process for hiring a graduate teaching assistant (gta) or graduate research assistant (gra)...

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Process for Hiring a Graduate Teaching Assistant (GTA) or Graduate Research Assistant (GRA) Conditiona l verbal offer is made to GTA/GRA Conditional offer sent to student indicating employment offer is contingent upon passing a background check Offer letter and contract is signed by GTA/GRA & returned to the dept./unit contact Contact forwards authorized hire packet to Personnel/Payroll for processing Dept./Unit contact requests background check from CSU Human Resources/Background Checks via email alias Student submits info to Hireright. Hireright processes background check. HR clears individual for hire and notifies contact “Request to Hire” document along with signed GTA/GRA contract put together by dept./unit contact Fill out COE “Request to Hire” form and submit to dept/ unit contact Hireright generates email request to the student to provide info to run check Background Checks coordinates thru Contractor “HireRight”

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Page 1: Process for Hiring a Graduate Teaching Assistant (GTA) or Graduate Research Assistant (GRA) Conditional verbal offer is made to GTA/GRA Conditional offer

Process for Hiring aGraduate Teaching Assistant (GTA)

or Graduate Research Assistant (GRA)

Conditional verbal offer is made to GTA/GRA

Conditional verbal offer is made to GTA/GRA

Conditional offer sent to

student indicating

employment offer is

contingent upon passing a

background check

Conditional offer sent to

student indicating

employment offer is

contingent upon passing a

background check

Offer letter and contract is signed

by GTA/GRA & returned to the

dept./unit contact

Offer letter and contract is signed

by GTA/GRA & returned to the

dept./unit contact

Contact forwards authorized hire

packet to Personnel/Payroll for

processing

Contact forwards authorized hire

packet to Personnel/Payroll for

processing

Dept./Unit contact requests background

check from CSU Human Resources/Background Checks via email alias

Dept./Unit contact requests background

check from CSU Human Resources/Background Checks via email alias

Student submits info to Hireright.

Hireright processes background check. HR clears individual for hire and notifies

contact

Student submits info to Hireright.

Hireright processes background check. HR clears individual for hire and notifies

contact

“Request to Hire” document along with

signed GTA/GRA contract put together by dept./unit contact

“Request to Hire” document along with

signed GTA/GRA contract put together by dept./unit contact

Fill out COE “Request to Hire” form and submit to

dept/ unit contact

Fill out COE “Request to Hire” form and submit to

dept/ unit contact

Hireright generates email request to the student to provide info to run check

Hireright generates email request to the student to provide info to run check

Background Checks

coordinates thru Contractor

“HireRight”

Background Checks

coordinates thru Contractor

“HireRight”

Page 2: Process for Hiring a Graduate Teaching Assistant (GTA) or Graduate Research Assistant (GRA) Conditional verbal offer is made to GTA/GRA Conditional offer

Process for Hiring a Student or Non-Student Hourly

Conditional verbal offer

is made* *Check Hiring

(freeze) guidelines

Conditional verbal offer

is made* *Check Hiring

(freeze) guidelines

Contact receives email from HR/BG

Check cleared to hire and

notifies hiring party

Contact receives email from HR/BG

Check cleared to hire and

notifies hiring party

Contact notes background check clear date and

forwards completed/signed off “Request to Hire” form

to Personnel/Payroll

Contact notes background check clear date and

forwards completed/signed off “Request to Hire” form

to Personnel/Payroll

Hire/Payroll Paperwork

is processed

Hire/Payroll Paperwork

is processed

Fill out COE “Request to Hire” form. Email to your Dept./Unit Contact

Fill out COE “Request to Hire” form. Email to your Dept./Unit Contact

Individual submits. Hireright runs check

and provides findings to HR. HR clears individual for

hire

Individual submits. Hireright runs check

and provides findings to HR. HR clears individual for

hire

Contact submits request to

HR/Background Checks through alias

email

Contact submits request to

HR/Background Checks through alias

email

HR /Background Checks sends

request to contractor “Hireright”

HR /Background Checks sends

request to contractor “Hireright”

HireRight emails individual request to provide information

to run check

HireRight emails individual request to provide information

to run check

Page 3: Process for Hiring a Graduate Teaching Assistant (GTA) or Graduate Research Assistant (GRA) Conditional verbal offer is made to GTA/GRA Conditional offer

Proposed Process for Hiring if background check is “flagged”

Conditional verbal offer is made to whomever

Conditional verbal offer is made to whomever

Conditional offer sent to whomever indicating

employment is contingent upon

passing a background

check.

Conditional offer sent to whomever indicating

employment is contingent upon

passing a background

check.

Offer letter and contract is signed by whomever & returned to the

department

Offer letter and contract is signed by whomever & returned to the

department

Contact submits request to HR/ Background

Checks via alias email

Contact submits request to HR/ Background

Checks via alias email

Fill out COE “Request to Hire” form. Submit to

Dept. / Unit contact alias email

Fill out COE “Request to Hire” form. Submit to

Dept. / Unit contact alias email

Hireright emails individual request for

info. to run check

Hireright emails individual request for

info. to run checkHR forwards

info. to Contractor Hireright

HR forwards info. to

Contractor Hireright

Individual responds. Hireright processes background check.

HR alerts COE Appointing Authority

(Dept. Head or Director) of “flag”

Individual responds. Hireright processes background check.

HR alerts COE Appointing Authority

(Dept. Head or Director) of “flag”

If override is desired, Appointing Authority

must confer with Dean and receive

approval. Notify HR of intent to proceed

with hire.

If override is desired, Appointing Authority

must confer with Dean and receive

approval. Notify HR of intent to proceed

with hire.

Contact forwards “Request to Hire”

document along with signed contract to Personnel/Payroll

Contact forwards “Request to Hire”

document along with signed contract to Personnel/Payroll

Page 4: Process for Hiring a Graduate Teaching Assistant (GTA) or Graduate Research Assistant (GRA) Conditional verbal offer is made to GTA/GRA Conditional offer

Additional Information

• Questions? See department/unit contact list

• Read more at: http://www.hrs.colostate.edu/background/index.html