Graduate Assistant (GA) Position Change

The steps in this guide apply when an existing Graduate Assistant (GA) assignment is extended for an additional semester(s) and/or academic year(s) within the same department, but the employee is changing position type (Graduate Teaching Assistant, Graduate Research Assistant, or Graduate Administrative Assistant).

This guide includes:

• Person Management App Navigation

• Personal Management Search

• Edit Employment

• Assignment Details

  • Working Hours

  • Worker’s Comp Code

  • Manager Details

• Submit New Assignment Details

 

	This guide details steps using WyoCloud HCM DHR Access.
	If you do not see the steps detailed within this guide, your WyoCloud HCM DHR Access Training is most likely incomplete. Please contact hr@uwyo.edu to initiate a new DHR process.
	The steps in this guide apply when an existing Graduate Assistant (GA) assignment is extended for an additional semester(s) and/or academic year(s) within the same department, but the employee is changing position type (Graduate Teaching Assistant, Graduate Research Assistant, or Graduate Administrative Assistant).
	A Graduate Assistant (GA) Position Change does not impact current employee allowances. Please use the Graduate Assistant (GA) Update Costing guide to change any existing payroll costing expenditures.
	Before starting the steps in the Graduate Assistant (GA) Position Change guide, please complete the Graduate Assistant (GA) Assignment Extension and wait until the payroll costing transaction has been fully approved to submit a Position Change Request - DHR. After both WyoCloud HCM transactions have been fully approved, you can begin the procedural steps in this guide.
	Please use the Employee Termination - DHR guide if the Graduate Assistant (GA) intends to change departments for longer than two semesters.

Step One

Person Management App Navigation

• After logging in to WyoCloud HCM, click on the Navigation Menu designated by the 3-horizontal lines in the upper left-hand corner.

• Click on the arrow next to the My Workforce module to expand and select the Person Management application.

Step Two

Personal Management Search

• On the Person Management: Search page, you can look for all employees within your Area of Responsibility (AOR).
  • Search for the existing Graduate Assistant (GA) that is changing position type (Graduate Teaching Assistant, Graduate Research Assistant, or Graduate Administrative Assistant).
• To initiate a search, enter at least one of the fields marked with a double asterisk (**).
  • For accuracy, the employee’s name or person number are recommended.
• Click on Search when finished.

• Click on the blue hyperlink of the desired employee.
  • Please note that if an employee has multiple campus positions, their name will be included in the search results for each assignment.
  • Therefore, please ensure you select the Active Graduate Assistant (GA) assignment number by confirming the Assignment Status, Job, and Department.

• After you have clicked on the desired Graduate Assistant (GA), their main Employment page will populate.

Step Three

Edit Employment

• First, click on Edit on the right-hand side.
• Second, click on Update.

• An Update Employment pop-up window will appear. Please use the calendar icon and drop-down arrow accordingly to select the correct information.
  • Effective Start Date: Enter when the assignment change should go into effect.
  • Action: Position Change
• Click on OK when finished.

• The Edit Employment: Assignment Change will populate.
• Scroll down the page to locate the Assignment Details section.

Step Four

Assignment Details

• Click on the drop-down arrow within the Position field.
• Remove the current name from the field and click on Search.

• A Search and Select: Position pop-up window will appear.
• Locate the new position Code with the below formula:
  • Enter 5.
  • Plus, the appropriate Graduate Assistant (GA) number below:
    • 1 = Graduate Teaching Assistant (GTA)
    • 2 = Graduate Research Assistant (GRA)
    • 3 = Graduate Administrative Assistant (GAA)
  • Plus, the 5-digit UW Department Code.
  • Plus, the appropriate Workers' Compensation Code below:
    • 1 = Clerical
    • 2 = Professional
    • 3 = Professional with lab
    • 4 = Non-Professional
  • Please note that GTA and GRA positions can only have a WWC = 2 or 3.
  • The final position Code should be 8-digits.
• For this example, we used Code: 52220023
• After you have entered the correct code, the position Name will populate accordingly.

• Once you have located the correct position Name, click on the position title to select.
• Click OK when finished.

• A Position Details pop-up window will appear for you to confirm the transaction, like the one shown below.
• Click on Yes.

• Another pop-up window will appear with a vacant FTE Warning, like the one shown below.
• Click on OK.

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Working Hours

• When you update the Position Name, the system will automatically edit the Working Hours in Assignment Details. 
• Please adjust the Working Hours accordingly:
  • Full-Time Graduate Assistant (GA) = 20 Hours/Weekly.
  • Part-Time Graduate Assistant (GA) = 10 Hours/Weekly.

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Worker’s Comp Code

• Next, confirm that the Worker’s Comp Code matches the number you entered in the previous formula.
  • If necessary, edit the number accordingly.
  • Please note that GTA and GRA positions can only have a WWC = 2 or 3.

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Manager Details

• If the manager for the Graduate Assistant (GA) is simultaneously changing, you can update this information at this time as well.

• Click on Review in the upper right-hand corner to confirm the new Assignment Details.  

Step Five

Submit New Assignment Details

• After all Assignment Details have been reviewed for accuracy, scroll to the bottom of the page, and click on the plus sign within the Comments section to include a justification for the position type change.
  • Also, include if you will be submitting a separate salary and/or payroll costing transaction update.  
• Click on the plus sign within the Attachments section to incorporate any pertinent documents.

• Scroll to the top of the page and click on Submit in the right-hand corner.

 

This completes the steps to change the position type (Graduate Teaching Assistant, Graduate Research Assistant, or Graduate Administrative Assistant) of an existing Graduate Assistant (GA) whose assignment is extended for an additional semester(s) and/or academic year(s) within the same department.

 

If you have any questions concerning the steps detailed in this guide, please contact the School of Graduate Education at GradEd@uwyo.edu.