Assistantships & Finances

Graduate assistantships are a way to fund your education, they also connect you with faculty, professionals in your field and other students.

They allow you to immerse yourself in projects relevant to your degrees and enhance your intellectual and professional development.

Graduate assistantships are highly competitive and not guaranteed. You should think about and treat your assistantship search as a job search.

What is a Graduate Assistantship?

The term “graduate assistant” applies to graduate students under contract supported by University funds. Graduate assistantships generally serve as on-campus employment to provide our graduate students with academically relevant experiences while aiding both the student and the University faculty and staff. Graduate Assistant appointments vary in length, lasting from one semester to an entire academic year. Depending on the appointment, a graduate assistantship will require 10 or 20 hours per week of employment. Graduate students employed in a graduate assistantship may not work on campus more than 20 hours per week. In addition to expanding the academic experience, students receive a stipend for their work, as well as a partial tuition remission of up to nine graduate-level credits. The remaining tuition balance is charged at the resident rate. Student fees are NOT included in the tuition remission or stipend and must be paid by the student.

Types of Appointments

St. Cloud State University offers three basic types of assistantships:

1. Research Assistants: Research assistants are assigned to participate in research or research- related tasks directed and supervised by faculty members. These experiences should be educational and provide insight into the way research is conducted.
2. Teaching Assistants: Teaching assistants participate in undergraduate instruction either by teaching or by providing support services. Under the guidance and supervision of departmental faculty members, teaching assistants may serve as instructors of record, laboratory assistants, or test and paper evaluators. It is expected that this experience will provide teaching experience relevant to a professional career.
3. Program Support Assistants: Program support assistants are assigned to participate in the administration of the appointing unit. Both academic and non-academic units employ administrative assistants. Program support assistants should have the opportunity to learn both office functions and educational management procedures. Duties may be specific to an individual graduate program or service unit and could include working under the supervision of the department’s office manager, the department faculty, or with facilities specific to the department.

The Graduate Assistant as a Graduate Student

Graduate Assistants must juggle several roles. Time management and planning are essential; setting goals and prioritizing are crucial. Above all, Graduate Assistants must plan and manage their time so that they are able to perform their duties as Graduate Assistants while remaining focused on their primary duty as graduate students.

Graduate Assistants Supervision

Graduate Assistants are supervised by the unit in which they are employed. For teaching and research assistants, the supervisor is usually a faculty member. Program support assistants are often supervised by staff members. Supervision includes instruction and guidance on job responsibilities and regular performance evaluation.

As you look for an assistantship position, speak with your graduate program director about available positions and review the job listings at Career Center.

Applications are position-specific. Prepare a resume and cover letter at a minimum to distribute.

Admitted graduate students will need to:

• Activate their StarID
• Register with the Career Center
• The Career Center can set up an account for you prior to course registration. Just ask.

Pre-admitted students will not yet have a Star ID but can view posted graduate assistant positions on a PDF document. 

Submit all application materials to the department or office to which you are applying.

Deadlines

Application deadlines vary with the position. Check with the department for specific dates. April 15 is the traditional deadline for graduate assistantships, so begin your search early.

Eligibility to Apply and Hold a Graduate Assistantship

• Both U.S. citizens and international students who hold a bachelor’s degree are eligible to apply for graduate assistantships.
• A student must:
  • Be fully admitted to a graduate program in the School of Graduate Studies.
  • Conditionally admitted students may hold an assistantship one semester at a time.
  • Be registered in 8 or more graduate credits (500/600) or 6 doctoral credits (600/700) each term of the appointment.
  • Achieve and maintain a cumulative GPA of 3.0 or higher in all graduate work to apply for and hold a graduate assistantship Departments will select the best qualified candidate for their position. Graduate assistantship appointments are subject to the approval of the department, the school/college dean, and the School of Graduate Studies. 
• Language admission students may hold an assistantship upon completion of their Intensive English Center, Level 5 program.
• Certificate students are not eligible for graduate assistantships.
• Students in the accelerated, asynchronous, online graduate programs (MBA-Accelerated Online and Educational Administration and Leadership M.S.) are not eligible for graduate assistant positions.  
• Minnesota State’s Student Payroll system can only comply with income tax withholding rules for student employees working in Minnesota.

• If you are offered a graduate assistantship, a letter will outline the length and conditions of your appointment as well as payroll forms that are needed if you have not worked at St. Cloud State University within the past two years. 

• Assistantship stipends are taxable income and for many graduate assistants the tuition remission is also taxable. Please keep this in mind as you complete your W-4 and MN W-4. If you have questions about the tax implications you might wish to seek guidance from a tax professional or IRS FAQ's  Minnesota State’s Student Payroll system can only comply with income tax withholding rules for student employees living and working in Minnesota.

• To accept, follow the instructions in the letter for the online acceptance option. If you have problems with the online system, you may sign the letter and return it to the department.

• The hiring department forwards the information to the School of Graduate Studies.

• A graduate assistant must be registered for a minimum of eight graduate-level or six doctoral-level credits before the fifth day of each semester of the appointment.

• Graduate assistantship appointments do not exceed one year, but may be renewed for a second year.

• Renewal is not automatic. It depends on funding, work performance, academic progress, and departmental need. A new appointment would need to be prepared and approved by the student.

• The department may terminate the graduate assistant at any time. Termination conditions may include:

  • Poor academic standing
  • Lack of funds
  • Nonperformance of duties
  • Nonattendance
  • Failure to fulfill requirements
  • Violation of contract
  • Interpersonal reasons

• Assistantships do not exceed two years unless permission is received in writing from the School of Graduate Studies. 

• A student may accept more than one on-campus position if the combined required hours of employment do not exceed 20 per week.

Any exception to the information above must be requested in writing by submitting a graduate assistant petition/appeal form to Graduate Studies. 

Financial Implications for International Students

Upon receipt of a departmental letter of appointment, international students may list the stipend as income on their financial certification forms.

Offers and Acceptances

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

1. If a student accepts an offer of an assistantship before April 15, but subsequently wishes to withdraw, the student may submit a written resignation any time through April 15.
2. If a student has an acceptance in effect after April 15, the student is obligated to obtain a written release before accepting another offer.
3. An offer extended after April 15, is contingent upon submission by the student of written evidence of release from any previously accepted offer. The responsibility for compliance with this resolution rests with both the academic departments granting the awards and with the students accepting them.

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 101) or found at: www.cgsnet.org/students.

Appointment Requirements

• At any time during the appointment, a Graduate Assistant may be required to complete mandatory training sessions as a condition of continued employment.
• Graduate assistantship appointments are not to 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.
• It is the obligation of the Graduate Assistant and the employing unit to adhere to fair labor practices.

Other Simultaneous Campus Employment

University policy states Graduate Assistants may not accept other on-campus employment beyond 20 hours per week, i.e., a Graduate Assistants 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 St. Cloud State University while employed as a graduate assistant.
• Graduate Assistants cannot be concurrently employed as adjunct faculty.
• A Graduate Assistant employed for 10 hours per week may concurrently hold a community advisor (CA) position or an additional 10 hour/week student employment position.

Off-Campus Employment

If a graduate student is already employed as a 20-hour per week graduate assistant, it is not recommended that the student obtain off-campus employment. Given the course load (eight graduate credits) required to maintain a 20-hour graduate assistantship, employment in excess of the graduate assistantship may prove to be an academic hardship for the student. International students are not permitted to accept off-campus employment according to regulations set forth by the BCIS.

Continuance of Appointment as a Graduate Assistant

Continuation of appointment beyond the academic year is not automatic. Appointment continuance is based on the availability of funds, department determination of satisfactory work performance, determination of satisfactory academic progress, and department needs. Continuance of appointment will be determined by the supervisor and communicated to the graduate assistant.

Academic Non-Renewal

Graduate Assistants who fail to meet the academic eligibility requirements may be denied renewal of their appointment. In this case, the supervisor and Graduate Studies will jointly make a renewal decision. Possible decisions are probationary appointment status for one semester or complete revocation of the appointment.

Termination of a Graduate Assistantship

The employing department may elect to terminate the Graduate Assistant at any time during the appointment. Reasons for termination may include but are not limited to: non-performance of duties, non-attendance, lack of fulfillment of the assistantship requirements, and interpersonal reasons. If the Graduate Assistant feels they have been wrongly terminated, the student may bring their concerns to Graduate Studies for review.

Termination Before the End of Appointment

Graduate assistantship appointments are contingent upon, and subject to, satisfactory performance of assigned duties as determined by the appointing unit. Appointments may be terminated for cause before their expiration under certain conditions.

• The Graduate Assistant fails to maintain good academic standing (3.00 minimum GPA); or
• University funds cease to be available for the appointment; or
• The Graduate Assistant fails to perform services satisfactorily or violates laws or University regulations which, in the judgment of the University, affect duties or services performed by the appointee; or
• The Graduate Assistant violates provisions of the appointment.

Before termination for unsatisfactory work performance, Graduate Assistants must receive from their immediate supervisor(s) written notice of specific deficiencies in performance, as well as detailed suggestions for improvement. If unacceptable employment performance continues and a decision is made to proceed with possible termination, the supervisor of the assistant must meet with the graduate assistant. After these proceedings, the appointing unit will notify the School of Graduate Studies of the outcome.

Resignation

• A Graduate Assistant may resign. Written notification must be submitted from the Graduate Assistant to the department two weeks prior to resigning.

Notification and Financial Implications

• Written notification of resignation or termination must be submitted by the appointing unit to the School of Graduate Studies indicating the last working day through which the Graduate Assistant is entitled financial compensation.
• Termination of an assistantship may occur prior to the date indicated on the employment letter. 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 department/unit responsible for the direct supervision of the graduate student.

Graduate assistantship stipends (salary) for the 2024-2025 academic year range up to $10,560 depending on the hours of assignment and the length of the appointment. Graduate Assistant positions and salary compensation are based on the availability of state and university funding. Graduate Assistants are compensated according to pay rates established by St. Cloud State University.

Summer Stipend

A contract cannot extend into the summer, however, a summer assistantship may be granted if the department has a need and the funding is available.

• Summer graduate assistants are paid at an hourly rate.
• Summer assistants must be enrolled in one to six graduate-level summer session credits.
• If no summer classes are available an assistant must be registered as a full-time graduate student for the upcoming fall,
• Tuition remission is not available for summer credits.

Tax Status of Stipends

Assistantship stipends are usually taxable income and for many graduate assistants the tuition remission is also taxable. The University is obligated to withhold federal and Minnesota state income taxes. Please keep this in mind as you complete your W-4 and MN W-4. If you have questions about the tax implications you might wish to seek guidance from a tax professional or IRS FAQ's. 

A W-2 can be acquired by going into e-services where it can be downloaded and printed.

Minnesota State’s Student Payroll system can only comply with income tax withholding rules for student employees working in Minnesota.

Graduate Assistantship Tuition Remission

Tuition remission is available to graduate assistants during the academic year (fall and spring semesters only). Tuition remission is considered earnings and is therefore subject to Federal Insurance Contributions Act (FICA), State, and Federal tax withholding.

All student fees and any remaining tuition beyond tuition remission benefit must be paid by the student. The schedule outlines the amount of tuition remission available. *Undergraduate preparation courses are not eligible for the graduate assistantship tuition benefit.

• Graduate assistants must be registered as full-time students, 8 or more 500/600 level credits or 6 or more 700/800 level credits. 
• Full-time graduate assistants enrolled in 9 or more graduate credits will receive 9 credits of tuition remission. Full-time graduate assistants enrolled in 8 graduate credits are considered full-time and will receive 8 credits of tuition remission. 
• You cannot rollover unused tuition remission.
• Tuition remission is applicable only to graduate level courses (500-800).
  • Credits that are prerequisites of the graduate program will count toward the credit minimums but are not eligible for tuition remission.
  • Undergraduate credits that are preparatory in nature, such as EAP, are not counted toward the credit minimums nor are they eligible for tuition remission.
• Courses associated with the accelerated, asynchronous online graduate programs, section 70 or higher, are ineligible for tuition remission. 
• Fees and educational expenses for all credits (including those covered by tuition remission), any ineligible credits, and all tuition beyond the remission must be paid by the student after the tuition remission has been applied.
• Tuition remission is not awarded for graduate courses that are enrolled in after the tenth class day of each semester.
• Any student beginning an appointment after the eighth week of the semester (mid-point of the semester as stated in the official University registration calendar) will not be eligible to receive tuition remission for that semester.
• Students leaving a Graduate Assistant position prior to the 8th week (mid-point) are not eligible for tuition remission.
• Tuition remission is not available during the summer sessions.

Resident Rate Tuition

All graduate assistants, international and U.S. citizens and residents, qualify for resident (in-state) tuition rates except as noted below. Graduate Assistants will find the resident tuition rate credited on their statement as a MN rate tuition scholarship.

• Graduate assistant tuition remission does not cover additional tuition costs for online, off-campus or market-based tuition programs (ACR, CSD, MBA, MEM, MPA, MTQ, RAS, or Ed.D./Psy.D.).

Receiving the 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 position description, student appointment, and employment request to the School of Graduate Studies and the Graduate Assistant is enrolled for the appropriate number of credits required for the assistantship.

Tuition remission is applied following the fifth class day of the semester.

• Graduate assistants must be registered for the appropriate number of credits prior to the fifth class day to ensure tuition remission in the appropriate amount.
• The hiring department/unit must provide the appointment, position description, and employment request to the School of Graduate Studies prior to the fifth class day of the semester.
• The department must also ensure that all payroll procedures including, submission of I-9, W-4 form, and MN W-4, have been completed prior to the fifth day.

Fifth Day of Classes: Fall 2024: August 30, 2024 | Spring 2025: January 17, 2025

Tenth Day of Classes: Fall 2024: September 9, 2024 | Spring 2025: January 27, 2025

Tuition Remission Rate (2024-25)

Important Dates 2024-2025 (additional dates to be determined)

Billing and payments website

 Tuition Remission Payment Requirements

• Accept the GA online as directed in your appointment letter or sign and return your employment contract and register for the required number of classes before the fifth class day of the semester.
• Students are responsible for being fully enrolled/registered for the appropriate number of credits prior to the fifth day of the semester. 
• Departments/hiring units are responsible for entering the Graduate Assistant appointment and providing all appropriate hiring documents to the Payroll office prior to the fifth day of the semester.
• If all is in order, the tuition remission will be placed on your tuition statement after the fifth class day of the semester.

Tuition remission concerns:

• Tuition remission for full-term assistantships has a final deadline of the tenth day of the semester. Registration must be complete and all employment paperwork must be submitted. Failure to meet the deadline will result in a loss of tuition remission.
• Exceptions in extenuating circumstances may be considered through a petition to the School of Graduate Studies.
  • Delays in course creation for independent studies, culminating project credits, 501 creation, etc. are not considered extenuating circumstances. Holds related to late bill payment, low GPA or missing admission documents are also not considered extenuating circumstances. 
• It is your responsibility to ensure the amount of tuition remission applied to your student account is accurate. If you should have 9 credits and were awarded 6, or if you should have 6 and were awarded 9, you will need to contact Graduate Studies within the first month of your GA appointment. 
  
  • If you are over-awarded tuition and do not correct the issue with Graduate Studies, you may owe tuition at the end of the term when the budgets are balanced. 
  • If you are under-awarded, you may have to pay tuition to avoid a late fee if problems are not resolved by the deadline.
• Students accepting a partial-term assistantship beginning prior to the eighth week of the semester must be registered for the appropriate number of credits required to hold an assistantship at the time the employment request is submitted (6 or more graduate credits).
• Tuition remission for 9 graduate credits is only available with a full-term graduate assistantship (Begins prior to the 10th day of the semester, approximately 330 hours of work required).
• Pro-rated stipends for shortened assistantships will result in fewer credits of tuition remission.
• If there is a delay within the School of Graduate Studies with the appointment, employment request, or payroll forms, 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. 
• If the delay in applying the tuition remission is due solely to an error in the School of Graduate Studies, we will request the removal of any late fees. The student is responsible for any late fees incurred for delays in the submission of hiring paperwork, course registration, or other delays in student or hiring department control.

Special Concern for International Graduate Assistants

• If you are an International Graduate Assistant and receiving a tuition waiver for the semester, the GA Waiver may apply to your International Student Insurance charge first and you will not have the option to submit a Partial Payment for your Insurance charge. Your remaining tuition balance would need to be Paid in Full by the Due Date (3 weeks from the start of the semester) to avoid the $30 Payment Plan fee, or Paid in Full by the end of the Payment Plan (9 weeks from the start of the semester) to avoid the $50 Late Fee on your student account. Graduate assistants required to purchase international student health insurance should plan to pay the cost of international health insurance in full at the start of each academic year. 

Vacation/Sick Leave/Holidays

Vacation

Graduate Assistants do not accrue vacation hours.

Earned Sick and Safe Time

Per Minnesota State law effective January 1, 2024, after the completion of 80 hours of work, Graduate assistants will accrue one hour of earned sick and safe time for every 30 hours they work, up to at least 48 hours in a year. A year for purposes of the employee’s earned sick and safe time accrual is the State of Minnesota fiscal year, July 1 – June 30.

Graduate Assistants working a full-time academic year contract (9 months) of 660 hours will accrue up to 22 hours of sick and safe time, while a graduate assistant working a part-time academic year contract of 330 hours will accrue up to 11 hours of sick and safe time.

Earned sick and safe time may be used for:

• an employee’s mental or physical illness, treatment or preventive care;
• the mental or physical illness, treatment or preventive care of an employee’s family member;
• absence due to domestic abuse, sexual assault or stalking of an employee or their family member;
• closure of an employee’s workplace due to weather or public emergency or closure of their family member’s school or care facility due to weather or public emergency; and
• when determined by a health authority or health care professional that an employee or their family member is at risk of infecting others with a communicable disease.

If a graduate assistant plans to use earned sick and safe time for an appointment, preventive care or another permissible reason they know of in advance, inform your supervisor by phone or email as far in advance as possible, but at least five days in advance. In situations where a graduate assistant cannot provide advance notice, the graduate assistant should contact their supervisor by phone or email as soon as they know they will be unable to work.

Earned safe and sick time can be used during the academic year as listed above. Unused time is not paid out. Unused time will roll to the next year if you are again employed on campus. 

Time off for illness, medical appointments, and other absences not covered by earned sick and safe time is unpaid. Graduate assistants should work with their supervisors to make up uncovered missed time if they wish to be paid for those hours. Students who will be absent from work for an extended period of time due to illness or injury, should talk with the supervisor and contact the School of Graduate Studies as this may require an adjustment of the stipend or extension of the contract to allow for time to make up missed hours. See the State of Minnesota website for more information. 

Pregnancy Leave

St. Cloud State University is required to provide Graduate Assistants with the medically necessary leave to accommodate pregnancy and birth. Graduate Assistants may request a leave of absence for up to six weeks or longer if medically necessary. The leave time is unpaid and must be arranged in advance and include an anticipated start and end date for the leave. Graduate Assistants on approved leave will be reinstated to the Graduate Assistant role following the leave. A Graduate Assistant must work at least 50% of the required assistantship hours to earn the tuition remission. Leaves longer than eight weeks may require the Graduate Assistant to make up hours to maintain the tuition remission. Students and departments are encouraged to contact the School of Graduate Studies for guidance on the pregnancy leave process.

Holidays and Breaks

All Graduate Assistants may observe the University Holiday/Break schedule when classes are not in session. Graduate Assistants working 20 hours per week will have their hourly work expectations decreased four hours for each University observed holiday (i.e., all full time Graduate Assistant will be expected to work a 16-hour week, with four hours of holiday time for Labor Day).

2024-25 Holiday and Break Dates

Work time is at the discretion of the hiring office (i.e., if you have work responsibilities on the holiday, the office should provide four hours of holiday time on another day during that week). For graduate assistants working less than 20 hours per week, holiday time is prorated based on the number of employment hours (i.e., a graduate assistant working 10 hours per week will receive two hours of holiday time per each day of the holiday or break when classes are not in session).

For those Graduate Assistants who observe religious holidays not observed on the University holiday schedule, those holidays may also be included by arrangement between the Graduate Assistant and supervisor.

For those Graduate Assistants on a full academic year appointment (August through May), a regular paycheck will continue during academic breaks such as winter break or spring break. If a Graduate Assistant requires time off for such things as personal time, finals week, or time to work on course work, arrangements need prior approval from the appointing department/unit to grant time off and schedule time when the Graduate Assistant will make up the hours missed.

Health Insurance

Graduate Assistants are not covered by the University employee health insurance. They may use the Student Health Services available to all students. International students are required to purchase health insurance. Please see http://www.stcloudstate.edu/healthservices or call St. Cloud State University’s Heath Services office at 320.308.3191 for current rates. Domestic students may wish to review options available through MNsure Visit www.mnsure.org/ for more information.

Worker’s Compensation

Worker’s compensation is available for any Graduate Assistant on University payroll who sustains an injury while performing the duties of his/her position. Should an injury occur, the Graduate Assistant should immediately report the incident to the supervisor of the hiring department and contact the Human Resources Office to prepare a First Report of Injury form. Questions should be directed to Human Resources, 204 Administrative Services, 320.308.3203.

Complaint Resolution

In the event a Graduate Assistant has an employment related complaint, the Graduate Assistant should address the issue with the immediate supervisor as soon as possible. If a solution is not reached, the Graduate Assistant may meet with the Director of Graduate Student Services or the Dean of Graduate Studies to discuss the concern.

Payroll Calendar

Payroll calendars are available in PDF format and Word format.These calendars indicate the pay period end dates, paydays and holidays.

Payroll Procedures

Paychecks are available in paper check form or via direct deposit into the graduate assistant’s bank account. Direct deposit is recommended and can be set up in eSservices. Graduate Assistant paychecks will be mailed to the student’s local address in the system, unless the student has selected the direct deposit option. Graduate assistants new to St. Cloud State will need to complete hiring paperwork with the unit supervising the graduate assistant including the I-9, W-4, and MN W-4. The paperwork must be submitted by the student or the department to Student Payroll (AS 123) All paperwork must have original signatures, photocopies or digital signatures are not permitted. 

Graduate Assistants must keep their address current in eServices and immediately report changes of address to the Payroll Office.

The Immigration and Control Act of 1986 requires all employers to verify each new employee’s identity and employment eligibility. The employing department must complete an I-9, Employment Eligibility Verification form for each new  Graduate Assistant within three working days of the effective date of the appointment. Instructions for completion are on the reverse side of the form and documentation must be verified with the Graduate Assistant in person.

Proof of eligibility can be shown through the following documents:

• U.S. Citizens and Residents: passport or driver’s license and Social Security card;
• Resident Aliens: driver’s license, Social Security card, and resident alien card;
• International: passport, visa, Form I-94, Arrival/Departure Record, Information for Completing USCIS, Form I-20, Certificate of Eligibility for Nonimmigrant Student Status.

Social Security Number for International Students

If you do not have a social security number, you must apply for one, or have documentation of a scheduled appointment with the SSA, before they you can be entered into the payroll system. The Social Security Administration will give you a document that shows proof of application. Submit this documentation to student payroll to be issued a temporary student employee status. Once you receive a Social Security card, you will need to provide a copy to student payroll. 

Employment Dates

Graduate Assistant employment dates generally reflect the employment dates of University faculty. The dates for fall and spring semesters are as follows:

Fall 2024: Aug. 20–Dec. 13
Spring 2024: Jan. 8–May 9

These dates represent a guideline for Graduate Assistants and employers. Departments and supervisors may identify different start and end dates based on position responsibilities. Stipends and tuition remission will be prorated according to the start date and end date of the graduate assistant appointment.

Number of Hours Required to Fulfill the GA Contract

A full-time Graduate Assistant will work 330 hours during each semester of employment. This guideline is based on 20 hours/week for 17 weeks minus breaks and holidays.

Fall 2024: Aug. 20, 2024 – Dec. 13, 2024 ≈ 330 hours

Spring 2025: Jan. 8, 2025 – May 9, 2025 ≈ 330 hours

Graduate Assistant Payroll Procedures for 2024-2025

1. Effective Fall 2023, all graduate assistants will be required to complete a bi-weekly timesheet for student payroll in eTime.
2. Pay periods are bi-weekly, ending on a Tuesday. The payroll distribution date (payday) is ten days later, or every other Friday. This schedule may be adjusted for holidays.
3. Hours are submitted day by day and must total each week what is listed on the STimesheet Data Entry document below. Step-by-Step guide for entering hours (.pdf)
4. The listed supervisor will be responsible to review the submitted hours for accuracy and approve by 4:00 pm on Wednesday, the week prior to payday.
5. Graduate assistant payroll is based on a stipend system. The hours to be paid are divided out over the course of the semester or academic year and should be entered as listed. 
   
   1. 1. Time Sheet Entry Graduate assistants will enter the prescribed hours listed on the time card spreadsheet each week. The number of hours listed will be fairly consistent each week and will be less than the required number of work hours. For example, a full-time 20 hour/week GA will enter 37 hours per pay period but will work 20 hours/week for a normal week or the number of hours listed for a holiday week (16 for Labor Day week). Graduate assistants will continue to submit payroll over winter break. This will ensure biweekly checks are fairly consistent and that graduate assistants do not miss a payment over winter break. Timesheet Data Entry (.pdf)
      2. Graduate assistants who begin working their hours, Aug. 19-27 will work 20/10 hours over those days and enter 17/9 hours into payroll for that week.
      3. Graduate assistants with appointments beginning Aug. 28 or later will begin entering hours the first Wednesday of the pay period in which they are hired as listed on the timesheet data entry form (.pdf). If you wish to make up the missed hours to earn the full-stipend, you will need to schedule with your supervisor to make up those hours and agree on when/how, they will be entered into payroll. There is a week over winter break 12/25-12/31 when no graduate assistants are scheduled to enter hours, make up hours can be entered this week. If you opt to enter hours during the term, please remember that students cannot enter more than 20 hours/week or 40 hours/pay period into the etimesheet.
      4. Single semester graduate assistants will enter only the Fall hours or the Spring hours as listed on the Timesheet Data Entry document to ensure full payment during the single semester. 
      5. Full academic year graduate assistants not intending to continue for Spring will not enter any hours after Jan. 1 as these are spring hours to be worked.
      6. The department is responsible to cover any overage or to initiate student repayment of any over-payment. 
6. Full-time graduate assistants must enter 330 hours/ semester to earn the full stipend. Part-time graduate assistants must enter 165 hours/semester to earn the full-stipend. Graduate assistants cannot work more than 40 hours in a pay period.
7. It is the responsibility of the graduate assistant and the supervisor to ensure they are entering the hours as prescribed. The only variation would be if a student opts to use Earned Safe and Sick Time (ESST). This will replace allocated hours, eg. if a student typically works 37 hours per pay period, and uses 1 hour of ESST for a medical appointment, they will enter 36 hours of work time and 1 hour of ESST into payroll for the week. See information on ESST under Benetits/Holiday/Breaks. 

Resources

Timesheet Entry for Graduate Assistants (pdf)

Payroll https://www.stcloudstate.edu/businessservices/accounting/payroll/default.aspx

• Student Payroll Distribution Dates (pdf)
• Student Direct Deposit

New graduate assistants (GAs) are expected to attend orientation as a condition of employment.

Graduate Assistant Orientation

Orientation Date/Time/Location - Register Here

Tuesday, August 20, 2024
Check-in: 3:45
Orientation: 4-6 p.m.
Location: Cascade Room, Atwood Memorial Center

All new graduate assistants will be added to Graduate Assistant Orientation in D2L/Brightspace after August 15 or within one week of being added to student payroll. The orientation recording is available in D2L for viewing. If you do not find the Graduate Assistant Orientation course in your D2L account, please email graduatestudies@stcloudstate.edu with your name and techID and request enrollment.

Orientation goals

• Be able to locate and articulate policies affecting graduate assistant employment;
• Articulate the roles and responsibilities of graduate assistants on campus;
• Define and provide examples of professional behavior;
• Understand and articulate the resources available to support you as a student and as a graduate assistant.

In addition to participating in orientation, graduate assistants may be asked to complete training sessions as required by the School of Graduate Studies or the assistantship location.

Talk with your supervisor about using work time to complete the sessions.

• Preventing Harassment and Discrimination (Required)

  • Prevention of harassment, discrimination and sexual violence training is required annually. Graduate assistants will be notified by email to their student email account. The emails come from Everfi. Timely completion is a condition of your employment. 

• Data Privacy/Security Awareness Workshop

  • Public Jobs, Private Data Training required for graduate assistants who work with student information. 
  • FERPA Awareness required for graduate assistants who work with student information.

Both data privacy workshops can be found at https://www.minnstate.edu/system/working/prodev.html

Click on the Nonemployee drop down menu to view course options.

Recommended Student Employment series

• QPR (Question, Persuade, Refer) Suicide Prevention Training

• U-Choose: An evidence-based interactive presentation designed to help college students make informed choices about alcohol use

• Bystander Intervention: A program that teaches participants skills to intervene and stop gender violence

• Mental Health First Aid: Learn more here. Watch for announcements on campus trainings. 

Recommended Professional Development

• Community Anti-Racism Education workshop

• LGBT Resource Center Safe Space Training

University Student Resources

As a Graduate Assistant you are both student and St. Cloud State University employee. This dual role provides you the opportunity to be a source of information for undergraduate students and your fellow graduate students. Familiarize yourself with the following administrative and student services on campus. A complete listing of all student services can be found at www.stcloudstate.edu/campuslife/student-services.aspx

American Indian Center | (320) 308-5449 | aic@stcloudstate.edu

Supports the educational needs of American Indian students and area American Indian communities.

Atwood Memorial Center | (320) 308-4636 | atwood@stcloudstate.edu

The University’s meeting place and community center serves students, staff, faculty, alumni and the community.

Business Services | (320) 308-4012 | businessservices@stcloudstate.edu

Supports students with questions about tuition, fees, loans and all other University business processes.

Campus Recreation | (320) 308-3325 | campusrec@stcloudstate.edu

Participate in athletic, fitness and recreation activities, from aquatics to canoe trips to intramural sports. Enjoy year-round field sports on the turf at Husky Stadium.

Career Center | (320) 308-2151 | careercenter@stcloudstate.edu

Explore career opportunities through services such as counseling, on-campus interviews, resume assistance and expert advice.

Center for Excellence in Teaching and Learning | (320) 308-5282 | cetl@stcloudstate.edu

The Center for Excellence in Teaching and Learning fosters, supports and celebrates communities of scholars engaged in collaborative inquiry to achieve intellectual and personal growth.

Counseling and Psychological Services | (320) 308-3171 | counseling@stcloudstate.edu

Your one-stop location for mental health resources, services and referrals.

Department of Campus Involvement | (320) 308-2205 | campusinvolvement@stcloudstate.edu

Provides student opportunities in areas such as student organizations, the Huskies Events and Activities Team, community service, spirit groups, Greek Life and campus programs. Also provides support services for students such as Student Legal Services, student organizations support and recognition programs.

Division of Student Affairs | (320) 308-3111 | studentaffairs@stcloudstate.edu

Manages residence halls and student conduct while championing student needs via the student union, student-run arts and entertainment programming, Career Center and more.

Financial Aid Office | (320) 308-2047 | financialaid@stcloudstate.edu  

Support students and families with information and resources to financially support your educational goals.

HuskyTech | (320) 308-7000 | huskytech@stcloudstate.edu

The one-stop center for technology support, training, services, and products. 

Information Technology Services | (320) 308-2065 | itsoffice@stcloudstate.edu

Manages the University’s telecommunication infrastructure, including networks, servers, computers, computer labs and smart classrooms. ITS also provides web, application- and multimedia-development services.

International Students and Scholar Services | (320) 308-4287 | isss@stcloudstate.edu

Provides information, assistance, advocacy, guidance and support to students and scholars from other nations.

Multicultural Student Services | (320) 308-3003 | mss@stcloudstate.edu          

Academic support, multicultural programming, cultural organizations and social events are among the offered services.

LGBT Resource Center | (320) 308-5166 | lgbt@stcloudstate.edu

Support, education and advocacy for Lesbian, Gay, Bisexual, Transgender, Transsexual, Queer, Questioning, Intersex and Ally (GLBTQIA) students.

Library | (320) 308-2084 | library@stcloudstate.edu

The University Library offers a wide variety of resources and services to meet student study and research needs.

Lindgren Child Care Center | (320) 308-3296 | childcare@stcloudstate.edu

Day care for the children of students, staff and faculty.

Non-Traditional Students | (320) 308-3296 | adultlearners@stcloudstate.edu

The Office for Non-Traditional Students is committed to the intellectual development and academic success of nontraditional students.

Organizational Chart | https://www.stcloudstate.edu/president/org-chart.aspx

Institutional leadership and organizational structure.

Parking | (320) 308-3453 | parking@stcloudstate.edu

The Public Safety Department handles all parking permit requests/ disbursement and parking ticket processing.

Public Safety | (320) 308-3453 | pubsafe@stcloudstate.edu

Open 24 hours a day, working to provide the safest environment possible on campus.

Records and Registration | (320) 308-2111 | registrar@stcloudstate.edu

Course registration, grade transcripts, academic petitions, credit transfer, graduation, teacher licensure and more is managed in 118 Administrative Services Building.

Residential Life | (320) 308-2166 | reslife@stcloudstate.edu

Everything you need to make a St. Cloud State University residence hall your home.

Student Accessibility Services | (320) 308-4080 | sas@stcloudstate.edu

Support for students with a physical, cognitive or mental/emotional disability. Services include priority registration, sign language/oral interpreting and note taking.

Student Legal Services | (320) 308-2205 | campusinvolvement@stcloudstate.edu

Attorney-staffed office that assists students with legal problems.

Speech-Language and Hearing Clinic | (320) 308-2092 | csd@stcloudstate.edu

The Speech-Language and Hearing Clinic provides diagnosis and treatment for persons with communication disorders in the areas of articulation, voice, language, stuttering and hearing.

Statistical Consulting Center | (320) 308-4709 | statspss@stcloudstate.edu

Providing statistical consultation, this center is a vital resource for graduate students. You will find statistical consultants available for research suggestions, questionnaire development, as well as data entry services, ISELF 228.

Testing Center | (320) 308-5456 | testingcenter@stcloudstate.edu

The Atwood Testing Center provides computerized testing for many different programs including the GMAT, GRE, PRAXIS, Minnesota Teacher Licensure Program, TOEFL, MAT, CLEP, and various IT testing. Paper/pencil exams are also offered multiple times throughout the year and include the LSAT, ACT, and GRE Subject.

The Write Place | (320) 308-2031 | writeplace@stcloudstate.edu

The Write Place offers free, individualized help to undergraduate and graduate student writers — the kind of help that often cannot be found in classrooms, textbooks, or occasional conferences with teachers. Writers at any stage in the writing process can work one-on-one with trained tutors during appointments. Ruby Cora Webster Hall, room 118 and Miller Center, 135E.

U-Choose | (320) 308-6175 | uchoose@stcloudstate.edu

U-Choose, the Alcohol and Other Drug Prevention Program at St. Cloud State University, utilizes a comprehensive approach to educate students and the campus community about the impacts associated with high risk use of alcohol and other drugs

Huskies Events and Activities Team | (320) 308-2205 | campusinvolvement@stcloudstate.edu

Events planned for students, by students! The source for events and activities that help students meet people, provide fun things to do, enhance student learning and personal development, and create the “Husky Community” on campus. These campus-wide events include live music, movies/films, performing arts, husky pride and spirit, late-night, student talent, speakers and visual arts.

Veterans’ Resource Center | (320) 308-2185 | veteransresource@stcloudstate.edu

Honored multiple times as a military-friendly university, St. Cloud State supports and serves current, retired and reserve service members

Women’s Center | (320) 308-4958 | womenscenter@stcloudstate.edu

The Women’s Center promotes a safe, inclusive and engaged community through advocacy, education, alliance-building and women’s leadership.

As a graduate assistant, you are covered by the Graduate assistant statements included on this website. In addition, you are protected by and responsible to be aware of and adhere to applicable state and federal regulations, Minnesota State Policy, St. Cloud State University Policy, and School of Graduate Studies policies.

• Minnesota State Policy
• St. Cloud State University Policy
• Graduate Studies Academic Policy

Statement of Nondiscrimination

St. Cloud State University is committed to providing equal education and employment opportunities to all students and employees regardless of race, color, creed, religion, national origin, sex (including pregnancy), marital status, status with regard to public assistance, membership or activity in a local commission, disability, sexual orientation, age, or genetic information.

To carry out this commitment, St. Cloud State University not only prohibits discrimination in policy and process, but takes affirmative steps to prevent sexual and discriminatory harassment in the workplace and classroom. St. Cloud State University students or employees with concerns or uncertainty about possible harassment or discrimination are encouraged to contact Chocoletta A. Simpson, who is the University Designated Officer, Vice President for Equity and Inclusion & Title IX Coordinator (phone 320.308.5123 or via e-mail at chocoletta.simpson@stcloudstate.edu). You may also find St. Cloud State University policies and procedures pertaining to discrimination, harassment and sexual violence, as well as information on resources available to you.

Cultural Diversity

St. Cloud State University students are members of a university community that is committed to creating a positive, supportive environment which welcomes a diversity of opinions and ideas for students, faculty, and staff of all cultures. St. Cloud State University is dedicated to providing equal education and employment opportunities to all persons, regardless of race, gender, age, status, or physical condition. We will not tolerate racism, harassment, or any derogatory remarks about a student’s race, class, age, gender, sexual orientation, or physical limitations. The best and most effective learning for tomorrow’s leaders takes place in a multicultural setting.

Americans with Disabilities Act (ADA)

In compliance with federal and state laws and regulations, including the ADA, if you need a reasonable accommodation for a disability (e.g., an interpreter or an alternative non-print means of receiving information about the University), such an accommodation can be available upon advance request. In order to receive a reasonable accommodation, you must provide current disability accommodation documentation. Please contact Student Accessibility Services, 320.308.4080, visit the website for more information.

Campus Safety

Public Safety Officers and full-time staff support personal and property safety through crime prevention (e.g., provide on-campus escorts, support campus bus services, monitor and respond to all campus “blue-light” and elevator emergency call stations, present security and safety awareness programs, provide 24-hour elevator emergency call stations, present security and safety awareness programs, provide 24-hour vehicle “jump-start” assistance), and enforce the Student Code of Community Standards and parking regulations. The University annually publishes a Campus Security Report with policy statements for a range of security programs. This report is available in print or electronically from University Public Safety at 320.308.3333, e-mail pubsafe@stcloudstate.edu or on the Public Safety website.

Student Conduct

University regulations, which express expectations of behavior and provide for the protection of the rights of individuals, are published yearly online in the St. Cloud State University Student Code of Community Standards. Students who violate University or system regulations shall, after due process, be subject to University sanctions. Contact the Assistant Dean of Students, 320.308.3111, Atwood Center, room 110, if you need additional information or assistance with a complaint. Graduate Assistants found to be in violation of student conduct policies may be terminated from the Graduate Assistantship.

Representing the University

All employees, including Graduate Assistants, are representatives of the University. To this end, it is expected that Graduate Assistant will conduct themselves in a manner that is appropriate to the workplace. Any Graduate Assistant who conducts themselves inappropriately in the workplace will be subject to review including formal reprimand by their supervisor, the graduate dean, or termination of the graduate assistantship appointment.

Student Records and Directory Information

Pursuant to the Family Educational Rights and Privacy Act of 1974, students at St. Cloud State are entitled to review records, files, documents, and other materials containing information directly related to them which are maintained by the University. In accordance with regulations issued by the Secretary of Health, Education and Welfare, students may request a hearing to challenge the content of education records to ensure that the records are not inaccurate, misleading or otherwise in violation of their rights. A student may insert in his or her records a written explanation respecting the contents of such records if suggested corrections or deletions are not made by the University.

Access and review is subject to the following conditions:

• The University has 45 days to comply with a student’s written request to review their records.
• All information declared confidential by the Act or excluded from the definition of “education records” in the Act is not available for inspection.
• After reviewing records, a student may request the unit maintaining the record to remove or modify information the student believes is misleading, inaccurate or inappropriate. If the request is refused, the student may insert in the records, a written explanation respecting the contents objected to or the student may file an appeal with the office in charge of the records. This appeal will be heard by a person or committee appointed by the director of the office involved.
• The Act further states that certain information can be construed to be directory information which is available to the public. These are the items the University declares to be directory information available to the public: Name, hometown, major field of study, class status (freshman, sophomore, etc.), participation in officially recognized activities and sports, weight and heights of members of athletic teams, dates of attendance, degrees and graduation honors received, and the most recent previous educational agency or institution attended

Confidential information will not be released regardless of the student’s financial support. A student has the right to inform the University that any or all of the above information should not be released without their prior consent. Students who wish to restrict the release of this information must complete a written request to that effect with the Office of Records and Registration, 720 Fourth Avenue South, St. Cloud, MN 56301-4498.

After the required written request has been made, appropriate offices will be notified so that they can begin to comply with the request as soon as possible. This restriction pertaining to the release of directory information remains in effect until the Office of Records and Registration is notified by the student in writing to remove it, even after a student graduates or ceases enrollment.

For further information, contact the Office of Records and Registration, 320.308.2111. St. Cloud State University usually requires a student’s consent before releasing information which is not public. Exceptions are provided for in the law which allows St. Cloud State University, at its discretion, to release non-public information without consent; however, non-public information generally will not be given to parents or legal guardians, regardless of financial support, without the student’s consent.

One exception which permits disclosure without consent is disclosure to school officials with legitimate educational interests. A school official is a person employed by the University in an administrative, supervisory, academic or research, or support staff position (including law enforcement unit personnel and health staff); a person or company with whom the University has contracted (such as an attorney, auditor, or collection agent); a person serving on the Board of Trustees; representatives of Minnesota State, including the Board of Trustees, Chancellor, Chancellor’s staff; or a student serving on an official committee, such as a disciplinary or grievance committee, or assisting another school official in performing their tasks.

A school official has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibility. Upon request, the University discloses education records, without consent, to officials of another school in which a student seeks or intends to enroll.

Drug and Alcohol Policy

Drug and alcohol abuse affects health, safety, and the well-being of all employees and students, and restricts the University’s ability to carry out its mission. Please review and familiarize yourself with the Alcohol and Other Drug Policies found at http://www.stcloudstate.edu/policies/ and https://scsu.mn/3icDPVy.

Consensual Relationships Policy

Minnesota State policy prohibits consensual relationships between an employee and another employee or a student over whom they exercise direct, or otherwise significant academic, administrative, supervisory, evaluative, counseling, or extra-curricular authority or influence. If a relationship already exists, you must discuss this with your supervisor so that reassignments can occur, if needed.

Religious Observance Policy

It is the policy of St. Cloud State University to make good faith efforts to reasonably accommodate the sincerely held religious beliefs of students, faculty and staff with respect to all academic and other work requirements unless doing so would pose an undue hardship. The full policy can be found at: https://scsu.mn/2Uc6ZMj.

Sexual Violence Policy

St. Cloud State University prohibits sexual violence as it is an intolerable intrusion into the most personal and private rights of an individual. St. Cloud State University is committed to eliminating sexual violence in all forms. St. Cloud State University will take appropriate remedial action against any individual found responsible for acts in violation of this policy. Acts of sexual violence may also constitute violations of criminal or civil law, or other board policies that may require separate proceedings. To further its commitment against sexual violence, St. Cloud State University provides reporting options, investigative and disciplinary process, education and prevention training, and a variety of related services that are confidential, including advocacy and counseling. The full policy can be found at: https://scsu.mn/3i3GD8y.  For information, counseling, referrals and advocacy services, contact the Gender Violence Prevention Program at 320.308.3995 or go to the Women’s Center Website at: https://scsu.mn/3elo9hv. If you need immediate assistance call the Central MN Sexual Assault Center’s 24 hour crisis line call 320.308.5123.

Harassment and Discriminatory Conduct

Policy 1B.1 Harassment on the basis of race, sex, color, creed, religion, age, national origin, disability, marital status, status with regard to public assistance, sexual orientation, gender identity, gender expression or familiar status is prohibited. Harassment may occur in a variety of relationships, including faculty and student, supervisor and employee, student and student, staff and student, employee and employee, and other relationships with persons having business at, or visiting the educational or working environment.

Discrimination is defined as conduct that is directed at an individual because of his or her protected class, and that subjects the individual to different treatment that interferes with or limits the ability of the individual to participate in, or benefit from, the services, activities, or privileges provided by the system or colleges and universities or otherwise adversely affects the individual’s employment or education. Discriminatory harassment is defined as verbal or physical conduct that is directed at an individual because of his or her protected class, and that is sufficiently severe, pervasive, or persistent so as to have the purpose or effect of creating a hostile work or educational environment. Retaliation against any individual who makes a complaint under this policy is prohibited.

As an employee, you are strongly encouraged to report any information about an incident or complaint to Chocoletta A. Simpson, who is the university Designated Officer, Vice President for Equity and Inclusion & Title IX Coordinator (phone 320.308.5123 or via e-mail at chocoletta.simpson@stcloudstate.edu).

Any student who may be concerned about possible discrimination or harassment because of sex, race, color, sexual orientation, religion or any of the above, may contact the Office for Institutional Equity and Access, 320.308.5123 or e-mail oea@stcloudstate.edu 

Go to http://www.stcloudstate.edu/oea for further information about your rights, to discuss conduct that is causing problems for you and what your options are or to access training resources to enable you to be your own advocate.