6 STEPS TO MAKING A GTF APPOINTMENT

1. Identify Funding

Make sure that you have funds available in your budget.

If the position will be grant-funded, the quick reference sheet from ORSA may be useful: http://orsa.uoregon.edu/temp_pdf/quick_reference.pdf

2. Announce the Position

Like the sample announcement here, all GTF announcements should include:

• FTE or FTE range (e.g., .30-.49)
• Appointment terms (e.g., winter and spring 2007)
• The contact person's name, e-mail, and telephone number
• Eligibility requirements
• Job responsibilities
• An application deadline date that ensures posting for at least 10 working days
• "An equal opportunity, affirmative action institution committed to cultural diversity and compliance with the Americans with Disabilities Act" noted at the bottom

Announce open positions according to:

• Collective Bargaining Agreement, Article 17
• The University of Oregon Policy Statement, 3.200 Personnel Practices: Graduate Teaching Fellows
• The procedures defined in your unit's General Duties & Responsibilities Statement (GDRS)

If the position is available to graduate students from outside your own academic department or if the position is in a non-academic/administrative unit and, thus, open to students in all majors, you must submit the GTF position announcement to the Graduate School for approval. The review can be done via e-mail. Once approved, hard copies of the announcement on departmental letterhead must be sent to the Graduate School, the Office of Affirmative Action and Equal Opportunity, and the GTF Federation via campus mail. Once an approved hard copy is received, the position will be posted on the Graduate School website. There is a posting requirement of 10 working days, which begins upon receipt of the approved copy by the Graduate School. Please set your application deadline accordingly.

• Send your announcement to the Multicultural Center (EMU Suite 4) and/or other ASUO student groups (see ASUO's website).
• Place an ad in the Oregon Daily Emerald noting "EO/AA/ADA institution committed to cultural diversity."

3. Conduct the Hiring Process

Choose the best candidate according to the job requirements and your unit's GDRS. Some of the Office of Human Resources' recruitment guidelines may also be useful.

Hiring units may opt to use the Graduate School's Graduate Teaching Fellowship Application or Report on Graduate Applicant (recommendation form) as part of the GTF hiring process.

Note: If you interview applicants as part of the hiring process, interviewees with disabilities must be offered the opportunity for accommodation under the Americans with Disabilities Act. The Office of Human Resources can help with this.

4. Create the Offer Letter and Appointment Contract

• Click here for a list of helpful hints for hiring GTFs.

5. Complete the Hiring Documents

Choose the appropriate HRIS hiring forms:

• GTF Pay Packet (PIF, PRF, W-4, I-9, Direct Deposit)
• International GTF Pay Packet (PIF, PRF, W-4, I-9, Direct Deposit, SSA 7028, CO-NRA, 8233)
• PRF only (updated spring 2008)

*Instructions for completing the PRF.

• The completed PRF and the GTF Appointment Contract should be sent to the Graduate School for processing. Afterward, the PRF will be forwarded to the Payroll Office.
• Do not use a PRF for tuition remission and fee payments, financial aid awards, or non-work related stipends for GTFs.
• If a GTF is to receive student hourly wages in addition to his/her GTF appointment, do not include these on this PRF. Please note, however, that all students are limited during the academic year to a maximum of .49 FTE whether they are paid via a GTF assignment, student wages, or both. Student wage paperwork questions may be referred to Jen Sowins, Student Payroll Clerk (x1108).
• If you have questions about the PRF, please call Debbie Davidson, Graduate School (x2824).

*Instructions for completing other GTF payroll forms (W-4, I-9, etc.) and obtaining social security numbers for international GTFs.

• These documents should be completed, printed, signed** and forwarded directly to the Payroll Office. (Please bear in mind that the newly-hired GTF must present identification in-person in order for the I-9 to be completed.)
• Questions about these may be addressed to Keri Bartow, Payroll Office (x1101).

*Do not forward job applications, resumes/CVs, and offer/cover letters to the Graduate School or Payroll Office.

**PRFs may bear the signature of authorized faculty/staff only. To add a new person to our list of authorized signatures, submit an authorized signature memo.

Hiring GTFs from the School of Law: Please contact the Graduate School whenever hiring a GTF from a School of Law program because the GTF appointment contract is different and must be obtained through the Graduate School. On the PRF: When hiring a student from the School of Law, please make a note of this in the "Remarks" section (e.g., “JD” or “Conflict Resolution”). For JD students, under "Type," choose "Law" from the pull-down menu.

6. Finalize the Hire

In the 2006-2008 Collective Bargaining Agreement, some changes were made regarding the dissemination of GTF-related documents. However, documenting the responsibilities of each GTF is important. The following items must be shared with each GTF upon appointment/reappointment:

• A hard copy of the GTF Appointment Contract signed by both the GTF and the department representative.
• The duties and expectations of the particular position. This can take the form of a job description or be outlined within a cover/offer letter. A hard copy is recommended. Sample cover letters are available from the Graduate School.
• The hiring unit's GDRS (General Duties & Responsibilities Statement). Although providing a hard copy is no longer necessary, the hiring unit must provide GTFs with instructions on accessing its official GDRS on the Graduate School website.