Quick Links
- HR Action Request Form (To hire or management a GA HR appointment including funding changes)
- Graduate School Handbook
CVM Graduate Program Coordinator: Shannon Binkley (binkley.45@osu.edu)
IMPORTANT NOTE ABOUT PROCESSING DEADLINES: Any notice to hire or make changes to a GA appointment, must be received by the minimum days noted for each task. Failing to meet these notification minimums, will result in a delay in the hire, tuition waivers, health insurance or other benefits and/or pay to the GA.
GA Appointment Processes
A. Hiring a Graduate Associate
1. Discuss the intent to hire a GA with the CVM Office of Graduate Studies and the Graduate Program Coordinator (Shannon Binkley). Do not contact CVM HR to discuss appointing GAs.
2. Submit an HR Action Request Formto begin the process of posting a position for the candidate to apply via Workday. This is required step per the University’s hiring policies.
3. The Graduate Program Coordinator will coordinate the job requisition process with CVM Human Resources and Talent Acquisition.
4. The Graduate Program Coordinator and Talent will work with the hiring manager to move the candidate through the required hiring steps including a background check (if not passed one in the past 12 months).
5. The Graduate Program Coordinator will work with the hiring PI/faculty member on onboarding of the new GA to the College.
6. Requires a minimum of 30 days notice for processing.
B. Funding Changes
1. Submit GA appointment funding changes via the HR Action Request Form .
2. The HR Action Request Formit will route to Finance for approval and then to the Graduate Program Coordinator.
3. The Graduate Program Coordinator will notify CVM HR of all funding changes.
4. Do not notify CVM HR of GA funding changes. All requests have to be submitted via HR Action Request Form and managed through Finance and the Graduate Program Coordinator.
5. Funding changes are processed based on the order they are received and the effective dates.
6. Funding changes received after the University’s monthly payroll deadlines, will be processed prior to the deadline of the next payroll deadlines.
C. Lab/PI Changes
1. Submit GA lab or PI changes via the HR Action Request Form .
2. The HR Action Request Form will route to Finance for approval and then to the Graduate Program Coordinator.
3. The Graduate Program Coordinator will notify CVM HR of all lab/PI changes.
4. CVM HR will work with the Graduate Program Coordinator and Talent Acquisition to create a job requisition for the GA candidate to apply and begin the transfer process.
5. Do not notify CVM HR of GA lab/PI changes. All requests have to be submitted via HR Action Request Form and managed through Finance and the Graduate Program Coordinator.
6. Because lab changes involve a new manager of record, a job requisition will be created and the GA candidate will need to apply to that job requisition and go through the recruit to hire process.
7. Lab/PI changes are processed based on the order they are received and the effective dates of change.
8. Additional approvals at the University level may be required.
9. A background check is required if a background check has not been completed within the past 12 month.
10. Requires a minimum of 30 days notice for processing.
D. Stipend Adjustments
1. Submit a stipend adjustment via the HR Action Request Form .
2. The HR Action Request Form will route to Finance for review and approval.
3. The Graduate Program Coordinator will verify that the proposed stipend aligns with university and college policies on GA compensation.
4. Do not notify CVM HR for stipend adjustments. All requests have to be submitted via HR Action Request Form and managed through Finance and the Graduate Program Coordinator.
5. Stipend changes must be received prior to the current months payroll deadline otherwise, the change will be processed in the next pay period.
E. Transferring from a GA to Staff position or Vice-Versa (Requires a minimum of 30 days notice)
1. The GA must be transferred to a new position via the HR Action Request Form and the Recruit to Hire process must be completed in Workday. Exceptions are not possible.
2. It is not possible to change the manager or lab without a new position being created.
3. Individuals who have not had a background check completed in the past 12 months will require a new background check which can take up to 2 weeks to process. PIs and GAs should plan accordingly.
4. Requires a minimum of 30 days notice for processing.
