Policy #2103 Policy currently under revision
Graduate Assistants

Date: February 19, 2001
Responsible Officer: Dean, Graduate School

Graduate assistantships contribute significantly to the programs of both academic and non-academic areas of the University. Assistantships also provide financial assistance to qualified students whom otherwise might not be unable to pursue graduate degrees. They also offer opportunities for students to gain worthwhile teaching and other experiences relevant to their chosen discipline. In accordance with university policy and employment guidelines, graduate assistants will work approximately 20 hours each week.

RESPONSIBILITIES
The dean of The Graduate School is responsible for the general supervision of the assistantship program and has responsibility for:

• overseeing budget allocation of positions to departments or programs on the basis of their enrollment and/or their plan for utilization of the assistants; and
• approving the appointment of graduate assistants recommended by the department head or program director and concurred in by the appropriate academic dean/provost or vice president.
• ensuring that work does not begin prior to completion and submission of all required forms.

The department head or program director has responsibility for:

• reviewing and hiring assistants;
• budgeting for assistantship stipend (wages) and/or tuition allocation (unless tuition is paid by The Graduate School);
• ensuring that the duties of graduate assistants are in accordance with the job description on file in each department or program area; and
• submitting official notification to the dean of The Graduate School of each resignation before the position is reassigned.

CLASSIFICATION OF GRADUATE ASSISTANTS
Graduate Assistant: A student with this classification is Assigned to an academic department to assist faculty members in Preparing for instruction, leading discussion groups, grading papers, conducting research, preparing laboratories, doing routine departmental tasks, etc. A graduate assistant will register for 9 hours of coursework each semester.

Graduate Assistant in Non-Academic Areas (Service Assistant): A student with this classification is assigned to either an Administrative office or to a support program. Specific duties will vary and may not be comparable because of the variety of areas of responsibilities. A service assistant will register for 9 hours of coursework each semester.

Research Assistant: A student with this classification is Assigned to a specific faculty member to assist with research and Data-gathering in specific program disciplines (generally in the Pure sciences). Specific duties will vary. A research assistant Will register for 9 hours of coursework each semester.

Teaching Assistant: A student with this classification is assigned to an academic department and is expected to produce credit hours. Appointment as a teaching assistant will generally be limited to second-year graduate students who have earned at least eighteen (18) graduate hours in their discipline. Students in doctorate program will also serve as teaching assistants. A teaching assistant is expected to have close supervision by a member of the graduate faculty. To be considered as a full-time teaching assistant, the student should be assigned a six-hour teaching load or its equivalent. A teaching assistant will register for 9 hours of coursework each semester (hours may vary for doctoral students.

PROCEDURES
1. As early as possible, prior to the beginning of the academic year, the dean of The Graduate School will determine the total number of graduate, service, research and teaching assistantships available and the amount of the stipends (wages) to be paid. In all cases, the stipend (wages) are paid by the hiring Department or program area. Tuition allocations may be paid by the University (through The Graduate School), the hiring department or the program area as determined by the university budgeting process.

2. The dean of The Graduate School, in conjunction with the budget director, will determine the allocation of the assistantships among the colleges and divisions. Academic deans/provosts and division vice presidents will determine the allocation of assistantships by department and program and will inform the dean of The Graduate School. A list of departments/programs offering graduate assistantships is posted on the Graduate School web site. Reallocation across college lines will be the responsibility of the Graduate Council working closely with the academic deans/provosts.

3. Students may obtain applications for assistantships from The Graduate School or downloaded from the Graduate School web site; an exception applies to international applicants who must request an international assistantship application directly from the Graduate School. An application form must be completed and submitted by the student directly to The Graduate School. Once a student is fully accepted into a graduate program, copies of the student's application will be distributed to the student's top four (4) department/program choices for employment.

4. Department heads/program directors will review applications. If the award of an assistantship is recommended, the department head or program director will contract the student for the approved time period and secure a signed position description, which stipulates the various duties of the particular assistantship. The signed contract, job description, tax forms, I-9 form and direct deposit forms will be forwarded to The Graduate School for dispersal to other university offices, i.e., Financial Aid and Scholarships, Payroll and Student Aid Accounting. Copies of the (NCR) contract and job description are available from The Graduate School. Students may not begin work prior to completion and submission of all required forms. Department heads/program directors must acknowledge all applications.

6. For new assistantship positions, The Graduate School, working with the Budget Office, will verify that funds are available and assign new position numbers.

7. Students who are reappointed from one academic year to the next will be required to complete the Graduate Assistantship Contract (part A and B) forms only.

9. All graduate assistants should be appointed and all contract materials submitted to the Graduate School no later than thirty (30) days prior to the first day of the semester. All assistantships, which remain unfilled after 1 September, may be reallocated to other departments/program areas by the dean of the Graduate School.

10. Those who accept assistantships will be required to be available for planning, orientation, training and/or workshops approximately one week prior to the beginning of the contract period as requested by the hiring department/program.

CRITERIA FOR UTILIZATION
1. Significant Contribution to the Mission of the Department or Program: The assignment of graduate assistants should be such as to make a substantially productive contribution to the mission of the department, the program or the university.

2. Professional Relevance of Assignment: Assigned duties and responsibilities should be meaningful in terms of complementing the student's formal academic work and should add to his/her professional development.

3. Recruitment of Graduate Students: The availability of financial aid for full-time graduate students during the academic year is intended to be of assistance in recruiting academically superior students; therefore, students who have been accepted "provisionally" are ineligible for appointment as graduate assistants. Students who are accepted "conditionally" should be considered only after all eligible students accepted "unconditionally" have been considered. Academic departments and support programs are encouraged to publicize the availability of these appointments on the Graduate School web site.

4. Conditions of Employment: Graduate assistants are required to be making significant progress toward their degrees, which generally means they must be full-time students carrying nine (9) hours of coursework each semester. Students, during their final semester, who need fewer than nine (9) hours in order to graduate must complete an "underload" form signifying that fact. These forms are available in The Graduate School. For additional information regarding in-house processing of applications, The Graduate School will mail or send as an attachment a comprehensive set of guidelines, policies and procedures.

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Approved February 19, 2001 by Linwood H. Rose, President