Graduate Assistantship Online Summer 2015 Documentation for Students

Transcription

1 Graduate Assistantship Online Summer 2015 Documentation for Students Graduate Assistantships provide OISE graduate students with the opportunity to work with faculty members on research and/or field development oriented projects. This work enhances students experience by providing them with the opportunity to engage in research projects, developing both their academic and professional skills and preparing them for their future careers. We have moved to a fully online GA job posting system. This shift from a paper-based process to an online system will improve faculty and student experience by providing greater access to everyone. The new system also enables us to be more efficient through the automation of the faculty/applicant matching process and the generation of contracts. BENEFITS OF THE NEW ONLINE GA SYSTEM Students will have access to the system on- and off-site (using their UTORid) Faculty members will have access to the system on- and off-site (using their UTORid) Students will be able to provide a rational and rank each position for which they apply We will be contributing to meeting our goals of sustainability as we move to a paperless system You can access the GA posting system at: te_job_postings/ga_positions/index.html

2 PROCESS AND TIMELINES Here are some important timelines to remember. Task Date Job postings go live; Students can start applying for GA positions April 7 Faculty may start to review and rank applications April 13 Deadline for students to apply to positions April 21 Deadline for students to prioritize their applications April 21 Deadline for ranking of all applications by faculty April 24 Matching Phase 1: One-to-one Matches April 27 Phase 1 Matching results available to faculty and students Deadline for faculty and students to sign contracts from Phase 1 April 29 matching ONLINE GA SYSTEM PROCESSES AND COMMUNICATION We hope this step-by-step guide will help you through the process. Step 1: GA Job Postings Go Live April 7, 2015 Eligible Students with valid UTORids are able to view all approved Graduate Assistantship postings. You can test out whether you have a valid UTORid by logging in at weblogin.utoronto.ca. It is recommended that you do this by the beginning of April before the system goes live. If you are having problems logging into the test site or there is a situation which will delay your ability to be registered in time to obtain a UTORid please send an to oise.gradfinasst@utoronto.ca for assistance. Step 2: Students Apply to Jobs Deadline: April 21, 2015 You may apply for a maximum of five positions. Once you have submitted an application to a position you cannot remove it. We, therefore, encourage you to review all of the jobs you are interested in before submitting an application. If, after you have applied for your positions, you decide to withdraw your application you must speak to your Department Graduate Liaison Officer who will be able to withdraw your application for you. It is recommended that you apply for your positions in the first week of posting (April 7-10) since faculty members may begin reviewing applicants starting April 13, You may however apply to GA positions up until April 21. Once you log onto the system your GA homepage will appear. You will initially see the jobs that are offered by the Dean s Office. However, you may also view all other jobs in the other departments by selecting the department using the drop down menu.

3 Screen shot of jobs and drop down menu You may view the job description details by clicking on the job title.

4 Screen shot of job description If interested in applying for the position, you should click Yes under Apply for Position at bottom of screen. This will open the application page.

5 Screen Shot after the student has clicked "Apply for this position" You will need to provide a Rationale for Applying for the Position and upload a copy of your Resume. The Rationale for Applying for the Position field has a maximum of 150 words. You should provide a brief explanation and description of your skills that demonstrate that you are a suitable candidate for the position. This is essentially your covering letter. Finally, click the Apply for Position button. You will be returned to your GA homepage where you will now see the job you applied for listed with a status of Applied. If you decide not to apply for the position simply click Do not Apply/Back to Main Page. Please note: Once you click on Apply for Position you can no longer withdraw or edit your application.

6 Screen shot of GA homepage showing a job applied for Ranking GA Positions Once you have completed your application process you will need to rank the positions you have applied for in order of preference. This ranking must be done by April 21, 2015, in order for the matching process to work. Your order of preference can be changed up to this date. Screen shot showing preference drop down All positions will show a ranking of 1 until you change the ranking order. To change the rank order by preference click on Edit Ranking which will cause the Update Ranking pop-up menu to appear. Click on the job title of the position you want to move and click either Move Up or Move Down. Once you have finished changing the order of your position you should click Update Ranking and the order of your positions listed above will change accordingly. In the example above, Job#50 has been moved to Rank 1 and the order would be updated once the Update Ranking button was clicked. Step 3: Faculty Rank Applicants Deadline: April 24, 2015 Faculty members may begin viewing and ranking applications for their positions starting April 13, As part of the process, faculty members may remove your application from their list if they feel that your application is not suitable for their position. If this happens the state of the job will change to Unsuccessful.

7 Screen shot of GA homepage showing a job with unsuccessful state Step 4: Matching Phase 1: One-to-One Matches April 27, 2015 In this phase, faculty members are matched with their first-choice applicants who have chosen their position as their first choice. The match is scheduled to run sometime in the morning and you should check your GA homepage on the afternoon of April 27 to ascertain whether you were successfully matched with your first choice. If you have been matched the state of one of your jobs will have changed to Offered and the state will be a live link. Screen shot of student page showing a successful match Step 5: Electronic signing of contracts (Phase 1) Deadline: April 29, 2015 Faculty and students who were successfully matched in this phase have one day to electronically sign their contract. Both faculty and students can sign the contract by clicking on the Offered state (which is a live link). This will open the GA contract page.

8 Screen shot of GA contract page You should carefully read the contract and then indicate your acceptance by clicking I Agree and then the Save Contract button. There are four types of State that you may see on your page with a successful match. Offered you have been matched for the job but neither you nor the faculty member has signed the contract. Offered-Faculty Signed the faculty member has signed the contract but you have not. Offered-Student Signed you have signed the contract but the faculty has not. Successful both you and the faculty have signed the contract

9 Screen shot of GA homepage with Offered-student signed Screen shot GA homepage with Successful Once the contract has been signed you can click on the Successful link and print a copy of the contract for your records.

10 Screen shot of completed contract Step 6: Matching Phase 2: Manual Matching April 30, 2015 In phase two of the matching process, any student who has not been placed in phase 1 will be manually matched. If you were not successfully matched in the first round, you will be contacted once the manual match has been completed.

11 Step 7: Electronic signing of contracts (Phase 2) Deadline: May 1, 2015 Faculty and students who were successfully matched in this phase have until May 1 to electronically sign their contract. Both faculty and students can sign the contract by clicking on the State, reading the contract, and clicking I Agree and then the Save Contract button. If you have been matched in this second phase please read the information in Step 5.