Recruiting Graduate Research Assistants

Graduate students perform a variety of support roles in UE.  We encourage all student positions in UE to be viewed as opportunities for mentorship and growth.  The hiring process must be completed before students can report to work.  The Shared Services Center Human Resources unit provides recruitment support for student employment found here.

All graduate student recruitments must be approved by the appropriate Unit Head/Director, AVP Frasier and Business Office (Lisa or Jeanene) using the Recruitment Business Approval Form. Each unit should have a system in place to review applications to identify the student (GSR) to be hired.

There are two ways to recruit a Graduate Student Researcher (GSR):

  • Direct hire / preselect – for a student that you have already identified to fill the position.
  • Open recruitment – Post the position on Aggie Job Link and the department will interview candidates.

Quarter Hiring Dates:

  • Fall Quarter:  10/1 to 12/31
  • Winter Quarter:  1/1 to 3/31 
  • Spring Quarter:  4/1 to 6/30
  • Summer Quarter: 7/1 to 9/30 

Process Summary:

  1. Create position description or update an existing one.
  2. Obtain approval using the Recruitment Business Approval Form.
  3. Initiate the recruitment request through the Shared Services AggieService Portal.
    1. If you have pre-selected a student, you may proceed with submitting a recruitment request.
    2. If this is an open recruitment (you have not pre-selected the student), Shared Services will post on Aggie Job Link.
      • Once you have interviewed applicants and identified your student hire, contact student’s home department. Proceed with determining salary step and verifying eligibility requirements.
      • Notify student of appointment by sending offer letter for acceptance.
      • Once the student has accepted the position, you may proceed with the hire. Onboarding must take place before student may begin work assignment.
  4. Shared Services Center will complete the onboarding process and notify you when the student may begin work. 

Detailed Steps:

  1. Establish position description, or update an existing position.
  2. Complete the Recruitment Business Approval Form and obtain all signatures.
    1. Approval: Student recruitments require pre-approval by the appropriate Unit Head/Director, AVP Frasier and Business Office (Lisa or Jeanene), using  the Business Recruitment Form. 
    2. Funding Account: Obtain the account number that will fund this position from your unit’s program support staff or the UE account manager. 
    3. Create a subaccount in KFS:
      • If this is a direct hire, establish sub account.  Sub accounts are set up by using the first 5 digits of the student’s last name.  If there are not 5 letters in the last name, the first letters of their first name are added to the end of their last name.  For example, John Li = LIJOH (if you have questions see Jeanene).
      • If open recruitment, the sub account will need to be set up as described above once the candidate has been identified and added into the recruitment request.
  3. Submit SSC Student Recruitment Request through the Shared Services AggieService Portal attaching the following:
    1. Approved Recruitment Business Approval form
    2. Position Description
    3. If a Direct Hire, add the following information to the area under: “What else would you like to tell us about this recruitment?” (See step 6). For open recruitments, the Shared Services ticket will need to be updated with hiring information, see below.
      • Student name
      • Student ID
      • Signed offer letter with appropriate quarter start and end dates from above
      • Approved GSR eligibility form (see step 6)
      • Salary step to hire (i.e. I, II, III, IV etc.)
      • Title code: 3282
      • Object code: SUBG
      • Account/sub account
      • Quarters to be hired
  4. Recruitment request is routed to OCP Personnel for approval; once it’s approved it will route to Shared Services and then assigned to an HR Generalist for processing.
  5. The HR Generalist will communicate with the requestor and work with the Internship and Career Center to get the job posted in Aggie Job Link
  6. Once a student has been identified either through a direct hire or open recruitment,  the following actions need to be taken to move forward with the  hiring process:
    1. Contact home dept. of student for GSR compensation plan to determine appropriate step.
      • Review plan to determine at which step the GSR is eligible to be hired.
      • The steps within the GSR title are used in conjunction with each program’s unique compensation plan on file with that program’s Dean’s office (or Lead Dean if a graduate group).  If no compensation plan is filed, use the Default GSR Compensation plan found on the Salary Scale for Graduate Student and Postdoctoral appointments should be used to determine step increases.
    2. GSR Eligibility Checklist
      • Send form to the student to be filled out and signed by Dept. Representative (Grad Advisor), asking them to return the form to you for processing.
    3. Check Banner for GPA and student standing.
      • The appointee must have a minimum cumulative grade point average of 3.00 in previous graduate work if a continuing student, or in the last two years of upper division work if a new graduate student, and be in good academic standing in order to be appointed to AI, GSR, TA, Reader and Tutor titles.
    4. Notify student of appointment by sending offer letter for acceptance. Sample letter can be found here.
  7. Update SSC AggieService recruitment ticket attaching and adding the following information:
    • Student name
    • Student ID
    • Signed offer letter with appropriate quarter start and end dates from above
    • Approved GSR eligibility form
    • Step to hire (i.e. I, II, III, IV etc.)
    • Title code: 3282
    • Object code: SUBG
    • Account/sub account
    • Quarters to be hired

Other Info

Graduate Student Researchers do not submit timesheets for approval in TRS; they are automatically paid monthly.

Summer:

Graduate students, including international students on a F1 or J1 visa, may be appointed up to 100% time during the summer, and during the winter and spring breaks, if funding is available. Registration in Summer Session classes is not required to hold an appointment during the summer.  However, continuing students who hold summer academic appointments must either have been registered for the previous spring quarter or be registered for the following fall quarter. Students who have withdrawn in spring must be readmitted and register for fall quarter before they can hold a summer appointment.

Budgeting:

To budget costs you can use the GSR cost calculator found on the Graduate Studies website. Keep in mind:

  • Fee’s will be incurred and split out per appt. distribution
  • GSR’s can work up to 75% total appointment
  • Summer appointments do not incur tuition and fee costs