Hiring a ASE/GSR

Flow Chart ASE GSR hiring process

The above is a high-level process flow of the steps BEST takes in partnership with their campus departments to hire an Academic Student Employee (ASE) or Graduate Student Researcher (GSR). Below are more details about what each step involves. 

Who to contact 

Service/Action

Department/GSAO

  • Identifies the ASE/GSR they would like to hire on smartsheet

  • Determines if ASE/GSR will work outside of US and gather necessary approvals and updates smartsheet

  • GSAO approves academic standing on smartsheet

  • FA or Department contact approves ASE appointments for funding on smartsheet

  • RA or Department contact approves GSR appointments for funding on smartsheet

  • Create or update vacant ASE position numbers or request to update filled ASE position numbers and provides information on smartsheet

  • Provide all necessary information to create and update GSR position numbers and provides information on smartsheet

  • Requests requiring Graduate Division Dean approval or if employee works more than 50%, please seek approval from Student Head Graduate Advisor

  • Funding changes associated to position number

Graduate Division

Grad Div email for general inquiries is:

gradappt@berkeley.edu

Grad Div email for fee remission inquiries is:

feeremissions@berkeley.edu

L&S Dean’s Office

  • Consult L&S Dean’s office if department believes an employee will be working outside of the US

HR Generalist

HR contact list

  • Process terminations

  • Process hiring

  • Guidance on damage payments

  • Initiate overpayments and provide information on why overpayment occurred and gross amount was derived.

  • HR Generalist can respond to questions about:

    • Intercampus fee remissions

    • Specific student(s) not receiving fee remissions

    • ASE/GSR deadlines

    • How to submit your appointment on smartsheet

    • Short work break

    • Onboarding

    • Employee’s paychecks

    • Position numbers

    • End dates

    • General questions about timekeeping tools. Specific questions need to be routed to caltime.berkeley.edu

UCPath Center

  • Overpayment collection process and questions about overpayment letter totals or overpayment deductions.

  • Stop payment and reissuance of checks 

  • Change of address requests via self service

  • Direct Deposit

  • Questions about paycheck deductions

Simple Hire Form

Use this form to start a hiring request with HR. Because this is a simplified form, please allow extra time for processing. Note: This form is for submitters outside of GSAO/Admin only.

Check Hiring Status

If you are being hired or have a current ASE/GSR appointment, click here to check the status of your appointment processing.

GSAO View

If you are a GSAO, currently hiring a ASE/GSR click here to view the status of your request

Supervisor Hiring Request

If you are a supervisor, currently hiring a ASE/GSR click here to view the status of your request

Related Links

Helpful Links