Job Aid for Appointing Graduate Assistants via GA Express
Purpose:
This job aid outlines the basic steps to enter and link a Graduate Assistant record, as well as
prepare a Graduate Express job offer in OMNI.
Background Information:
In order to expedite the appointment process, GA Express was created to allow Graduate
Assistant appointments to be made via OMNI. This process is open to all department users
on campus who have requested and obtained the following roles: FSU_GRAD_EX_PILOT
and FSU_SS_MANAGER.
Similar to the OPS Express process, each semester Human Resources creates a job opening
called GA Express to hire graduate assistants for that semester. The GA Express Job Opening
will show up in the OMNI HR > Recruiting > Browse Job Openings list, but will not be
advertised as a job posting that applicants can apply for.
When a department knows who they will be hiring as a graduate assistant, the department can
enter the graduate assistant record in OMNI via the Recruiting > Add GA Appt / OPS Fac
Appt link. Departments have the ability to hire multiple graduate assistants through the GA
Express job opening each semester.
Procedure:
Step 1 – Creating the Graduate Assistant Record
Navigate to Human Resources > Recruiting > Click on “Add GA Appt / OPS Fac Appt.”
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On the Contact Details page, enter the Graduate Assistant’s name, address, email address, and
phone number (this information is obtained from the Department Data Entry Worksheet).
Check the “Preferred” box next to the email and phone number entered.
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Click on the “Eligibility & Identity” tab, and enter the Graduate Assistant’s date of
birth, marital status, and gender (this information can be obtained from the Department
Data Entry Worksheet).
Click “Save.” Note the Applicant ID, as this will be needed when linking the GA to the GA
Express Pool.
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Step 2 – Linking the Graduate Assistant to the GA Express Pool
Navigate to Recruiting > Find Appt / Applicants, and enter the applicant ID or the GA’s first
and last name. Click “Find Applicants.” (Note: this search will only return applicant records
associated with the GA Express/OPS Faculty Express.)
Across from the Graduate Assistant’s name, use the Take Action drop down menu to select
“Link Applicant to Job.”
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Enter the current semester’s GA Express job ID in the Job Opening ID field and click “Submit.”
Step 3 – Preparing the Job Offer
After linking the Graduate Assistant to the GA Express Pool, use the Take Action drop down
menu to select “Prepare Job Offer.”
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On the Prepare Job Offer page, select “Base Salary Offer Component,” from the Component
drop down menu, enter the annual salary in the “Offer Amount” field, and select 26.1 from the
“Frequency” Drop Down Menu.
Click on the “Add/Edit Job Offer Funding” link. Enter the appropriate Graduate Assistant job
code (do not leave the job code as OPS X), Department, Location Code, Supervisor ID, Weekly
Std Hours, Citizenship status, and funding details (see chart on next page). Click “Calc Period
Amt,” and then click “Save and Continue.”
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Use the following guidelines for entering data in the Funding Details section.
Funding The Graduate Assistant’s start date is the Funding
Begin Date. (If there are multiple funding sources,
Begin
enter additional rows by clicking on the Plus
Date
symbol. All rows must have the same begin and
end date.)
The distribution percent must always equal or add
Dist %
up to 100%.
Funding Department’s appropriate Funding Combo Code.
Combo
Code
Funding The last date of funding for the Graduate Assistant.
End
Date
From the Prepare Job Offer page, enter comments as needed (e.g. list employee ID if currently
or previously employed), and then click “Submit.”
After the job offer has been submitted, an approval chain will generate. To insert additional
approvers, click on the Plus symbol at the desired point. Note: Employee Data Management
(FSU Job Offer Comp Admin) must be the last approver on the chain. Once approved by the
hiring department and other parties (as applicable), the job offer will route to Employee Data
Management for processing (in conjunction with the GA’s appointment paperwork).
For additional information on Creating Job Offers, see the job aid below:
http://omni.training.fsu.edu/OMNI-Human-Resources/Recruiting-Activities
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