Graduate Assistant (GA) Assignment Change

This guide will cover:

  • The steps to completing a Graduate Assistant (GA) assignment/position change.
  • Assignment changes can be used when a GA is continuing within the same department but moving between types of GA appointments (GTA, GRA, GAA).

If you have not already done so, please consult the Graduate Assistant Extension Process Guide first to ensure all necessary steps are completed in the correct order.

This guide details the steps for completing this process using Decentralized Human Resources Representative (DHR) WyoCloud access.

Graduate Assistants can be extended and/or have assignment changes through multiple semesters and/or academic years as long as they are continually employed as a GA.  If a GA is hired in a different department, this is considered a new appointment and must be hired through the Recruiting system. See the Graduate Assistant Hire Process Quick Reference Guide for details on completing a GA hire.

Completing a Graduate Assistant Assignment Change does NOT impact their salary and/or funding.  Do NOT attach funding forms to the assignment change transaction.


Step One

  • Navigate to Person Management using the Navigator bar.

  • First click My Workforce to expand, then select Person Management within the navigator.


Step Two

Locate the GA whom the assignment change is needed.

  • The Person Management: Search page will display.  Here you can search for all employees within your area of responsibility.
  • To search, enter at least one of the fields marked with a double asterisk (**).  Name or Person Number are recommended. 
  • Click Search.

  • Once the desired employee is located, click their name from the search results.
    • If the employee appears on the list multiple times, they have multiple assignments.  Take care to ensure you select the correct assignment.

  • After clicking on the employee’s name, The Person Management: Manage Employment Page will be displayed.


Step Three

  • Select Edit then Update.

  • In the Update Employment pop up window, enter in the following information:
    • Effective Start Date: Enter when the assignment change should go into effect.
    • Action: Position Change
  • Click OK.

  • The Assignment Details page will appear. 


Step Four:

  • Under Job Details, click the Position drop down, then Search.

  • Remove the current assignment name from the Name field.
  • Search for the new assignment code using the following formula:
    • 5 + type of Graduate Assistant Code + 5 digit HR Department Code + Workers Compensation Code
      • Graduate Assistant Codes:
        • 1 = Graduate Teaching Assistant (GTA)
        • 2 = Graduate Research Assistant (GRA)
        • 3 = Graduate Administrative Assistant (GAA)
      • Workers Compensation Codes (GTA and GRA can only have Workers Comp Code 2 or 3):
        • 1 = Clerical
        • 2 = Professional
        • 3 = Professional with lab
        • 4 = Non-professional

  • Once desired code is located, click to the left of the name to select.
  • Click Ok.

  • You may get a confirmation notice, such as the one below, click Yes.

  • Click Ok in the vacant FTE warning window.

  • Changing the position will always update the GA’s Working Hours.  This should be adjusted to 20 hours for full time GAs or 10 hours for half time GAs.

  • Confirm the GA’s Worker’s Comp Code.  This should be updated to match the Worker’s Comp Code identified when the position number was changed.
    • If the GA’s manager will also be changing, this can be updated on this same screen at the same time the assignment details are being updated.

Step Five

  • After all updates have been made, click the Review button in the top right corner.

  • Confirm all changes are accurately conveyed on the Edit Employment: Review page.
  • Scroll to the bottom of the page and click the plus sign under Comments to add a justification for the change.  Also indicate if you will also be submitting a salary and/or funding change transaction.
  • There is also a location to add relevant attachments.

  • After adding comments and confirming all changes, click Submit in the upper right corner.

This completes the assignment change process.

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Article ID: 72160
Fri 2/15/19 3:12 PM
Fri 10/28/22 9:11 AM

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This process applies to when a Graduate Assistant is extended for additional semesters and/or academic years within the same department AND the funding for the Graduate Assistant is changing in part or in full.