Graduate Assistant Onboarding

Completing Your Online Onboarding

As a graduate assistant at NDSU, you are considered an employee of the university in addition to your status as a graduate student. Before we can process your employment, you are required to apply for an assistantship position in our system called Recruiting Solutions (Oracle/PeopleSoft HRMS).

Payroll Process for Your Assistantship
1. APPLYING FOR YOUR ASSISTANTSHIP
  • Your hiring department will send a link to access Recruiting Solutions.
  • Initiate your application by clicking, "Apply for a Job."
  • When you have completed the process, your hiring department will be notified.

Once your application has been reviewed and approved, you will receive an email to accept the job offer, which will prompt you to enter your Social Security Number and Birthdate.

You can access the Activity Guide Manual to assist you with the online onboarding process.

 

2. BACKGROUND CHECK
  • All teaching assistants must complete a background check.
  • Research assistants who are responsible for, or with access to, controlled substances and other drugs, explosives or potentially dangerous chemicals and other substances are required to complete a background check.
  • Service assistants who meet the criteria outlined here must also complete a background check.
  • The company Sterling Solutions will send a background check request to your NDSU email account or your off-campus email account; follow the directions in the email.
  • You may complete your background check up to three months prior to the start of your assistantship.
  • Not completing the request will result in a delay of processing your hire and will affect your start date.

 

3. ON-BOARDING
  • You will receive an email to complete Section 1 of the Form I-9 and the Employee Information form online.  (This step does not pertain to current employees or students).
  • Complete Section 2 of the Form I-9 by presenting original identification documents (no pictures, copies, or expired documents) to Payroll Services in person no later than the first day of employment.  If Section 2 is not completed by the deadline, your position will be terminated immediately, and you will be required to re-apply and re-do the hiring process.
  • A complete list of acceptable documents is available on the last page of the Form I-9.  Payroll Services is located at 1320 Bolley Drive

For new employees who will be working at one of our off-campus locations, Section 2 will be handled locally. Please contact the Human Resources and Payroll office for instructions to complete this process. 
 

Completing Required Training and Forms

Your responsibilities as a graduate assistant includes completing required trainings and forms.  Failure to complete the requirements can lead to sanctions, including revocation of your tuition waiver and/or termination of the assistantship.  Training is available after your start date and may not be completed prior to working.  You will receive an email from the Graduate School with instructions.

  • Baseline Safety Training and Annual Notice of Policies/Designated Medical Provider Form are both available online here.  The training and form is required annually.
  • Equal Opportunity/Title IX Training must be taken in person.  For off-campus employees, in-person training will be available via Zoom.  Attending a training session meets the training obligation for three years.  Register for a session here.    
  • Lab and Safety Course is required for all employees that work in laboratory spaces.  Completion of the courses meets the training obligation for three years.  The modules are available online here.
  • The initial waste handling (Module 2) for the training above will be in-person (pertains to new employees only).  Refresher training is required every semester thereafter and can be taken either online or in-person.  Register for an in-person session here.
  • Minnesota Tuition Reciprocity is a tuition reciprocity agreement between Minnesota and North Dakota.  This pertains only to students who are legal residents of Minnesota.  Complete a Reciprocity Form here.
  • A Graduate Assistantship Contract will be initiated by your hiring department and you will receive the document via DocuSign.  The contract is a requirement for all graduate assistants.     

You must complete all requirements above to receive a graduate tuition waiver and to avoid late fees.  The tuition waiver covers base tuition for regular NDSU graduate credits only. Students are responsible for any differential tuition, student fees, and tuition for other types of credits taken, such as undergraduate credits or Cooperative Education credits.  

Due to a two week lag with the Payroll process, it may take up to a month to receive your first pay check. Hours worked from the 1st of month to the 15th will be paid on the last day of the month. Hours worked form the 16th of the month to the end of the month, will be paid on the 15th of the following month.