Creating a Direct Hire Posting for Grad/Research Student Temp

Body

Overview

The Graduate Assistantship hiring process has changed with UGA's implementation of OneUSG Connect.

The OneUSG Connect and the UGA Financial Management systems require that an individual position be created in UGAJobs in order for a graduate assistant to be hired and paid, similar to how standard faculty and staff positions are required to have an individual position. However, generic job descriptions have been created for the four categories of graduate assistant positions (Graduate Assistant, Lab Assistant, Teaching Assistant, and Research Assistant) and these have been pre-loaded into UGAJobs. Departments can create, clone, or modify a graduate assistant position at any time, without the requirement to write new job descriptions and post them in UGAJobs. There is no need to wait until you have offered an appointment to a graduate assistant to create a graduate student position in UGAJobs, and no approval is need from Human Resources to fill the position.

Your departmental assistant or human resources representative will need to enter into UGAJobs basic employee demographic information about the graduate assistant being hired. This information is very similar to information that was previously entered into UGA's legacy system personnel report form.

All newly hired graduate assistants will need to complete an I-9 form, which is part of the onboarding instructions that the graduate assistant will receive by email. I-9 is the federal requirement to confirm identity and eligibility to work in the United States. A background check is not required unless the graduate assistant has financial responsibilities or is involved in a program that involves minors on campus.

If you have any questions regarding the hiring process for graduate assistants, please contact the Human Resources Help Desk at 706-542-2222.

Associated SOPs

SOP_POS_002 Requesting a New Position

SOP_SYS_002 WebDFS Replacement

SOP_HIR_003 Hire Student Worker, Fed Work Study, Grad Student

In this article, you will learn the steps to create a direct hire posting for a student position.

1. Step 1

First, log into UGAJobs.

On the UGAJobs Hire homepage, click the Postings link.

2. Step 2

Click the Grad/Research link.

3. Step 3

The Grad/Research Postings page is displayed.

Click the Create New Posting link.

4. Step 4

The Create New Posting window is displayed. This window gives you the option of creating the new posting using an existing posting as a template or creating the posting from position description.

Example shown here: Create from Position Description .

5. Step 5

The All Positions tab shows a list of all positions from which to choose.

Click the Working Title of the position you want to use to populate the posting information.

Example shown here: Human Resources Student Assistant link.

6. Step 6

Click the Create Posting from this Position Description link.

7. Step 7

Verify that the Accept online applications? checkbox is checked.

8. Step 8

The Special offline application instructions field is used to enter information that will be available for the applicant to see.

Enter appropriate information into the field if needed.

9. Step 9

Scroll down and click the Allow supporting documents to be uploaded to applications? option.

10. Step 10

Click the Create New Posting button.

11. Step 11

The Posting Details page is displayed. You still need to add information to the required fields denoted with red asteriks.

12. Step 12

Enter appropriate information into the Relevant Knowledge, Skills, Abilities and/or Competencies field.

13. Step 13

Enter appropriate information into the Physical Demands field.

14. Step 14

Click the Next >> button.

15. Step 15

The Position Details page is displayed.

Click the drop-down list next to the Applicant Reviewer field.

16. Step 16

You can search for the appropriate reviewers by typing all or part of the last name to narrow down the list.

17. Step 17

Click the name of the reviewer.

18. Step 18

Next, click the drop-down list next to Underutilization field.

19. Step 19

Select the appropriate group, if needed.

Example shown here: Minorities & Females list item.

20. Step 20

Click the Work Schedule drop-down list.

21. Step 21

The Work Schedule (other) field is used to enter additional work schedule information.

22. Step 22

Click in the Anticipated Start Date field.

23. Step 23

The Calendar is displayed. Select the appropriate Anticipated Start Date .

Example shown here: December 3 link.

24. Step 24

Click in the Posting Date field.

25. Step 25

Select the appropriate Posting Date from the calendar.

Example shown here: November 9 link.

26. Step 26

Click in the Closing Date field.

27. Step 27

Select the appropriate Closing Date from the calendar.

Exmaple shown here: November 16 link.

28. Step 28

Check the Open Until Filled option.

Note: If you select "No", the posting will automatically close on the Closing Date specified below. If you select "yes", you will not be required to enter a Closing Date below. The posting will remain open until manually closed.

29. Step 29

Scroll down and click the Location of Vacancy drop-down list.

30. Step 30

Select the appropriate location from the list.

Example shown here: Athens Area list item.

31. Step 31

Click the Next >> button.

32. Step 32

The Department Information page is displayed. This page is used to enter Department contact information for a person that can answer internal questions relating to the position.

33. Step 33

Enter the name of the contact into the Contact(s) field.

34. Step 34

A list will populate.

Click the appropriate name from the list.

35. Step 35

Enter appropriate information into the Contact(s) Title field.

36. Step 36

Enter appropriate information into the Contact(s) Phone/Extension field.

Example shown here: "706-542-xxxx".

37. Step 37

Enter the appropriate email address into the Contact(s) Email field.

38. Step 38

Click the Next >> button.

39. Step 39

The Posting Documents page is displayed. This page allows you to attach various documents to the posting, such as advertisement text.

40. Step 40

Click the Posting Specific Questions link.

41. Step 41

The Posting Specific Questions page is displayed. You can add supplemental questions for the applicants by clicking the Add a Question button.

Next, click the Applicant Documents link.

42. Step 42

This page allows you to indicate which documents you want the applicants to attach and in which order.

Example shown here: the Optional button for the Resume/CV .

43. Step 43

Click to indicate that the Cover Letter option is Optional.

44. Step 44

Click the Next >> button.

45. Step 45

When you are finished, click the Submit Directly to Approved link.

46. Step 46

The Take Action Submit window is displayed. You can enter relevant comments into the Comments field.

Click the Submit button.

47. Step 47

The posting Summary page is displayed.

Note: Once the current status is approved, a hyperlink will be created for the position. The posting will not be available to applicants via the search results but may be accessed directly at the web site provided.

You will need to email the generated internal posting link to the designated individual who will be filling your position. This gives the individual the ability to submit their application and documents for the position in the UGAJobs system.