- Please see our Mass Hiring Dates(link is external) and our important ASE/GSRs Deadlines(PDF file).
- 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 |
Service/Action |
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Department/GSAO |
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Graduate Division Grad Div email for general inquiries is: Grad Div email for fee remission inquiries is: |
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L&S Dean’s Office |
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SHARE HR Generalist |
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UCPath Center |
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