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West Campus, Health Sciences, and School of Medicine

YOUR ACCESS TO HR SYSTEMS & HR DATA

 

HR SYSTEMS & DATA

HR DATA

HR DATA HOUSED IN PEOPLESOFT

Your VP Coordinator will work with you to determine what HR data you need and to submit the access request to hrs_hris@stonybrook.edu on your behalf. 

If you need access to other PeopleSoft data (Non-Employee, Student data, etc.), then you will need to contact the appropriate data custodian. For a list of data custodians and the data they maintain go here.

HR SYSTEMS

DOCUSIGN - GSAP TEMPLATES

All State and RF Graduate Student Appointments (GA/TA/RPA) must be processed through the Garduate Student Appointment Process (GSAP) in DocuSign. To obtain the appropriate template access in DocuSign:

  1. Email hrs_state_appointments@stonybrook.edu for GA/TA Appointments and rf_appointments@stonybrook.edu  for RPA Appointments.
  2. Use “GSAP Envelope Access“ as the subject line
  3. Include the following information in the body of your email: Your Name, SBU ID #, Department Name, Envelope Name: GSAP New Hire.

The HR Appointment Unitswill coordinate access with Admin Application Support. Once granted, you will be notified via email.

TMS - REQUISITION OR OFFER APPROVAL PERMISSIONS

Your VP Coordinator works with you to fill out the necessary Dynamic Approval Routing (DAR) Access Form and submit it to hrs_tms@stonybrook.edu for processing on your behalf.

CAMPUS SYSTEMS USED TO RECRUIT AND/OR HIRE A NEW POSITION

The system used to hire a new position will depend on the position you are looking to fill.

TMS

TMS, our Talent Management System, is used to both recruit and then appoint State and RF professional staff positions. For information on how to request the appropriate level of permissions, create and navigate a requisition, the search & selection process including search chair or committee training, creating offers of employment, onboarding and more visit  TMS Resources

INTERFOLIO

INTERFOLIO is the system used to recruitnew faculty and the appointing of faculty is completed outside the Interfolio system. The Provost’s Office is the area that oversees this process for WC and the SOM Dean’s Office oversees this process for the HSC. 

For more information on the WC process go here. For the HSC process, contact your Department Administrator.

handshake

HANDSHAKE is the system used to recruit for student employees. The Career Center is the area that oversees this process. For more information, visit Student Employment

Once your recruitment efforts are complete, the following systems are used to appoint the selected student into the position:

- SOLAR is the system used to appoint a student into a Student Assistant (SA) or Federal Work Study (FWS) title. The Career Center is the area that oversees this process. For more information, visit Student Employment.

- RF APPOINTMENT FORMS are used to appoint a student into the following hourly RF student titles: Research Aide (RA) and Senior Research Aide (Sr. RA). The RF Payroll & Appointments area oversees this process. For more information, go here.

- DOCUSIGN is the system used to appoint a student into the following graduate student employee titles: Graduate Assistant (GA), Teaching Assistant (TA), and Research Project Assistant (RPA). The HR’s Appointment units are the areas that oversee this process. For more information,  visit Graduate Student Employment Guidelines.

TEMP AGENCY FORMS

TEMP AGENCY FORMS are used to request to hire staff from a temp agency. HR’s Recruitment unit is the area that oversees this process. For more information, visit
Temporary Staffing Services.