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This guide includes:
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This guide details steps using HCM Recruiting Cloud Access.
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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.
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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).
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Please see the GA Hire Checklist/Guidelines for thorough procedural instructions.
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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.
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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.
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The School of Graduate Education decides the start dates for all Graduate Assistants (GAs).
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If you have any job requisition questions, please contact HR Recruiting at recruit@uwyo.edu.
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If you have any Graduate Assistant (GA) questions, please contact the School of Graduate Education at GradEd@uwyo.edu.
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Essential Information
- Before starting the Graduate Assistant (GA) Job Requisition, please have the following information accessible:
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Position Number/Code - Contact area DHR or Business Manager if unknown.
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Name of the Hiring Manager - position supervisor
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Name of all Search Committee Members and Collaborator Type - Michele Peck must be included as a Recruiter Assistant in GA Hiring Teams.
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Job Details
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Legal First and Last Name of Candidate, plus non-UW email address
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Funding String - Graduate Assistant Funding and Tuition and Fees Designation Form
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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).
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My Team Navigation
- After logging in to WyoCloud HCM, click on the My Team module tab in the top taskbar.
- Click on the Hiring application.
Create a Job Requisition
- After you have clicked on the Hiring application, the Job Requisitions page will populate.
- The Job Requisitions page will show all previously submitted job requisitions.
- Click on +Add in the upper right-hand corner to create a new job requisition.
- After you have clicked on +Add, subsequent job requisition sections will populate, including:
- How
- Basic Info
- Hiring Team
- Requisition Structure
- Job Details
- Posting Description
- Offer Info
- Attachments
- Questionnaires
- In the How section, please complete the following:
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Requisition Type
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Standard
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Use
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Position
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Business Unit
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UWYO
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Position
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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.
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There are three different types of Graduate Assistants:
Graduate Teaching Assistant (GT)
Graduate Research Assistant (GR)
Graduate Administrative Assistant (GA)
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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
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For assistance, please use the Determining Non-Benefited Position Numbers webpage.
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Department Codes are found on the Chart of Accounts: Organization webpage.
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- Click on Continue when finished.
- After you have clicked on Continue, an Information pop-up window will appear at the top of the page, saying the correct requisition template was selected.
- Click again on Continue to proceed.
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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).
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- In the Basic Info section, please complete the following:
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Requisition Title
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The field will default based on earlier selections. Please confirm the Requisition Title (position name) is correct.
Example: Graduate Administrative Asst
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For clarity, HR Recruiting recommends that you include the department’s name after the position.
Example: Graduate Administrative Asst - Chemistry
(Position Name) - (Department Name)
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Number of Openings
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Limited, and 1.
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- Click on Continue when finished.
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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).
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- In the Hiring Team section, please complete the following:
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Hiring Manager
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The field will default to the person completing the job requisition. Please ensure the Hiring Manager listed is the supervisor of the new position.
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Recruiter
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ORC Admin Contingent Worker
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Add Collaborator Type
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Use the drop-down arrow to select the appropriate Collaborator Type for each Search Committee Member from the available menu.
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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.
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Please use the Search Collaborator Types guide for descriptions.
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Michele Peck must be included as a Recruiter Assistant in GA Hiring Teams.
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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.
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All Search Committee Members will need HCM Recruiting Cloud Access.
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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.
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- Click on Continue only when finished.
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If the Hiring Manager field is updated to the correct position supervisor, a Warning pop-up window will appear. Click on No.
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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).
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- In the Requisition Structure section, please complete the following:
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Recruiting Type
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Graduate Assistant
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Organization
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University of Wyoming
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Primary Location
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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
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- Click on Continue when finished.
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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).
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- In the Details section, please complete the following:
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Direct Hire/Exception to Posting Name and Email
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Enter the legal first and last name, plus a non-UW email address of the candidate.
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Period of Hire
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Use the drop-down arrow to select the appropriate option below from the available menu.
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Academic Year
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Fall Semester
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Spring Semester
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Summer Semester
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J-Term
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Stipend Funding Category
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Use the drop-down arrow to select the appropriate option below from the available menu.
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GE Base Allocation
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GE URDM
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GE WGE
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GE LIFE
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GE Special Allocation
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Departmental/Other
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GA FTE
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Use the drop-down arrow to select the appropriate option below from the available menu.
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50% = 20 Hours/Weekly
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37.5% = 15 Hours/Weekly
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25% = 10 Hours/Weekly
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% of job as GTA
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0 - 100%
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% of job as GRA
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0 - 100%
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% of job as GAA
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0 - 100%
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Pay Basis
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Graduate Assistant Total Stipend
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Pay Basis Amount
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Enter the total budgeted salary for the Graduate Assistant (GA) for the entire hire period.
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Funding Information
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Enter the designated funding string for the new position.
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- Click on Continue when finished.
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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).
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- In the Posting Description section, please complete the following:
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Short Description for Internal Candidates
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N/A
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Description for Internal Candidates
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A Graduate Assistant (GA) description template will automatically populate within the field. Do not change or add any content.
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Same Posting Description for Internal and External Candidates
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Ensure the box is checked.
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- Click on Continue when finished.
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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).
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- In the Offer Info section, please complete the following:
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Legal Employer
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University of Wyoming
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Department
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The field will default based on earlier selections. Please confirm the Department is correct.
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Primary Work Location
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The field will default based on earlier selections. Please confirm the Primary Work Location is correct.
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Grade
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70 Graduate Assistant
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- Click on Continue when finished.
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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).
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- In the Attachments section, please upload the following:
- Graduate Assistant Funding and Tuition and Fees Designation Form signed by Cost Center Approver.
- Click on Continue when finished.
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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).
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- Disregard the Interview Questionnaires.
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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).
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Section Edits
- Before you Save and Close the Graduate Assistant (GA) Job Requisition, please review the contents.
- Click on Edit on the right-hand side of each section to confirm the details are complete and correct.
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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).
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Save and Close
- After you have reviewed and confirmed that all the information within the Graduate Assistant (GA) Job Requisition is correct, click on Save and Close in the upper right-hand corner.
- The Oracle Recruiting Center (ORC) will not allow any further edits
- HR Recruiting will now evaluate the job requisition.
Email Notifications
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HR Recruiting starts the WyoCloud HCM approval workflow process.
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The School of Graduate Education receives an email notification, which alerts them of the pending approval transaction in their WyoCloud HCM Worklist.
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If approved, HR Recruiting will send an exclusive application link to the intended candidate, Hiring Manager, and Hiring Manager Assistant.
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The candidate must click on the link and complete the job application for the direct hire to continue.
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For expediency, the candidate can omit the application upload requirements (cover letter, CV/resume, and references).
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This completes the steps to begin a Graduate Assistant (GA) direct hire by creating a job requisition in the Oracle Recruiting Center (ORC).
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If you have any job requisition questions, please contact HR Recruiting at recruit@uwyo.edu.
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If you have any Graduate Assistant (GA) questions, please contact the School of Graduate Education at GradEd@uwyo.edu.
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