Positions, the Position number begins with "5" followed by the type of Graduate Assistant (1=Graduate Teaching Assistant, 2=Graduate Research Assistant, 3=Graduate Administrative Assistant), followed by the five digit Department Code, followed by the Workers Comp Code (1=Clerical, 2=Professional, 3=Professional w/ Lab, 4=Non-professional).  Ex: Graduate Research Assistant in a Chemistry Lab: 52210403
  • The Candidate Selection Workflow will display as Graduate Assistant. Contact the assigned Employment Partner if the process workflow does not appear accordingly.

  • In the Profile section, update the GA FTE % field to either be 25%, 37.5%, or 50%. (50% = 20 hours). Update the Schedule (Hours per Week) field. Update the Graduate Assistant Name field with the Legal name of the Graduate Assistant. In the Active GA field, indicate if they have an active assignment (Yes) or if they are a new employee and/or do not have an active assignment (No).
  • Note the percentage breakdown between GTA, GRA, and GAA. Ensure the total percentage equals 100%.

  • In the Compensation sub-section, note the Stipend Funding Category from the drop down. Note: you must select a value in order to submit the requisition for approval.

  • Note the Term(s) for which you are hiring the GA. If you are hiring the GA for the entire Academic Year, select both the appropriate and Fall and Spring semesters. Click the link in the instructions to see the start and end dates for each term. Then fill out the Term Start Date and Term End Date.

  • In the Additional Information section, the external job description should auto-fill. Add additional information as necessary. Note that this information will not be posted but should only be used internally.

  • In the Questionnaire sub-section, click the Apply Model button to include the predefined pre-screening questions.
  • Additional requisition-specific questions can be added by clicking the Add button and selecting questions from the pre-approved library.
  • Questions can also be created by clicking the paper icon to the left of the add button.  Note added questions are subject to approval by Employment Partner.


Step Four: Add Attachments & Request Approval

  • Once you feel you’ve fully completed the requisition, open the Inspect Tool to confirm all fields indicate ready.  Click Done.

  • Click on the Attachments tab to attach the completed HCM Graduate Assistant Funding Form.  Note: Graduate Education will complete their approval within the system, there is no need to send to them outside of the system for new hires.
  • Click on the Browse button to locate your saved file on your computer, and click on the appropriate file.  Click on Add to add the file to the requisition.  Please Note: The file must not exceed 1024 KB in size to attach.

  • Click on More Actions and then select Submit for Approval.

  • For GA Hiring Requisitions, the only approver will be the HR Employment Partner. To initiate approvals add a comment and click Done.

  • Once the approval request has been sent, notice the status has been updated to Pending – To Be Approved.

This concludes the first segment of the Graduate Assistant hire process.  Next the Employment Partner will post the position to the Graduate Assistant specific career site.  The Hiring Manager will receive a direct link to the posting to share with the candidate via email. The candidate MUST use this link to apply for the position prior to the hire being completed.


Step Five: Candidate Application

The Graduate Assistant candidate must apply to the job posting using the link provided by the HR Employment Partner prior to this step being completed. 

A notification is generated letting owners on the requisition know the candidate has applied.  The Hiring Manager (or assistant) will progress the candidate to the next step.

  • From the Recruiting Center, click on Open requisitions.

  • Navigate to the appropriate Requisition and click on the Number associated with the correct requisition you are managing.

  • This brings you to the list of applicants. Click on the applicant’s name to review their full application – please ensure you’ve read the Questionnaire section of the application and contact your Employment Partner if the candidate has disclosed a conviction or policy violation.  These will need to be reviewed and addressed per business process.
  • While in the desired candidate’s application, click Edit.

  • Scroll down to the Basic Profile section to input stipend and eligibility information. The following fields are required:
  • GA Stipend Amount: Amount in accordance with the GA policy.
  • W Number: This will be entered by the GA when they complete the application, confirm it has been entered correctly including a W at the beginning.  Note: the formatting MUST include a capital W and no space prior to the number (ie: W12345678).
  • Enrollment Term: This is the academic term in which the GA’s enrollment and GPA can be verified against.  It does not necessarily correlate with the GA hire dates.
  • International Employee
  • Hire Term: The term for which the GA is being hired (ie: Academic Year).

Note: GA Stipend Amount, W Number, and Enrollment term MUST be completed in order for the system to confirm with Banner the GA’s academic eligibility.  This is required before the GA can be moved to the next step and the hire completed.

  • Scroll to the top of the GA application and click Done.

  • You’ll then need to change the step/status to GA Pre Screen.
  • Click on More Actions then Change Step/status.

  • Use the New Status drop down to update the status to GA Pre Screen.
  • Click Apply and Close.

At this time, the required system eligibility check will run.  Candidates registered for more than 1 credit hour will automatically progress to the next available status to be reviewed by Academic Affairs.  No further action is required by the Hiring Manager or Assistant, unless the candidate has NOT registered for classes.  Please contact the Employment & Staffing Partner if you have concerns.

  • If the system has completed the Banner check, Degree Seeking, Degree Level, Hours Enrolled and GPA will be completed.  This information must be present prior to the system progressing the candidate through the next steps.

At this point, Academic Affairs must review and approve the candidate before any additional action can be taken. After Academic Affairs approves by moving the GA to the status GA Passed Academic Affairs Screen, the Employment Partner will create the offer. The Employment & Staffing Partner will then extend the offer to the candidate, which is automatically noted as accepted.  Additionally, no offer approvals are required.


The Employment & Staffing Partner will work to finalize the hire and collect 2nd Pass application information, if necessary, and submit the hire for processing.


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Article ID: 70080
Sun 1/13/19 2:09 PM
Wed 8/5/20 9:42 AM