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Graduate Assistant Supervisors

Hiring Policies

Beginning the Search for a Graduate Assistant

When a department begins a search for a candidate to fill a graduate assistantship position, the search should be conducted in the same manner as other job searches on campus. To best serve our graduate students, the School of Graduate Studies suggests the following process for conducting a search:

1. Send an electronic copy of the open position to the graduate school for posting on the School of Graduate Studies Web site. Email gradstudies@stcloudstate.edu with your GA posting.
2. Interviews of candidates should be conducted.
3. When a candidate has been selected, the department should notify each of the applicants that the position has been filled.

Deadlines and Policies for GA Offers and Acceptances

April 15 is the traditional deadline for the extension and the acceptance of offers of financial aid.
St. Cloud State University observes the Council of Graduate Schools Resolution Regarding Graduate Scholars, Fellows, Trainees, and Assistants which states in brief:

• If a student accepts an offer of assistantship before April 15, but subsequently wishes to withdraw, the student may submit a written resignation any time through April 15.
• If a student has an acceptance in effect after April 15, the student is obligated to obtain a written release before accepting another offer.
• An acceptance given or left in force after April 15 commits the student not to accept another offer without first obtaining a written release from the institution to which a commitment has been made. Similarly, an offer by an institution after April 15 is conditional on presentation by the student of the written release from any previously accepted offer. A copy of this resolution, as part of the graduate assistantship application and handbook, serves as notification of the resolution. A complete copy of the resolution may be obtained from the School of Graduate Studies (AS 121) or found on the Council of Graduate Schools’ Web site at http://www.cgsnet.org/portals/0/pdf/CGSResolutionMay2009.pdf

Forms to Fill When Your GA is Hired

Once you have selected a graduate assistant to fill your open position, you will need to provide the student with an employment contract and payroll forms. These forms can be found on the GA Supervisors page. Once the student has signed and completed all forms, make copies for your records and return the originals to the School of Graduate Studies.

Hiring International Students

The offer and acceptance of a graduate assistantship position may have visa implications for an international student. International students receiving a departmental letter of appointment to a graduate assistant position may list the stipend as income on their financial certification forms. Departments must use the Graduate Assistant Appointment Contract form to confirm the appointment. Two paper copies or an electronic copy (pdf) should be sent to the student, one will be signed and returned to the department. The department should keep the signed copy in their records. For new international students, the department or hiring supervisor making the offer must send a copy of the appointment form to the Admissions Specialist in the School of Graduate Studies for inclusion with the students financial documentation on file. The appointment contract forms are available on the GA Supervisors page.

Guidelines for GA Appointment Length

• A graduate assistant can be employed for a maximum of 20 hours per week. Graduate assistants employed 20 hours-per-week may not hold any other employment positions with SCSU while employed as a graduate assistant.
• Graduate assistants cannot be concurrently employed as adjunct faculty.
• Appointments may not exceed one year; however, they may be renewed for a second year.
• Appointments may not exceed two calendar years in length without special permission from the School of Graduate Studies.

Termination of a Graduate Assistant

Termination of an assistantship may occur prior to the date indicated on the employment contract. In this case, the effective termination date will be when the School of Graduate Studies receives written verification from the department. All compensation earned prior to this date will be charged to the unit responsible for the direct supervision of the graduate student.

It is the obligation of the graduate assistant and the employing unit to adhere to fair labor practices.

Receiving Tuition Remission

Tuition remission is placed on a student’s tuition statement in the form of a payment when the hiring department has provided the contract and payroll forms to the School of Graduate Studies. The graduate assistant’s registration needs to show registration for the appropriate number of credits required for the assistantship at the time the tuition waiver is placed on the student’s account.

Since the tuition remission is applied following the fifth class day of the semester, the student must be registered for the appropriate number of credits prior to the fifth class day to ensure proper placement of the tuition remission. Further, the hiring department/ unit must provide the employment contract and payroll forms to the School of Graduate Studies prior to the fifth class day of the semester. Failure on the part of the student to register for the appropriate number of credits or on the part of the hiring unit in submitting hiring paperwork can result in the loss of the tuition remission.

If the delay occurs in Graduate Studies, the tuition remission will be credited to the student’s bill as soon as the problem has been resolved. In some cases, this may mean that the student will need to pay the tuition in full and receive a refund for the amount of the tuition remission upon resolution.

Appointment Letters

Appointment letters are available for annual appointments and single semester appointments. Templates for these letters can be found on the GA Supervisors page.

• Please print the letter on your department letterhead.
• Provide the original letter and a copy for the student’s records to the graduate assistant for their signature. Also provide the student with the link to the online Graduate Assistant Handbook. A paper copy will be provided each GA at orientation.
• Return the original contract to the School of Graduate Studies upon receipt from the student. Please keep a copy for your department records.

Payroll Forms

When your new GA reports for the first day of work, you will need to provide him/her with the I-9 and W-4 payroll forms. The appointment letter instructs the student to bring the appropriate identification for this process. These forms can be found at http://www.stcloudstate.edu/businessservices/payroll/.