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This is a live page and will be updated. Please check back on this page for updates before sending inquiries (via Google Form here). To “watch” this page for updates, click on the eye icon at the top right of this page, or, see the “Collab Access” section at Graduate Financial Support FAQs for more detailed instructions. |
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Final Date for Departments to send letters via GSR Appointment Letter Spreadsheet : was 4:30pm on Thursday, July 13, 2023 The final date for departments to make changes or request letters via the GEPA Summer 2023 GSR Appointment Letter Generation process will be was 4:30pm Thursday, July 13, 2023. After this date, edit Edit access for non-GEPA staff will be has since been removed. Thereafter, hiring Hiring departments should plan to issue appointment letters or appointment letter corrections manually and send them to the students directly. The Google form for returning signed appointment letters will still be available. | ||||||
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Special instructions for departments hiring Joint Doctoral Program (JDP) students For Summer 2023, appointment letters must not be sent to JDP students without GEPA and Labor Relations review. Hiring departments must use the GEPA process, and not create local, manually generated letters for JDP students. Note: it does not matter if the hiring department is not a JDP, the student’s major code is the determining factor here. If you have any questions about this We sent out nearly 1,900 letters to our students working as Graduate Student Researchers this summer! We thank you all for your flexibility and collaboration as we worked through this process. Please see below for guidance on sending GSR Offer Letters and how to access the GSR Letter Template. If you have questions after reviewing the current process, please open a ticket via email to grademployment@ucsd.edu as soon as possible. |
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Current Practice for Sending GSR Offer Letters
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Friday, June 2, 2023
9:00 am-9:50 am via Zoom <--- just added!
https://ucsd.zoom.us/j/92503099795
Wednesday, May 31, 2023
9:00 am-9:50 am via Zoom AND 2:00 pm-2:50 pm via Zoom
https://ucsd.zoom.us/j/92503099795
Past Sessions for Spring 2023:
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The working sessions will not be recorded.
Process Details
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Here is a rough overview of how the GSR appointment letters were generated for Spring 2023 and will continue to be generated for Summer 2023: |
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title | Instructions for Google Sheet "GSR Appointment Letter Generation 2023" |
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Note: access to this document is tightly restricted. Please see “Actions & Information Requested from Hiring Departments” above and FAQ “I cannot access the Google document/sheet links referenced above. How can I get access?” for more information. |
These instructions below are a summary of the process. Thorough processing instructions can be found on the “Instructions” tab of the “_GSR Appointment Letter Generation 2023” spreadsheet.
“Letter Data” tab: Pre-Existing Appointments in UCPath
Hiring Department reviews Letter Data tab and updates data as necessary
Once review is complete/updates have been made, hiring department updates the Department Review section in columns E-G
FSU will review Department Review status and send letters to those with status “Ready to Send” in columns E-G regularly
Note: if it has been more than 3 business days since you updated status of “Ready to Send”, please tag Kacy Cashatt in a comment
Note: FSU will not take action on line items with department review status of “Pending Review” nor “DO NOT Issue Letter”
Once letters are sent, a PDF of the letter will be generated in columns E-F and date the letter was sent will be reflected in column G.
“New Appointment Template” tab: Blank template for SU23 GSR appointments not on “Letter Data” tab
Hiring Department completes all relevant payroll fields
Note: columns S-AI and AO that are not highlighted (white) should be completed by department
Hiring Department double-checks that based upon data entered, information in the orange highlighted fields (columns I-R) is accurate
Once entry is complete, hiring department updates the Department Review section in columns E-G
FSU will review Department Review status and send letters to those with status “Ready to Send” in columns E-G regularly
Notes:
If it has been more than 3 business days since you updated status of “Ready to Send”, please tag Kacy Cashatt in a comment
FSU will not take action on line items with department review status of “Pending Review” nor “DO NOT Issue Letter”
FSU will move these line items to the “Letter Data” tab and send out the letters.
Once letters are sent, a PDF of the letter will be generated in columns E-F of the “Letter Data” tab and the date the letter was sent will be reflected in column G.
“Student Acceptance Responses” tab
In the Appointment Letter, students are advised to return a copy of their signed letter via Google Form. Those Google Form responses can be found on the “Student Acceptance Responses” tab for your reference.
Although the Google Form is available for students to submit their responses, it is not a requirement. If a student has access issues with the Google Form, they can submit the signed letter directly to the hiring department.
Note: You can see the draft instructions here for a preview of the steps in the process.
FAQ
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For general contract FAQs, please see Implementation of New Labor Contracts for GSRs, ASEs and Postdocs To submit questions specifically about the appointment letters, please use this Google Form. |
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See the “Google Drive - Access to Shared Documents and Folders” section at Graduate Financial Support FAQs for more detailed instructions. |
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Yes - please click here to see the template. |
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Although we recommend utilizing the GSR Appointment Letter Generation process for Spring 2023 and Summer 2023, you can utilize the 2022-23-GSR Appointment Letter Template to send a GSR appointment letter manually. Ensure you are updating all the required data points before sending. Please see instructions below for how to save a copy and make updates for yourself. There are 2 options: make a copy and save to your personal/departmental Google Drive or download as a word doc. Recommended: Make a Copy
Alternative: Download
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Yes. Work is already in progress to make these enhancements, anticipated for use beginning with Fall 2023 appointments. |
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As each hiring department and graduate program have unique administrative structures, this decision should be made by departmental/program leadership. Note: all sheets require login using UCSD credentials, and change history is automatically logged. |
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Yes. We will ask hiring departments to enter details into additional rows on the “New Appointment Template” tab that match the format of the data pulled from EAH for existing appointments. |
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We recognize the appointment letter process for trainees/fellows has been pending review in anticipation of additional guidance from UCOP since Spring. We appreciate your continued patience and hope to have an update soon. |
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Yes. We will ask hiring departments to validate or overwrite data, pulled from EAH for existing appointments, on the “Letter Data” tab. |
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We will ask hiring departments to confirm which employees will receive letters, and indicate those who should not, on the “Letter Data” spreadsheet. If a student is included on this tab but should not be employed for Summer 2023, please select “DO NOT Issue Letter” in the Department Review columns (E-G). |
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No. If the information in the letter you’ve already sent to the GSR was accurate and contained all contract-required information, you do not need to resend letters using this process. |
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Yes. |
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Establish a single point of contact (POC) for each hiring department, and record it in the Google Sheet found here: Hiring Department POC
Note: The Hiring Department POCs carried over from Spring 2023. Please review POCs for your department(s) and update for Summer 2023 as appropriate. |
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Determine which departmental administrative staff will help to update or validate data used to generate appointment letters, and record it in the Google Sheet found here: Access to Letter Data
Note: if you have already been granted access (i.e. your name is listed on the “Access to Letter Data” tab and columns D & E list “Complete”), you can access the Letter Generation spreadsheet by clicking the link in cell D2 of this tab. |
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Note: see detailed instructions below for the “Letter Data” tab The EAH contains data only for existing appointments that have been entered into UCPath. We recognize that some necessary data in UCPath will not be available or updated before the generation of appointment letters. Be prepared to enter the following information in the Letter Data spreadsheet:
Note: specific instructions on how to enter data on the Letter Data spreadsheet are on the first tab of the spreadsheet titled “Instructions”. Thanks! |
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Note: see detailed instructions below for the “New Appointment Template” tab The EAH contains data only for existing appointments that have been entered into UCPath. We recognize that some appointments will not be entered in UCPath before the generation of appointment letters. Be prepared to enter the following information in the Letter Data spreadsheet:
Note: specific instructions on how to enter data on the Letter Data spreadsheet are on the first tab of the spreadsheet titled “Instructions”. Thanks! |
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title | Questions? Plan to attend working sessions with GEPA FSU to edit, review, and send the letters. |
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After department review, the steps require action by GEPA FSU staff and cannot be completed independently by hiring department or graduate program staff.
Upcoming Sessions for Summer 2023:
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We’ve created a handy template that lists out the appointment letter fields and also includes the calculations we utilized on the generation spreadsheet, including PTO Number of Days, JOB FTE, Salary Step Number, and Salary Step Monthly Calculated Rate. The google sheet is View Only but you can download to Excel to utilize for your manual offer letter generation.
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FAQs
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For general contract FAQs, please see Implementation of New Labor Contracts for GSRs, ASEs and Postdocs To submit questions specifically about the appointment letters, please use this Google Form. |
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Effective Spring 2023, all hiring units should send offer letters to graduate students hired as Graduate Student Researchers (GSRs). Starting Friday, July 14, 2023, the hiring department should create a copy of the 2022-23-GSR Appointment Letter Template, update all relevant information, and send the offer letter to students. |
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Please click here to see the template. |
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You can utilize the 2022-23-GSR Appointment Letter Template to send a GSR appointment letter manually. Ensure you are updating all the required data points before sending. Please see instructions below for how to save a copy and make updates for yourself. There are 2 options: make a copy and save to your personal/departmental Google Drive or download as a word doc. Recommended: Make a Copy
Alternative: Download
Tip: If you have numerous letters to send, we recommend utilizing a Mail Merge to create and/or send out the letters. |
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Yes. Work is already in progress to make these enhancements, anticipated for use beginning with Fall 2023 appointments. |
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As each hiring department and graduate program have unique administrative structures, this decision should be made by departmental/program leadership. For reference, the contacts that were utilized on GSR offer letters for Spring 2023 and Summer 2023 thus far are listed at GSR Appt Letters Hiring Department POC. Note: all sheets require login using UCSD credentials, and change history is automatically logged. |
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Yes. We ask hiring departments to send GSR offer letters to all graduate students they are hiring into GSR titles. |
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We recognize the appointment letter process for trainees/fellows has been pending review in anticipation of additional guidance from UCOP since Spring. We appreciate your continued patience and GEPA will reach out separately to units with contract-covered trainees and fellows with guidance for the remainder of the Summer 2023 quarter. |
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No. If the information in the letter you’ve already sent to the GSR was accurate and contained all contract-required information, you do not need to resend letters for Summer. |
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Please send an updated letter to your GSR(s) utilizing the 2022-23-GSR Appointment Letter Template. Alternatively, if you have a copy of the original offer letter that was sent, you can make the desired updates to that copy. |
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Please send an offer letter to your GSR(s) utilizing the 2022-23-GSR Appointment Letter Template. |
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GSRs earn 1 day of PTO per month worked the equivalent of 25% FTE. To determine if you student worked the equivalent of 25% for the duration of any particular month, see the calculation below: Formula: Days Worked / Working Days in Month x FTE
Alternatively, we have created a helpful calculator to determine the number of PTO days based upon days worked and the appointment FTE. Please see the PTO Calculator/Examples tab of the following spreadsheet: _GSR Appointment Letter Fields > PTO Calculator/Examples. This spreadsheet is View Only so you will need to download (File > Download > Microsoft Excel) in order to edit.
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If you are hiring a JDP student, please ensure you are using the 2022-23-GSR Appointment Letter Template provided by GEPA and reviewed by Labor Relations. Hiring departments must use this letter template. Note: it does not matter if the hiring department is not a JDP, the student’s major code is the determining factor here. If you have any questions about this process, please open a ticket via email to grademployment@ucsd.edu as soon as possible. |
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Historical Process for GSR Appointment Letter Generation. The guidance and process below is no longer in effective after 4:30pm on Thursday, July 13, 2023.
If you need View Only Access to GSR Letters sent prior to 7/14/2023, see below. For information on how to send GSR Letters 7/14/2023 and after, see guidance above for Current Process
Historical Process (letters sent 7/13/2023 and prior)
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Establish a single point of contact (POC) for each hiring department, and record it in the Google Sheet found here: Hiring Department POC
Note: The Hiring Department POCs carried over from Spring 2023. Please review POCs for your department(s) and update for Summer 2023 as appropriate. |
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Determine which departmental administrative staff will help to update or validate data used to generate appointment letters, and record it in the Google Sheet found here: Access to Letter Data
Note: if you have already been granted access (i.e. your name is listed on the “Access to Letter Data” tab and columns D & E list “Complete”), you can access the Letter Generation spreadsheet by clicking the link in cell D2 of this tab. |
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Note: see detailed instructions below for the “Letter Data” tab The EAH contains data only for existing appointments that have been entered into UCPath. We recognize that some necessary data in UCPath will not be available or updated before the generation of appointment letters. Be prepared to enter the following information in the Letter Data spreadsheet:
Note: specific instructions on how to enter data on the Letter Data spreadsheet are on the first tab of the spreadsheet titled “Instructions”. Thanks! |
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Note: see detailed instructions below for the “New Appointment Template” tab The EAH contains data only for existing appointments that have been entered into UCPath. We recognize that some appointments will not be entered in UCPath before the generation of appointment letters. Be prepared to enter the following information in the Letter Data spreadsheet:
Note: specific instructions on how to enter data on the Letter Data spreadsheet are on the first tab of the spreadsheet titled “Instructions”. Thanks! |
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After department review, the steps require action by GEPA FSU staff and cannot be completed independently by hiring department or graduate program staff. Upcoming Sessions for Summer 2023:Friday, June 2, 2023 Wednesday, May 31, 2023 Past Sessions for Spring 2023:
The working sessions will not be recorded. |
Historical Process Details (letters sent 7/13/2023 and prior)
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Here is a rough overview of how the GSR appointment letters were generated for Spring 2023 and will continue to be generated for Summer 2023 through 7/13/2023. For GSR offer letters needing sent after 7/13/2023, please see Best Practice for Sending GSR Offer Letters, effective Friday, July 14, 2023. |
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These instructions below are a summary of the process. Thorough processing instructions can be found on the “Instructions” tab of the “_GSR Appointment Letter Generation 2023” spreadsheet. “Letter Data” tab: Pre-Existing Appointments in UCPath
“New Appointment Template” tab: Blank template for SU23 GSR appointments not on “Letter Data” tab
“Student Acceptance Responses” tab
Note: You can see the draft instructions here for a preview of the steps in the process. |