Academic Student Employee (ASE) / Graduate Student Researcher (GSR) Hiring
Here is the information you need to know to initiate the appointment request process for Academic Student Employees (ASEs) and Graduate Student Researchers (GSRs) for the Spring 2019 ASE/GSR Hiring. Check out the Hiring Timeline-Onboarding Dates-2019 ASE/GSR Hiring document for important deadlines.
The overall process remains the same: Graduate Student Affairs Officers (GSAOs), or any other department personnel authorized to coordinate graduate student hiring, are responsible for initiating the request via the online Smartsheet tool for their department. You can also use the Smartsheet to track the progress of your appointment requests. Plus, the ASE/GSR Intake Form can still be used as an alternative to submit requests (and add attachments) in an easy-to-read form.
What’s Changing for 2019 Spring ASE/GSR Hiring Smartsheets?
The ASE/GSR Smartsheets have had some updates, including:
- New functionality on the Intake Form, changes to columns, as well as new rates and fee remission amounts.
- To align with movement of Organizational Research Units (ORUs) into CSS Service Regions, there is now an “ORU Name” column as well as new ORU Smartsheets. If you are in an ORU and need to hire an ASE or GSR, your CSSS HR support team (HR Generalists, HR Partners, HR Managers) can provide training on using Smartsheets.
- The Smartsheet has also been modified to align with the Dual FLSA Status compliance process.
- Rows will lock after all processing is complete (to prevent modifications after a request has been processed).
More details about the Smartsheet changes can be found here or in the Smartsheet Information and Training Resources section below.
To initiate appointments for ASEs/GSRs that start between now
January 1, 2019 to April 30, 2019, use your department’s new 2019 Grad Hiring Smartsheet. (GSAOs/initiators will be provided access to Smartsheet on October 15, 2018 at 1:00 PM. After logging in with your CalNet ID, navigate to your specific department Smartsheet from the “Home” tab). Note: New Smartsheets for 2019 Summer and Fall will likely be issued in April to align with the UPath implementation.
If you need assistance:
For questions or to request access to your departmental Smartsheet, please contact your department’s CSS HR/APS support team (HR Generalist, HR Business Partner, or HR Manager).
Sections with additional information including bridging guidelines and resources, FAQs; a process map; roles & responsibilities; and Smartsheet training resources/videos are below: