1 | P a g e
Last revised: 7/16/21
OMNI HR Training Guide
Appointing Graduate Assistants via GA Express
Key Information:
Required Roles: FSU_ERS_ADD_EXPRESS and FSU_SS_MANAGER
OPS Hiring Checklist
Graduate Assistant Modifiers and Class Codes
OPS Appointment Information
Payroll Deadlines - Smart Onboarding Actions
The Graduate School
Understanding the Process:
This guide will detail the steps to appoint Graduate Assistants via GA Express in OMNI HR.
Similar to the OPS Express process, each semester the Office of Human Resources creates a job opening called
the GA Express for departments to hire graduate assistants. The GA Express job opening will display for
departments in the Recruiting > Search Job Openings list, but it is not advertised for applicants to apply. The
department creates the appointment record and links the record to the current GA Express job opening.
The hiring department must ensure that the candidate qualifies, is interviewed, and pre-employment checks
are completed; however, with regard to system coding, the department does not have to request applicants
to be routed, create interview evaluations, record disposition codes, or complete the pre-employment
checklist in OMNI.
Once the department has discussed the anticipated start date, stipend, and appointment details with the
candidate, they may proceed with creating the express appointment and entering the job offer in OMNI as
detailed below.
Step
Action: Obtaining Key Appointment Information
1.
• Ask the candidate to provide you with their Student ID/EMPLID and FSUID for the
purpose of the department creating the appointment record.
o The candidate can find this information by logging into the myFSU portal
and referring to the section under “Welcome” in the upper right of the
page.
o Never ask for a candidate’s password.
o Obtain a valid email address from the candidate.
2 | P a g e
Last revised: 7/16/21
Step
Action: Logging in to Get Started
2.
Log into myFSU > click on the HR icon.
Step
Action: Creating the GA Express Appointment Record
3.
From the Department Administration page or the Navigator > click Recruiting >
Add Express Appointment.
3 | P a g e
Last revised: 7/16/21
Action: Adding the Student’s Information
IMPORTANT! Completing the steps below will sync the onboarding invitation with the candidate’s myFSU account;
therefore, it is very important that you have confirmed their information before starting this process.
On the Express Appt page:
a. Choose Employee from the Applicant Type drop-down menu > click Search.
b. On the search page, enter the Empl ID/Student ID and FSUID IN ALL CAPS in the User ID field > click
Search.
c. When you have confirmed a match, click Select to continue adding the record.
4 | P a g e
Last revised: 7/16/21
d. The candidate’s name and last known email address will populate on the page. Update the primary email
address as needed.
e. Click Save or Save and Create Another to add additional express appointments.
f. Note the Applicant ID that generates.
Notes:
• The email address provided is where the Smart Onboarding invitation will be sent later in the process.
• The Empl ID/Student ID will carry over to the job offer. When the Onboarding invitation is launched, the
candidate will be directed to login at the myFSU portal to complete onboarding.
• Creating the record as an employee applicant type allows some existing data from the student database to
prepopulate into the onboarding session, making it a faster process for the candidate.
Step
Action: Searching for the Record
4.
Navigate to Recruiting > Search Applicants > enter the applicant ID in the Applicant ID field > click Search.
5 | P a g e
Last revised: 7/16/21
Step
Action: Linking the Record to the GA Express Pool
5.
Across from the candidate's name, use the Actions drop-down menu to select Link Applicant to
Job.
Step
Action
6.
Enter the appropriate GA Express job ID in the Job Opening
ID field or use the magnifying glass icon
to select the GA Express pool corresponding to the employee’s begin date > click Link.
6 | P a g e
Last revised: 7/16/21
Process Tip:
If you created multiple GA express appointment records in step 3 and need to link them all to the same job opening,
you may do so in mass from the Search Applicants page.
On this page, set the Applied Within drop-down menu to 010-Today > Search > ensure you only check the boxes next
to the records you created > use the Group Actions drop-down menu at the bottom > Link Applicant to Job > enter the
job ID > click Link.
Navigate directly to the Job Opening via Recruiting > Search Job Openings and prepare each job offer following the
steps below.
Last revised: 7/16/21
7 | P a g e
Step
Action: Preparing the Job Offer
7.
After the applicant record has been successfully linked, click on the candidate's name.
Step
Action
8.
Across from the Job Opening, click on Other Actions > Recruiting Actions > Prepare/View Job Offer.
Step
Action
9.
Begin on the Offer Details tab.
Last revised: 7/16/21
8 | P a g e
Step
Action
10.
On the Offer Details tab, complete the required fields, ensuring that:
• Offer Amount is entered at an annualized rate (annualized rate = hourly rate x standard
weekly hours x 2 x frequency) and is at/above the minimum required salary for a GA
• Frequency is 26.1
• Appropriate Job Code is used (do not leave as OPSX)
• Begin Date is at least 2 - 3 weeks out to allow time for approvals, Smart Onboarding
completion, and background check completion (if applicable). Reference Payroll Deadlines
for Smart Onboarding Actions.
• Plus sign is clicked to add multiple funding sources. The total Percent of Distribution must
equal 100%.
• Combo Code contains an “O”
• Job offer has a Funding End Date
• Calc Period Amt button is clicked
• In the Comments box, it is indicated whether the candidate is a new hire, rehire, or
additional appointment
Notes:
-If you are unsure of the candidate’s citizenship status select “Yes”, as the candidate
will specify this in the onboarding portal.
-The appropriate Empl Class will populate based on the selected job code.
-The Pre-Mgr Approver field is optional.
Last revised: 7/16/21
9 | P a g e
Step
Action
12.
Answer each question on the Background Check Questionnaire; No or Yes as applicable.
Obtain these answers from the hiring supervisor prior to entering them.
Once the questions are answered, the background level will generate at the bottom of the
questionnaire.
The background check level will be reviewed by Human Resources Background Check staff
prior to approving the job offer.
Note: For more information on background checks as it relates to Graduate Assistant
appointments, click here.
Step
Action
11.
Click the Background Check tab.
Enter a detailed Description of Duties for the appointment. Enter comments as needed.
Confirm the Budget Manager and Budget Manager Email is correct.
Enter or look up a valid Purchase Order # or enter a valid Foundation Fund # to pay for the
background check. The Line # will generate based on purchase order selected.
Last revised: 7/16/21
10 | P a g e
Sample:
Last revised: 7/16/21
11 | P a g e
Step
Action
13.
Click the Outside Recruiting tab.
Answer Questions 1 and 2. If “Yes” to question 1, list the external advertising sources in
the box, and keep a copy of those ads in department’s recruitment records.
For Question 2, answer "Not Applicable" for GA job offers.
Step
Action
14.
Click Save as Draft to save or Submit for Approval to submit the job offer. Click the
OK button.
Last revised: 7/16/21
12 | P a g e
Step
Action
15.
Navigate to the Approvals tab to review the status of the job offer in the workflow.
To insert an additional approver, click the plus sign at the desired point, ensuring that
the Job Offer Express Approver is listed last.
Next Steps: Once the job offer is final approved, HR will launch the
Smart Onboarding invitation to the candidate. The candidate will receive an email
with the link to complete the Onboarding process. The candidate will utilize their
myFSU credentials to log in.
The job offer initiator and Department Representative will also receive an email
indicating that onboarding has been launched, what type of Onboarding package the
candidate will be completing, and tips for success.
Notes:
To check the status of a job offer: go to Recruiting > Search Job Openings >
across from the candidate’s name, click Other Actions > Recruiting Actions >
Prepare/View Job Offer > Approvals tab.
To make edits: the originator must click Edit Offer and make the changes >
Calc Period Amount > Submit for Approval.
Last revised: 7/16/21
13 | P a g e
Tips for Success:
•
As a security measure, students will be prompted to go through two-factor
authentication (2FA) via Duo once logged into their onboarding account.
For more information and troubleshooting tips to share with candidates, click here.
•
Link appointments to the correct express pool (GA Express), and under the
corresponding pool for the start date.
•
Enter a valid email address when creating the record (verify with candidate or
supervisor). Do not use email type Campus or Business for personal email addresses.
•
Do not create your own GA Express opening—HR creates these pools each semester.
•
Do not link appointment records to non-express pools (applicants must apply for
advertised openings).
•
Do not enter a job offer when an e-PAF can be used [e.g., funding changes, transfers to
a compatible job code (such as, GA to GA), department changes, FTE changes, and
reappointments/extensions].
Congratulations! You have completed the topic.
Questions on this procedure? Contact your assigned Employment Recruiter.
