X-28 Graduate Assistants Appointment Procedure

NORTHWESTERN STATE UNIVERSITY
Personnel Actions

Appointment Procedures for Graduate Assistants

I. Purpose and Scope: This procedure outlines the appointment/employment process to be followed for Graduate Assistantship appointments.

II. Reference: Board of Supervisors for the University of Louisiana System, University Policy and Procedures, Civil Service Rules & Regulations, State of Louisiana and Federal Regulations.

Statement

GRADUATE STUDENTS WHO ARE ASSIGNED PAID ASSISTANTSHIPS ARE NOT TO BE ASSIGNED ANY ADDITIONAL EMPLOYMENT (EXTRA SERVICES CONTRACTS) WITH THE UNIVERSITY DURING THE EFFECTIVE DATES OF GRADUATE ASSISTANT APPOINTMENTS.

III. Procedures:

Budget Unit Head/Project Director

1. Places request for graduate assistant with the "Dean of Graduate Studies & Research".

Dean's Office

2. Takes application for graduate assistantship from prospective graduate assistants.

3. Completes the Graduate Assistant Appointment form (Attachment #1) in accordance with the Instructions for Completion of Graduate Assistant Appointment instructions.

4. Routes Form to "prospective graduate assistant" for completion of appropriate data/sections. Includes appropriate "New Hire Packet" and information required by the Dean's Office.

Prospective Graduate Assistant

5. Indicates acceptance or rejection of conditions and terms of assistantship.

If rejected, signs and returns Form marked rejected.

If accepted, completes Form in accordance with Instructions for Completion of Graduate Assistant Appointment instructions, and signs Form.

Completes "New Hire Packet" for Graduate Assistants as provided and other appropriate information as required by the Dean's Office.

Dean's Office

6. Receives Form from prospective graduate assistant. Files rejected "offers" as needed.

Processes accepted "offers" and completes appropriate sections of Form.

7. Forwards approved copy of Form to graduate assistant with appropriate Time and Attendance Report and instructions for completion.

8. Retains Dean's copy of Form.

9. Forwards approved Form to Business Affairs.

NOTE: Graduate Assistants who are assigned paid graduate assistantships are not eligible for any other type of university employment during the terms of the appointment.

NOTE: Budgetary Authority for Graduate Assistantships is the responsibility of the Dean of Graduate Studies & Research.

NOTE: Eligibility for an assistantship is the responsibility of the Dean of Graduate Studies & Research.

NOTE: Classification of the type of Graduate Assistantship is the responsibility of the Dean of Graduate Studies & Research.

NOTE: Approval for an Out-of-State Fee Waiver for Graduate Assistantships is the responsibility of the Dean of Graduate Studies & Research.

Business Affairs

10. Reviews orientation process with new hire (refer to procedures in the "New Employee Orientation Process"). Places all employment papers in personnel file for employee. Reviews all documents for completeness and addresses any problems and/or deficiencies directly with the new employee.

Completes Human Resources, Position Control, Payroll and Accounting processes.

 

NORTHWESTERN STATE UNIVERSITY
Graduate Assistantships
Policies and Procedures

Graduate assistantships are available for highly qualified graduate students. Out-of-state tuition, if applicable, may be waived for graduate assistants.

Eligibility Criteria. To be eligible for a graduate assistantship, the student must be accepted in a graduate degree program and must have achieved regular graduate admission status at Northwestern. The minimum credit course load for graduate assistants is nine graduate semester hours (six in the summer term).

Stipends. Stipends for graduate assistants are determined based on student grade point averages and scores on the general Graduate Record Examination (GRE). Applicants may consult the Graduate School for information about stipend amounts for which they may be eligible. Graduate assistants are paid monthly throughout the semester.

Application Procedure. Applications for assistantships should be directed to the head of the department of the student's major field of study or the Dean of Graduate Studies & Research. To make formal application the student should complete and return to the Graduate School the "Application for Graduate Assistantship" form.

Assignment. The Dean of Graduate Studies and Research determines the areas to which graduate assistants are assigned or reassigned, and approves their job responsibilities. A faculty member or administrator seeking the assignment of a particular graduate student to perform specific responsibilities should complete the "Request for Appointment of Graduate Assistant" form and submit it to the Graduate School. In the assignment of graduate assistants for the purpose of classroom instruction, heads of departments and directors of divisions are responsible for ensuring that the extent to which teaching assistants are used is reasonable and that they meet requirements established by the Commission on Colleges of the Southern Association of Colleges and Schools.

Job Responsibilities. The Graduate School officially assigns graduate assistants by completing and processing the "Graduate Assistant Appointment" form. The form specifies rate of payment, duties to be performed, and conditions of employment. A student on assistantship is to work 20 hours per week, no more and no less. Soon after the beginning of each semester, department heads must document compliance with this condition by completing and submitting to the Graduate School the "Graduate Assistant Workload Report" for each graduate assistant assigned to an area under their supervision.

First-time graduate assistants are required to attend an orientation session conducted within the department or division in which the student is assigned. A graduate assistant must enroll for a minimum of nine and a maximum of 12 graduate semester hours. To be eligible to retain the assistantship, the student must maintain a B average in all graduate courses, meet all other stated requirements of the Graduate School, and demonstrate satisfactory performance in the assigned job responsibilities.

Each graduate assistant is expected to perform assigned duties capably and to show courtesy and respect toward his or her supervisor as well as administrators, faculty, staff, and students with whom the graduate assistant has contact in the discharge of responsibilities. The supervisor should likewise be courteous toward the graduate assistant and respectful of his or her feelings.

Instances may arise in which either the supervisor or the graduate assistant feels the need for reassignment or replacement of the graduate assistant. The final determination in such matters is made by the Dean of Graduate Studies & Research, after discussing the matter with the affected parties.

Performance Evaluation. The Graduate School requires that the supervisor of each graduate assistant conduct an evaluation of the student's work each semester by completing the "Graduate Assistant Job Performance Evaluation Form". The Dean of Graduate Studies & Research reviews each evaluation to determine whether intervention in the form of reassignment or remediation is in order.

At the beginning of each semester, the supervisor of each graduate assistant should discuss the following with the student: the specific responsibilities of the position to which the graduate assistant has been assigned; the supervisor's expectations in terms of the student's performance in carrying out these responsibilities; and the evaluation form and the process the supervisor will use in evaluating job performance.

Periodically during the semester, the supervisor should conduct formative evaluations of the graduate assistant's performance by discussing with the student the supervisor's assessment and informing him or her of areas in which improvement is needed. If the graduate assistant's duties include teaching, the head of the department or director of the division in which the student teaches should: visit classes taught by graduate teaching assistant at least once a semester; complete a "Classroom Visitation Appraisal" following each visit; and hold periodic conferences with the graduate teaching assistant to discuss formative evaluations.

During the last week of the student's assignment for the semester, the supervisor should complete the evaluation form, discuss it with the student, provide the student an opportunity to respond to the evaluation, and give the student a copy of the completed form. In the case of a graduate teaching assistant, the student's department head or division director should conduct a formal evaluation at the close of each semester, using information obtained through personal observation and the "Student Survey of Instruction" completed by students in classes taught by the graduate assistant. Prior to the end of the semester, the supervisor should send a copy of the completed evaluation form to the Office of the Dean of Graduate Studies & Research.

 

 

NORTHWESTERN STATE UNIVERSITY

 

Instructions for Completion of
Graduate Assistant Appointments

Purpose: This form is used to request the appointment of Graduate Assistants.

Copies: It is the responsibility of each individual, "Approving Official/Officer" to make/retain file copies.

Routing: Dean's Office/Designee completes appropriate sections of Form and routes to "potential Graduate Assistant".

"Potential Graduate Assistant" completes appropriate section and routes to Dean's Office.

Dean/Designee completes appropriate sections, reviews, signs, dates and forwards to Business Affairs. If appointment is rejected, Dean's Office voids Form, sends copy to appropriate Budget Unit Head, if applicable, and files as needed.

DATA RESPONSIBILITIES
Graduate Assistants Appointments

Item # Description Responsibility
FORM NUMBER BUSINESS AFFAIRS
2 DATE FORM PREPARED DEAN'S OFFICE
3 NAME AND SOCIAL SECURITY NUMBER OF INDIVIDUAL TO BE EMPLOYED DEAN'S OFFICE
4 ACCOUNT TITLE TO BE CHARGED DEAN'S OFFICE
5 ACCOUNT NUMBER TO BE CHARGED DEAN'S OFFICE
6 EMPLOYMENT PERIOD DEAN'S OFFICE
7 BEGINNING AND ENDING DATE OF EMPLOYMENT FOR THIS AGREEMENT DEAN'S OFFICE
8 SALARY RATE TO BE PAID DEAN'S OFFICE
9 Grant, Contract, Other Agreement Award Period: Begin Date and End Date DEAN'S OFFICE
10 PAYMENT TERMS: MONTHLY, END OF SEMESTER, ETC. DEAN'S OFFICE
11 DUTIES TO BE PERFORMED. USE ATTACHMENT IF NECESSARY DEAN'S OFFICE
12 APPOINTMENT ACCEPTED OR REJECTED INDIVIDUAL/STUDENT
13 SIGNATURE OF INDIVIDUAL/STUDENT ACCEPTING OR REJECTING APPOINTMENT OFFER, INCLUDING DATE INDIVIDUAL/STUDENT
14 INDIVIDUAL/STUDENT SOCIAL SECURITY NUMBER INDIVIDUAL/STUDENT
15 PRINTED OR TYPED NAME, MAILING ADDRESS AND CONTACT PHONE NUMBER FOR INDIVIDUAL/STUDENT, ADDRESS SHOULD BE THE CHECK MAILING ADDRESS INDIVIDUAL/STUDENT
16 OFFICE OR UNIVERSITY REPRESENTATIVE FORM IS TO BE RETURNED TO INDIVIDUAL/STUDENT  DEAN'S OFFICE
17 DATE FORM SHOULD BE RETURNED TO OFFICE OR UNIVERSITY REPRESENTATIVE BY INDIVIDUAL/STUDENT DEAN'S OFFICE
18 SIGNATURE AND DATE OF DEAN OR DESIGNEE RECOMMENDING APPOINTMENT PROJECT DIRECTOR/BUDGET UNIT HEAD
19 TYPE OF GRADUATE ASSISTANT APPOINTMENT DEAN'S OFFICE
20 OUT-OF-STATE FEE WAIVER STATUS DEAN'S OFFICE
21 HUMAN RESOURCE SYSTEM CODE FOR APPLICABLE SALARY/TAX/DEDUCTIONS, ETC. BUSINESS AFFAIRS
22 CURRENT STATUS OF APPLICABLE SALARY/TAX/DEDUCTIONS, ETC. BUSINESS AFFAIRS
23 STATUS OF APPLICABLE SALARY/TAX/DEDUCTIONS, ETC. AFTER CHANGE BUSINESS AFFAIRS
24 FRS (FINANCIAL RECORDS SYSTEM) OBJECT CODE OF EXPENDITURE FOR THIS APPOINTMENT BUSINESS AFFAIRS
25 HRS (HUMAN RESOURCES SYSTEM) EARNINGS CODE FOR THIS APPOINTMENT BUSINESS AFFAIRS
26 PAYROLL CYCLE, ETC. AFFECTED BY THIS APPOINTMENT BUSINESS AFFAIRS
27 JOB CODE FOR THIS APPOINTMENT BUSINESS AFFAIRS
28 HUMAN RESOURCE SYSTEM DIVISION, DEPARTMENT AND UNIT FOR THIS APPOINTMENT BUSINESS AFFAIRS
29 BEGINNING AND ENDING ASSIGNMENT DATES FOR THIS APPOINTMENT BUSINESS AFFAIRS
30 HUMAN RESOURCE SYSTEM PRIOR LINK FOR THIS APPOINTMENT BUSINESS AFFAIRS
31 THIS POSITION'S POSITION NUMBER BUSINESS AFFAIRS
32 THE HUMAN RESOURCE SYSTEM ACCURAL COMP DATE FOR THIS EMPLOYEE BUSINESS AFFAIRS
33  THE TIME KEEPING LOCATION FOR THIS APPOINTMENT TO WHERE THE PAYROLL CHECK WILL BE ROUTED BUSINESS AFFAIRS
34 SIGNATURE AND DATE OF THE COORDINATOR OF HUMAN RESOURCES OR DESIGNEE ATTESTING TO PROPER REVIEW OF APPOINTMENT FOR COMPLIANCE, ACCURACY, ETC. DIRECTOR OF HUMAN RESOURCES
35 SIGNATURE AND DATE OF ASSIGNED INDIVIDUAL WHO ENTERED DATA FOR PAYROLL UPDATES BUSINESS AFFAIRS
36 SIGNATURE AND DATE OF ASSIGNED INDIVIDUAL WHO VERIFIED DATA ENTRY FOR PAYROLL UPDATES BUSINESS AFFAIRS
37 BUDGET BALANCE OF ACCOUNT TO BE CHARGED BEFORE THIS APPOINTMENT BUSINESS AFFAIRS
38 BUDGET BALANCE OF ACCOUNT TO BE CHARGED AFTER THIS APPOINTMENT BUSINESS AFFAIRS
39 BUDGET ENTRY REFERENCE NUMBER FOR BUDGET ENTRY REQUIRED BY THIS APPOINTMENT BUSINESS AFFAIRS
40 SIGNATURE AND DATE OF EMPLOYEE ASSIGNED BUDGET REVIEW ATTESTING PROPER BUDGET REVIEW AND ACTION HAS OCCURRED BUSINESS AFFAIRS
41  7 COPIES - Distribute per instructions on bottom of form from each page BUSINESS AFFAIRS