Using the GAIN System
Using the GAIN System
The individuals who post the nominations in the system are referred to as “Hiring Managers.” Once posted, the nomination will have to be approved twice; once by the “Chair/Department Head” and once by the “Dean/Unit Head.”
GA Nominations Login
Click on the links below to Log In to the GAIN System:
Logging into the System
Everyone’s user name is their EKU email without the “@eku.edu” (typically their firstname.lastname) all lowercase letters.
If a password is forgotten, go to the appropriate login page (“Hiring Managers” or “Chairs & Deans”) and click on the “forgot password” link. Type in your login and the system will email you your password. You must be using the correct login screen for your assignation and your login must be in all lowercase letters.
If you have never submitted a nomination before you will need to fill out the User Registration form.
If you submit an incorrect or incomplete nomination, click on “Edit Nominations” in the left-hand menu bar to make changes. If the “Chair” and/or “Dean” has approved the nomination, they will need to reapprove once changes have been made.
A nomination cancellation request can be made by clicking on “Request Cancellation” in the left-hand menu bar. This will send an email to Amber Gray to have the position cancelled. You must include the student’s last day of work if they had been active.
For Returning GAs
GA nominations must be renewed each semester. To do this, log into the GA nomination website and click on “Renew Nominations” in the left-hand menu bar. Make any updates necessary and submit.
For New GAs
Make sure they have been/are being processed through the HR OES. New GAs must have both the Grad School nomination and the HR OES completed.
Checking GA Status
After submitting a nomination, check the status of that nomination by logging into the website and clicking on “View by Term” in the left-hand menu bar. Select the current term, and a list of the GAs submitted for that term will be displayed. By clicking on the maroon links next to each student, you can view his/her nomination form. The list of approvals is listed at the bottom of each form. If it has been several days and the “Chair” and/or “Dean” has not approved, please contact them to see that the nomination is processed as quickly as possible. Once the approval from HR appears on the bottom of the form, the student has been approved for hire. If it has been several days and HR has not approved, please contact the HR office to find out what is preventing that student from being approved.
Missing a Pay Date
If a student does not receive a paycheck:
- Check to make sure a nomination form has been submitted by logging into the system and clicking on “View by Term.”
- Check that the nomination has been fully approved by logging into the system. If the nomination has been submitted, make sure it has been approved. If it is missing a “Chair” or “Dean” approval, contact that person to have it approved. If it is missing a Grad School approval, contact Demita Kubala. If it is missing an HR approval, contact HR.
- If the nomination has been fully approved, check to make sure the student has filled out their payroll paperwork by calling HR.