ASE/GSR Hiring

 To be I-9 Compliant, no employee should work until onboarding and i-9 is complete.

Expand to see ASE/GSR Hiring Steps Text

Step 1: Department submits and approves the ASE/GSR to be hired on the smartsheet. Position number must be accurate if for vacant ASE position(s). For GSRs RA or FA must approve.

Step 2: SHARE Generalist will determine if the new hire needs to onboard or if the new hire can be entered into UCPath without onboarding. 

Step 3: If the new hire needs to onboard, Central Onboarding will send them a DocuSign packet and set up a remote onboarding appointment. 

Step 4: SHARE HR will either process a concurrent hire or a new hire template and submit it to UCPath for approval.There may be delays for conflicting paygroups or FLSA. Late entries after the first day of the semester may delay fee remissions.

**If submitted late or if new hire does not respond to onboarding, this step may be delayed

Step 5: New hire needs to complete onboarding by the first day of the academic semester. Late onboarding may require a damage payment or create an out of compliance I-9.

Step 6 (Oath applies to US Citizens only): If the new hire completes their DocuSign (which includes the oath) after they have begun working, then they are subject to a damage payment if have a signed oath in the last 12 months.

Step 7: In order for the I-9 to be compliant, the new hire needs to complete section 1 of their I-9 by their first day of work and section 2 needs to be completed no later than 3 business days after the new hire’s first day of employment.

Step 8: UCPath approves the templates and if this is a new hire, UCPath will issue an EID.

Roles, Responsibilities and Resources for ASE/GSRs

Who to contact 



  • Identifies the ASE/GSR they would like to hire on smartsheet

  • Determines if ASE/GSR will work outside of US and gather necessary approvals and updates smartsheet

  • GSAO approves academic standing on smartsheet

  • Recalculates late appointments and provide updated information to BRS

  • FA or Department contact approves ASE appointments for funding on smartsheet

  • RA or Department contact approves GSR appointments for funding on smartsheet

  • Create or update vacant ASE position numbers or request to update filled ASE position numbers and provides information on smartsheet

  • Provide all necessary information to create and update GSR position numbers and provides information on smartsheet

  • If employee works more than 50% department will seek approval from Student Head Graduate Advisor

  • Requests for exceptions Requiring Graduate Division Dean’s Approval

  • Funding changes associated to position number

Graduate Division

Grad Div email for general inquiries is:

Grad Div email for fee remission inquiries is:

L&S Dean’s Office

  • Consult L&S Dean’s office if department believes an employee will be working outside of the US

SHARE HR Generalist

HR contact list

  • Process terminations

  • Process hiring

  • Guidance on damage payments

  • Initiate overpayments and provide information on why overpayment occurred and gross amount was derived.

  • HR Generalist can respond to questions about:

    • Intercampus fee remissions

    • Specific student(s) not receiving fee remissions

    • ASE/GSR deadlines

    • How to submit your appointment on smartsheet

    • Short work break

    • Onboarding

    • Employee’s paychecks

    • Position numbers

    • End dates

    • General questions about timekeeping tools. Specific questions need to be routed to

UCPath Center

  • Overpayment collection process and questions about overpayment letter totals or overpayment deductions.

  • Stop payment and reissuance of checks 

  • Change of address requests via self service

  • Direct Deposit

  • Questions about paycheck deductions