OSCAR Information
Print this page

APPOINT GRADUATE ASSISTANT - INSTRUCTIONS

Hire New A new employee is a person who has NEVER worked for OSU. (Exception: a classified employee returning to OSU after a 2-year break in service with OSU is a new hire.)
Add Secondary Using this task ADDS a job to a person already employed at OSU with at least one current job in active or leave status. The graduate assistant's total monthly appointment percent for all current jobs plus this new one cannot exceed 49%.
Reappoint A person is returning to a position previously held after a break in service in that position (same position number.)
Rehire The person you plan to hire has held a job at OSU (or is currently holding a job at OSU that is ending) and is starting a different job (different position number.) There may or may not be a break in service with OSU.

If the person will continue to work in another position along with this new job, use the Add Secondary task.

Required authorizations

Dean/Vice President or Designee

This request must be approved at the Dean or Vice President level. The Office of the Provost maintains the list of authorized delegated signature authorities. The individual signing as Dean or Vice President must be named on this list: OSU Delegated Signature Authority List.

If your Dean requires authorization from another person in his/her unit, have this person sign and date the form in the space just above the Approvals/Signatures section.

Items to Attach to this Form  
Hire New
Add Secondary

Rehire/Reappoint

Personal Demographic Form
Y
 
Y1
I-9 (original document) plus supporting materials
Y
 
Y1
W-4 form
Y
 
Y3
Direct Deposit Authorization
Y
 
Y2
Copy of the employee-signed letter of offer
Y
Y
Y
Labor distribution form (only if additional space was necessary)
M
M
M

A copy of the GRA/GTA position description, signed by the employee, if this position will directly supervise other employees.

M
M
M
Non-resident aliens:
 
 
 
Nonresident Alien Tax Status form
Y
 
 
I-94 departure record (front and back)
Y
 
 
Letter of work authorization (if applicable)
M
 
M2 
Approved reduced courseload (if applicable)
M
 
M2 
F-1 visa holders: I-20 form
Y
 
 
J-1 visa holders: DS-2019 Certification of Eligibility for Exchange Visitor and an Employment Authorization Letter from International Student and Faculty Services.
Y
 
 
 Y
Y = Yes       M = Maybe

1Complete new I-9 if rehire/recall date is one year from the employee's termination date OR three years from the employee's original hire date and I-9 does not exist in Nolij OR the I-9 has expired.

2If there is a break in service or change in classification.

3Required only when the rehire/reappoint has had a break in service of >1 year.

Where to send completed form

Please send to the Human Resources staff in your Business Center.

Additional instructions

Graduate Employee recruiting information, policies, and procedures are available at:
http://oregonstate.edu/dept/grad_school/current/assistantships.html

Please encourage employees to see the University's new employee web site at New Employee Resources for more information about OSU.

Non-resident aliens from countries with tax treaties with the United States: if desired, these employees may request the "8233 tax treaty form" from the Payroll Office. You may wish to suggest this to your new employee.

Revised 04/12/2016


Finish and close this window