Steps to Hire

Graduate Assistant

Steps 1 through 5

Step 1.    Define job, draft job description.  Note: Graduate Assistants in general must be enrolled in a University of Illinois graduate program.  Pre-Professional Graduate Assistants have additional requirements (Pre-Professional Grad Assistant (PGA) Request Form).

Step 2.    Identify hire as either Teaching Assistant (TA), Research Assistant (RA), Pre-Professional Graduate Assistant (PGA), or administrative Graduate Assistant (GA), and provide the appropriate offer letter to candidate (Hiring/Rehiring Graduate Assistants).

Note: Teaching Assistants (TA) and administrative Graduate Assistants (GA) are covered by a collective bargaining agreement (GEO (IFT/AFT) - Graduate Employees’ Organization Contract 2012-2017).

Step 3.    Upon acceptance of the offer, if the position is Security Sensitive or subject to Protection of Minors, initiate Background Check request via HireTouch.

Step 4.    Upon receipt of the background check clearance email (if required), for new hire initiate the I-9 via Tracker (I-9 Tracker job Aids).  Note the I-9 must be signed by the employee on or before the first day of work and by the hiring unit no later than the third day of work.

Step 5.    Submit the Human Resources Front End (HRFE) transaction (HR Front End Transaction Tips) to add the employee (if first job) or to add your job to payroll.  Be sure to attach the accepted offer letter, and if required, the background check clearance email to the HRFE transaction.


Graduate Hourly

Steps 1 through 5

Step 1. Define job, draft job description. Note that Graduate Hourly employees must be enrolled in a University of Illinois-Urbana graduate program.

Step 2. Identify hire.

Step 3. Upon acceptance, if position is Security Sensitive or subject to Protection of Minors, initiate Background Check request via HireTouch.

Step 4. Upon receipt of the background check clearance email (if required), for new employee initiate the I-9 via Tracker (I-9 Tracker job Aids). Note the I-9 must be signed by the employee on or before the first day of work and by the hiring unit no later than the third day of work.

Step 5. Submit the Human Resources Front End (HRFE) transaction (HR Front End Transaction Tips) to add the employee (if first job) or to add your job to payroll. Be sure to attach the accepted offer letter to the HRFE transaction and Background Check email if required.
New Hire Academic Hourly or Grad Hourly (PDF)