Office of the Provost. Graduate Student Hiring and Support Guidelines

Transcription

1 Office f the Prvst Graduate Student Hiring and Supprt Guidelines Effective July 1,

2 TABLE OF CONTENTS Cntents I. INTRODUCTION... 4 DEFINITIONS... 4 II. GRADUATE ASSISTANTSHIP (GA)... 6 GA CLASSIFICATIONS... 6 Graduate Research Assistant (GRA)... 6 Graduate Teaching Assistant (GTA)... 6 GA ELIBIGILITY... 6 Graduate Research Assistant (GRA)... 6 Graduate Teaching Assistant (GTA)... 7 GA ORIGINAL APPOINTMENTS... 8 Determining the Supprt Package... 8 Hiring Paperwrk... 9 Electrnic Persnnel Actin Frm Prcess... 9 GA SUMMER APPOINTMENTS GA RE-APPOINTMENTS GA TERMINATION GA RESTRICTIONS GA COMPLEMENTARY SUPPORT Allwable by Classificatin Tuitin Definitins: Table One Subsidized Health Insurance Supprt III. GRADUATE LECTURESHIP GL CLASSIFICATION GL ELIGIBILITY GL ORIGINAL APPOINTMENTS Determining the Supprt Package Hiring Paperwrk Electrnic Persnnel Actin Frm Prcess GL SUMMER APPOINTMENTS GL RE-APPOINTMENTS GL TERMINATION GL RESTRICTIONS IV. GRADUATE STUDENTS AS ADJUNCT FACULTY ADJUNCT CLASSIFICATION ADJUNCT ELIGIBILITY ADJUNCT RESTRICTIONS V. GRADUATE STUDENT WAGE APPOINTMENTS STUDENT WAGE CLASSIFICATION STUDENT WAGE ELIGIBILITY STUDENT WAGE ORIGINAL APPOINTMENTS Determining the Supprt Package Hiring Paperwrk Electrnic Persnnel Actin Frm Prcess STUDENT WAGE RE-APPOINTMENTS STUDENT WAGE TERMINATION

3 STUDENT WAGE RESTRICTIONS VI. HIRING INTERNATIONAL STUDENTS UNDER ANY APPOINTMENT CLASSIFICATION VII. WORK EXPECTATIONS OF GRADUATE STUDENTS VIII. GRADUATE FELLOWSHIPS CENTRALLY FUNDED FELLOWSHIPS Determining the Supprt Package EXTERNALLY FUNDED FELLOWSHIPS Determining the Supprt Package IX. THE OFFER LETTER Cnfidentiality Templates Criminal Backgrund Check Signatries Distributin and Acceptance X. GRADUATE STUDENT SUPPORT FROM THE OFFICE OF THE PROVOST FULBRIGHT FELLOWSHIP GRADUATE STUDENT TRAVEL FUND MUSKIE FELLOWSHIP OPEN SOCIETY INSTITUTE (OSI) FELLOWSHIP PEACE CORPS/MASTER S INTERNATIONAL PRESIDENTIAL SCHOLARSHIP SUBSIDIZED GRADUATE HEALTH INSURANCE IN-STATE ELIGIBILITY FOR DOCTORAL AND MFA STUDENTS XI. APPENDIX A: RELEVANT LINKS

4 I. INTRODUCTION This guidelines primary audience is the faculty and staff wh perate graduate prgrams at Gerge Masn University, as well as Gerge Masn s graduate students. These guidelines will be updated n an as-needed basis. Cmments abut its imprvement are welcme. Please direct this crrespndence t prvpb@gmu.edu. Gerge Masn University is cmmitted t prviding equal pprtunity and an educatinal and wrk envirnment free frm any discriminatin n the basis f race, clr, religin, natinal rigin, sex, disability, veteran status, sexual rientatin, r age. Gerge Masn University shall adhere t all applicable state and federal equal pprtunity/affirmative actin statutes and regulatins. University Plicy Number DEFINITIONS Please nte: The current University Catalg definitins may differ frm what is listed belw (based upn catalg). Current catalg definitins supersede the definitins prvided in this dcument. Academic Units: Gerge Masn University s eleven schls/clleges/institutes: Cllege f Educatin and Human Develpment (CEHD), Cllege f Health and Human Services (CHHS), Cllege f Humanities and Scial Sciences (CHSS), Cllege f Science (COS), Cllege f Visual and Perfrming Arts (CVPA), Schl f Cnflict Analysis and Reslutin (SCAR), Krasnw Institute fr Advanced Study (KR), Schl f Law (SOL), Schl f Management (SOM), Schl f Public Plicy (SPP), and The Vlgenau Schl f Engineering (VSE). Hme Academic Unit: The academic unit where the student s primary prgram f study is managed, and frm where the student s degree will be cnferred. Academic Year: August 25 thrugh May 24 (f the fllwing year). This includes nly the fall and spring semesters. Fellwship (centrally funded): A frm f funding fr students that des nt invlve a wrk cmpnent. Funding and eligibility details fr each particular fellwship vary. Details can be fund in Sectin VIII f this dcument. Gd Academic Standing: A graduate student withut an Academic Warning r Academic Terminatin standing. Graduate Assistantship (GA): A university emplyment psitin fr graduate students. Categries f emplyment include: Graduate Research Assistantship (GRA) and Graduate Teaching Assistantship (GTA). Details can be fund in Sectin II f this dcument. Full-Time Graduate Assistantship: An assistantship f 20 (r mre*) hurs per week. Part-Time Graduate Assistantship: An assistantship f less than 20 hurs per week. These appintments are cmmnly 10 hurs per week. *Prir apprval is required fr GAs t wrk ver 20 hurs per week. 4

5 Graduate Curse: A curse numbered 500 and abve. Graduate Degree Prgram: A master s, dctral, r graduate certificate prgram f study. This des nt include students in nndegree status. Graduate Lectureship (GL): Graduate students wh are the instructr f recrd fr a credit-bearing curse, and are paid accrding t the Adjunct Faculty Matrix. Faculty supervisin is required. Fr details, see Sectin III f this dcument. Graduate Student: A student enrlled in a master s, dctral, graduate certificate, r graduate study nndegree prgram. Full-Time Graduate Student: Graduate students are cnsidered full-time if they are: 1. Enrlled in at least nine graduate credits per semester, r 2. Hld a full-time assistantship (20 hurs a week) and are enrlled in at least six graduate credits per semester, r 3. Master s students may be enrlled in 1 credit f 799 if they have cmpleted 3 credits f 799 and the student alng with their advisr and department chair certify each semester that the student is wrking full-time n the thesis, r 4. Dctral students wh are enrlled in dissertatin credits (either 998 r 999) are cnsidered full-time if they are enrlled in at least 6 credits per semester, regardless f whether they hld an assistantship. Dctral students wh have advanced t candidacy and have cmpleted the minimum number f credits required by the university and their degree prgram, including the minimum number f credits f 998 and 999, are cnsidered full-time if they are registered fr at least 1 credit f 999 and the student alng with their advisr and department chair certify each semester that they are wrking full-time n the dissertatin. T be cnsidered as full-time under the afrementined clauses, a student must cmplete and submit the apprpriate frms t the Office f the University Registrar prir t the first day f classes fr the semester. Students are respnsible fr fllwing the applicable prcedures t ensure that the Office f the University Registrar has apprved their full-time status. Nte that different criteria fr full-time status may apply fr tuitin, verificatin, lan deferral, and financial aid. Cntact Student Accunts, the Registrar s Office, and Student Financial Aid, respectively, fr mre infrmatin. Part-Time Graduate Student: Graduate students are cnsidered part-time if they d nt meet r exceed the full-time definitin. Hwever, they must be enrlled in at least ne graduate credit. Schlarship: Funding given t a student by a schl r agency t cver part r all expenses assciated with attending schl, fr which neither wrk nr repayment is required. Funding and eligibility details fr each particular schlarship vary. Fr infrmatin n schlarships, please visit the Financial Aid website. Unsatisfactry Grade: A curse grade f C r belw, r a curse grade f Incmplete (IN). 5

6 II. GRADUATE ASSISTANTSHIP (GA) Graduate appintments must be made frm the available applicant pl f all students wh have requested hiring cnsideratin n their graduate applicatin fr admissin. Each academic unit r department establishes prcedures t ensure that students are selected fairly and in accrdance with university hiring guidelines. If the hiring department is unsure f its prcedures, please cntact the dean s ffice fr guidance. Students wh have cmpleted their degrees shuld nt be emplyed n a GA (r n a GL). If a department wishes t emply a graduate, it shuld d s under a nn-student wage, classified, r ther apprpriate appintment. GA CLASSIFICATIONS *If hiring an internatinal student, als review Sectin VI f this dcument* Gerge Masn hires graduate students in varius ways t perfrm varying tasks. Students shuld be hired under ne f these classificatins accrding t the ne that is applicable t the student s jb respnsibilities. If the student s jb respnsibilities d nt fit ne f the GA classificatins, students can als be hired as a Student Wage; details can be fund in Sectin V f this dcument. Graduate Research Assistant (GRA) A graduate student participating directly in research r research-supprt activities under faculty supervisin. Graduate Teaching Assistant (GTA) A graduate student participating directly in instructinal activities under faculty supervisin, whether r nt the instructr f recrd. GTAs may nt teach mre than tw undergraduate lecture curses, r six semester hurs f recitatin sectins, r nine semester hurs f labratry per semester. GTA assignments may als be given t perfrm activities that are nt enrllment related, but which relate t teaching in sme way. These activities typically include tutring, advising, and curriculum develpment. The specific activity must be described in the ffer letter. Graduate students must never teach any curse that culd enrll students in the same prgram r prgrams in which the GTA will take curses. GTAs are encuraged t review the Center fr Teaching Excellence s available infrmatin. GA ELIBIGILITY Graduate students may be hired by Gerge Masn nly if they meet the necessary requirements: Graduate Research Assistant (GRA) Students must be admitted t a graduate degree prgram at Gerge Masn. 6

7 Students must have full-time enrllment during the semesters they are GRAs (whether their GRA is full-time r part-time). Mnitring the GRA s enrllment will be cnducted by the hiring department. Exceptins t the six-hur enrllment required are cnsidered nly fr students wh need fewer than six hurs t cmplete their degree and graduate. If the student falls int this categry, the student's graduate crdinatr must frward a written request t carry a reduced lad t the dean s ffice by the latest schedule adjustment date. This request shuld include the student s status in his r her prgram and the number f remaining hurs and specific curses that remain. If all dissertatin r thesis hurs have been expended, the student must still register fr ne credit f dissertatin r thesis wrk per semester. F-1 and J-1 internatinal students als need the apprval f OIPS befre drpping belw full-time (as defined in the University Catalg.) Students must be in gd academic standing, have a minimum 3.0 GPA, and may nt have any recent (as defined by the dean s ffice) unsatisfactry grades at the time the ffer letter is created. Students must meet Gerge Masn s English prficiency requirements. Individual prgrams reserve the right t set higher minimum scres. Please visit the Admissins sectin f the current university catalg. Students must submit the necessary hiring paperwrk; fr details, see Sectin II, Hiring Paperwrk, f this dcument. Graduate Teaching Assistant (GTA) Students must be admitted t a graduate degree prgram at Gerge Masn. Students must have full-time enrllment during the semesters they re GTAs (whether their GTA is full-time r part-time). Mnitring the GTA s enrllment will be cnducted by the hiring department. Exceptins t the six-hur enrllment required are cnsidered nly fr students wh need fewer than six hurs t cmplete their degree and graduate. If the student falls int this categry, the student's graduate crdinatr must frward a written request t carry a reduced lad t the dean s ffice by the latest schedule adjustment date. This request shuld include the student s status in his r her prgram and the number f remaining hurs and specific curses that remain. If all dissertatin r thesis hurs have been expended, the student must still register fr ne credit f dissertatin r thesis wrk per semester. F-1 and J-1 internatinal students als need the apprval f OIPS befre drpping belw full-time (as defined in the University Catalg). Students must be in gd academic standing, have a minimum 3.0 GPA, and may nt have any recent (as defined by the dean s ffice) unsatisfactry grades at the time the ffer letter is created. Students must meet Gerge Masn s English prficiency requirements. Individual prgrams reserve the right t set higher minimum scres. Please visit the Admissins sectin f the current university catalg fr these requirements. 7

8 Additinally, all internatinal GTAs whse native language is nt English must take the SPEAK test. Arrangements fr the SPEAK test can be made with Gerge Masn s English Language Institute (ELI). Students wh scre less than 50 ut f a pssible 60 are required t take 12 hurs f tutring t imprve their prnunciatin and/r fluency. After the cmpletin f 12 hurs f tutring, students are allwed t retake the test. The ELI tutring is prvided as a free service t Gerge Masn students. The internatinal student s SPEAK test scre must be placed in the hiring packet. Students cannt be given a GTA r GL unless they have scred at least 50 ut f a pssible 60 n the test, but they may perfrm nn-instructinal duties such as hmewrk grading, assisting with a lab curse, etc. Graduate students wh hld a master s degree r at least 18 credit hurs in the relevant field (r are qualified thrugh prfessinal experience, as defined by the dean s ffice) may teach undergraduate curses in that field. Students wh cnduct labs, grade papers, r perfrm ther teaching supprt services t the instructr f recrd are nt required t have 18 hurs f graduate curse wrk in the pertinent field. Students must submit the necessary hiring paperwrk; fr details, see Sectin II, Hiring Paperwrk f this dcument. GA ORIGINAL APPOINTMENTS Determining the Supprt Package The supprt package will be determined based upn the availability f funds (if there is uncertainty regarding funding, cntact the dean s ffice). The Office f the Prvst encurages that a full academic year f supprt be granted t students prir t the start f the fall semester. The supprt package is utlined and ffered t the student via an ffer letter (fr details, see Sectin IX f this dcument). Term Full Academic Year: August 25 t May 24 Fall Semester: August 25 t January 9 Spring Semester: January 10 t May 24 Summer Sessins: Three mnths between May 25 and August 24 The ffer letter must specify if the student will be required t wrk ver university r semester breaks. Visit the Office f the University Registrar s website fr the applicable semester s academic calendar. Salary Cmpensatin fr graduate assistants is determined by the level f skill and prerequisite skill requirements. Fr minimum cmpensatin requirements, please reference the Cmpensatin Rates fr GTAs and GRAs fund n the Prvst s website. 8

9 These psted cmpensatin rates are fr full-time (20 hurs per week) assignments. Students wh have received apprval fr appintments f mre than 20 hurs per week shuld have their cmpensatin prrated apprpriately. Likewise, students wh are hlding appintments f less than 20 hurs shuld have their cmpensatin als prrated apprpriately. Tuitin Supprt Tuitin supprt t graduate assistants can be prvided thrugh graduate tuitin waivers r thrugh tuitin grants. Fr details, please see Sectin II, GA Cmplementary Supprt, f this dcument. Subsidized Health Insurance Fully subsidized health insurance is available t eligible students. Fr details, please see Sectin II, GA Cmplementary Supprt, f this dcument r visit the Prvst s website. In-State Tuitin Eligibility Out-f-state dmiciles may be eligible t receive in-state tuitin rates. Fr details, please see Sectin II, GA Cmplementary Supprt, f this dcument r visit the Prvst s website. Hiring Paperwrk All graduate students with a paid assignment must cmplete all hiring paperwrk. Paperwrk shuld be cmpleted within the hiring department unless the hiring department has made ther arrangements with HR & Payrll. Masn is an E-Verify emplyer. All emplyees may be subject t E-Verify. Internatinal students with paid assignments must make an appintment with the internatinal tax crdinatr, lcated in Fiscal Services, University Hall. All emplyees must enrll fr direct depsit via PatritWeb. See University Plicy Number 2201 fr mre details. All riginal dcuments cmpleted with the department shuld be sent t HR & Payrll. All riginal transcripts shuld be sent t the Office f the Prvst, MS 3A2. Cpies f the fllwing cmpleted hiring dcuments shuld be kept n file by every department that hires the student (per the Decentralized Hiring Plicy prvided by Human Resurces and Payrll): 1. Supprting hiring dcumentatin (ffer letter, key request frms, etc.) 2. Emplyment Infrmatin Sheet 3. Cmmnwealth Drug & Alchl Plicy 4. Cnditins f Emplyment 5. Selective Service Frm (if hiring a male student) 6. Original transcript (if a GTA r GL) 7. Prf f SPEAK Test prficiency (if a GTA r GL) Cntact yur dean s ffice fr infrmatin n yur academic unit s internal prcedures- the dean s ffice may desire cpies f all r sme f the abve-mentined frms. Electrnic Persnnel Actin Frm Prcess After receiving the signed ffer letter frm the student, the hiring department will then enter the emplyee int the Banner HR system thrugh the Electrnic Persnnel Actin Frm prcess. This will enable the student t receive a payment each pay perid. 9

10 Fall assignments must be entered by August 25 th t ensure students are paid n time. Spring assignments must be entered by January 10 th t ensure students are paid n time. Please refer t the previusly listed Term dates fr apprpriate psitin begin and end dates. Fr assistance with the Electrnic Persnnel Actin Frm (EPAF), please cntact HR and Payrll. GA SUMMER APPOINTMENTS GAs hired during the summer are supprted and hired in the same fashin as GAs hired during the academic year. Hwever, here are a few ntes f additinal guidance: The term can be active frm ne summer sessin t three (dates between May 25 and August 24). Their cmpensatin shuld mirrr their effrt. Summer GTAs are cmpensated accrding t the Adjunct Faculty Matrix fund n the Prvst s website. Students wh receive graduate assistantship appintments fr the summer d nt have t enrll in summer classes, but their salary will be subject t FICA withhlding (unless they are exempt under a special rule that applies t certain F-1 and J-1 students). Students nt enrlled in curses may wrk up t 40 hurs per week. Their cmpensatin shuld be increased accrdingly. Students wh are enrlled full-time during the summer and wh hld GAs will nt be subject t FICA withhlding. Full-time status fr students enrlled during the summer term is the same as fr fall and spring semesters. GA RE-APPOINTMENTS The hiring department r spnsred prject s principal investigatr prepares and sends an ffer letter t the student. (Fr details, see Sectin IX f this dcument). If the student wishes t accept the ffer, he r she must sign the ffer letter and return it t the hiring department by the date specified in the ffer letter. Frms I-9 fr nn-immigrants typically expire based n the expiratin f the immigratin dcuments n which they are based. I-9 frms must be updated prir t their expiratin s that the students may cntinue uninterrupted emplyment. The student shuld reprt t the department r spnsred prject directr with the signed ffer letter. Internatinal students will als bring their updated I-9, verified by the NEW Center, if applicable. All frms frm the riginal appintment shuld still be n file. The hiring department will then create the EPAF. 10

11 GA TERMINATION Graduate assistants wh are terminated early, regardless f the reasn, shuld be cmpensated in direct prprtin t the ttal time wrked up t the pint f terminatin. T avid verpayments, the hiring department must infrm HR and Payrll f the early terminatin as sn as it is practical t d s. Terminatin EPAFs must be submitted and apprved five days prir t the end f the pay perid in which the student s last emplyment date falls. Students wh d nt cmplete the assignment as described in the ffer letter may be remved frm the assistantship and lse their tuitin supprt in future terms. See Attachment A f the Graduate Assistant/Lecturer Appintment Letter Template (lcated n the Prvst s website) fr mre infrmatin n the terms and cnditins f emplyment. Tuitin charges will be subject t university tuitin liability rules if the student withdraws frm any f his r her classes. Visit the Office f the University Registrar s website fr the applicable semester s academic calendar. Students must prvide their desire t terminate a GA in writing. GA RESTRICTIONS The fllwing restrictins apply t hiring graduate students under any GA classificatin. Failure t adhere t these restrictins may result in the student being remved frm their appintment. Full-time r part-time GAs will be awarded nly t full-time graduate students. Appintments are intended t cntribute t the graduate student s educatinal experience. Therefre, secretarial r clerical duties, r duties unrelated t the student s educatin experience, are inapprpriate as part f GA respnsibilities. If using spnsred funds t supprt a GTA, prir apprval frm OSP is required. Graduate students will nrmally be limited t ne 20-hur per week GA (r the equivalent). Exceptins can be granted fr a maximum f ten additinal hurs. This exceptin is granted by the dean f the dmestic student s hme academic unit prir t an additinal appintment. This is applicable whether the student is appinted in ne, r in multiple academic units. F-1 r J-1 visa internatinal students may nt wrk mre than 20 hurs per week during the fall r spring semester; cnsult OIPS fr details. If the student is hired by anther academic unit, the hme academic unit f the student must apprve the additinal appintment and its cnditins. Fellwship and GA/GL funds may be cmbined t create a financial aid package fr an individual student. Hwever, the maximum cmpensatin fr a given student shuld nt exceed the levels nrmally prevailing in the academic unit(s) invlved (refer t the dean s ffice fr guidance). GA COMPLEMENTARY SUPPORT Allwable by Classificatin Tuitin supprt t GAs and GLs can be prvided thrugh graduate tuitin waivers r thrugh tuitin grants. 11

12 Being hired int a GA r GL des nt guarantee tuitin supprt. Students hlding GAs r GLs are nt eligible fr emplyee tuitin waivers. Tuitin Definitins: Table One Fr details n tuitin definitins, see belw Eligible fr Eligible fr Eligible fr Graduate Assignment Emplyee Tuitin Waiver Graduate Waiver Tuitin Grant GRA N Yes Yes GR GTA N Yes Yes GA GL N Yes Yes GL Summer GTA N Yes Yes GS Summer GRA N Yes Yes GR Full-time Gerge Masn emplyee with Faculty Adjunct appintment Nndegree seeking graduate student with Faculty Adjunct appintment Yes N Yes PO Yes N Yes PO Banner Psitin Prefix Tuitin Grants Tuitin grants are funded schlarships that can be awarded t graduate students, regardless f whether the student hlds an assistantship r nt. If an academic unit pssesses sufficient funds separate frm the funds allcated by central administratin fr graduate tuitin waivers, it may prvide tuitin grants t graduate assistants wh have nt received a full tuitin waiver. Tuitin grants must nt be used as a substitute frm f cmpensatin; all cmpensatin must be paid thrugh HR and Payrll. Tuitin grants may be used t fund the Educatinal Resurce Fee. Students n a spnsred prject can nly receive a tuitin grant if the student has an assistantship. Fr additinal infrmatin, cntact the Office f Spnsred Prjects. Tuitin grants shuld be prcessed as fllws: Tuitin grants shuld be prcessed using Banner Wrkflw. The Office f Student Financial Aid will pst the grant n the student s accunt. The wrkflw must be received by the Office f Student Financial Aid at least 72 hurs befre the payment due date fr each applicable semester. Tuitin Waivers Tuitin waivers are unfunded schlarships that represent revenue frgne by the university. Tuitin waiver funding is apprved by the central administratin and allcated t the academic units. Tuitin waivers are awarded nly t students hired by Gerge Masn at the discretin f the academic unit. 12

13 The waivers will vary depending n the amunt f tuitin dllars allcated t the academic unit. Students must hld a GA r GL appintment in rder t be eligible fr a tuitin waiver, but receipt f such an appintment des nt guarantee tuitin supprt in any r every semester. Tuitin waivers must nt be used as a substitute frm f cmpensatin; all cmpensatin must be paid thrugh HR and Payrll. Tuitin waivers may be used t fund the Educatinal Resurce Fee. The value f the tuitin waiver must be described in the ffer letter, and cannt exceed tuitin charges. T be eligible fr a tuitin waiver, a student must earn a minimum f $4,000 frm academically related activities during the academic year, be hired as a GA r GL, and take a minimum f six hurs f graduate curse wrk during each f the fall and spring semesters. Fellwship mnies may nt be included r used when determining a student s eligibility fr tuitin waivers. Tuitin waivers shuld be prcessed as fllws: Cmplete and submit the Departmental Tuitin Waiver Authrizatin frm fund n the Student Acunts website. The Office f Student Financial Aid will pst the grant n the student s accunt. The frm must be received by the Office f Student Financial Aid at least 72 hurs befre the payment due date fr each applicable semester. Spnsred Tuitin Supprt Whenever pssible, the tuitin supprt fr GAs and GLs paid frm restricted funds will be included as a spnsr cst. All ther plicies and prcedures gverning university funded GAs and GLs apply. In cases where spnsr regulatins specifically prhibit the use f restricted funds fr tuitin supprt, the academic unit may prvide the student with tuitin supprt if it determines that it has sufficient funding. Subsidized Health Insurance Supprt Eligible graduate students can receive up t 100% subsidized health insurance cverage thrugh Aetna Student Health. The health insurance premium is charged based upn where the student s salary is being paid: if funded thrugh nn-spnsred funds, it will be charged t the Office f the Prvst; if funded thrugh spnsred funds, it will be charged t the spnsr. Infrmatin pertaining t this prgram can be fund n the Prvst s website. In-State Eligibility fr Dctral and MFA Students Students meeting the eligibility requirements will be charged at in-state tuitin rates and such charges shall be reflected n their student accunts. Academic units will use in-state tuitin rates when applying tuitin supprt in cnjunctin with a student s graduate assistantship psitin(s). 13

14 Eligible students will be given the pprtunity t take additinal credits abve thse supprted by their assistantship(s) at the academic unit s in-state tuitin rate. Charges fr additinal credits taken will be the financial respnsibility f the student and applied t their student accunt. Infrmatin pertaining t this prgram can be fund n the Prvst s website. III. GRADUATE LECTURESHIP Graduate appintments must be made frm the available applicant pl f all students wh have requested hiring cnsideratin n their graduate applicatin fr admissin. Each academic unit r department establishes prcedures t ensure that students are selected fairly and in accrdance with university hiring guidelines. If the hiring department is unsure f its prcedures, please cntact the dean s ffice fr guidance. Students wh have cmpleted their degrees shuld nt be emplyed n a GL (r n a GA). If a department wishes t emply a graduate, it shuld d s under a nn-student wage, classified, r ther apprpriate appintment. GL CLASSIFICATION *If hiring an internatinal student, als review Sectin VI f this dcument!* Graduate Lecturers (GLs) are graduate students wh are the instructr f recrd fr a credit-bearing curse fr nt mre than 20 hurs per week. Faculty supervisin must still be enfrced. Graduate students must never teach any curse that culd enrll students in the same prgram r prgrams in which the GL will take curses. GLs are encuraged t review the Center fr Teaching Excellence s available infrmatin. GL ELIGIBILITY Graduate students may be hired by Gerge Masn nly if they meet the necessary requirements: Students must be admitted t a graduate degree prgram at Gerge Masn. Students may have full-time r part-time enrllment during the semesters they re GLs (part-time GL requires part-time r full-time enrllment, full-time GL requires full-time enrllment). Mnitring the GL s enrllment will be cnducted by the hiring department. Exceptins t the six-hur enrllment required are cnsidered nly fr students wh need fewer than six hurs t cmplete their degree and graduate. If the student falls int this categry, the student's graduate crdinatr must frward a written request t carry a reduced lad t the dean s ffice by the latest schedule adjustment date. This request shuld include the student s status in his r her prgram and the number f remaining hurs and specific curses that remain. If all dissertatin r thesis hurs have been expended, the student must still register fr ne credit f dissertatin r thesis wrk per semester. F-1 and J-1 internatinal students als need the apprval f OIPS befre drpping belw full-time (as defined in the University Catalg.) 14

15 Students must be in gd academic standing, have a minimum 3.0 GPA, and may nt have any recent (as defined by the dean s ffice) unsatisfactry grades at the time the ffer letter is created. Students must meet Gerge Masn s English prficiency requirements. Please visit the Admissins sectin f the current university catalg fr these requirements. All internatinal GLs whse native language is nt English must take the SPEAK test. Arrangements fr the SPEAK test can be made with Gerge Masn s English Language Institute (ELI). Students wh scre less than 50 ut f a pssible 60 are required t take 12 hurs f tutring t imprve their prnunciatin and/r fluency. After the cmpletin f 12 hurs f tutring, students are allwed t retake the test. The ELI s tutring is prvided as a free service t Gerge Masn students. The internatinal student s SPEAK test scre must be placed in the hiring packet. Students cannt be given a GTA r GL unless they have scred at least 50 ut f a pssible 60 n the test, but they may perfrm nn-instructinal duties such as hmewrk grading, assisting with a lab curse, etc. A student hired as a GL t teach an undergraduate curse must have at least 18 hurs f graduate curse wrk in the field in which he r she is t teach. A transcript(s) dcumenting the required number f graduate hurs must accmpany the hiring paperwrk (even if this is nt the student's first appintment). If hired t cnduct labs, grade papers, r perfrm ther teaching supprt services t the faculty member f recrd are nt required t have 18 hurs f graduate curse wrk in the pertinent field. Graduate students wh hld a master s degree r at least 18 credit hurs in the relevant field (r are qualified thrugh prfessinal experience, as deemed by the hiring academic unit) may teach undergraduate curses in that field. Students must submit the necessary hiring paperwrk; fr details, see Sectin III, Hiring Paperwrk f this dcument. GL ORIGINAL APPOINTMENTS Determining the Supprt Package The supprt package will be determined based upn the availability f funds (if there is uncertainty regarding funding, cntact the dean s ffice). The Office f the Prvst encurages that a full academic year f supprt be granted t students prir t the start f the fall semester. The supprt package is utlined and ffered t the student via an ffer letter (fr details, see Sectin IX f this dcument). 15

16 Term Full Academic Year: August 25 t May 24 Fall Semester: August 25 t January 9 Spring Semester: January 10 t May 24 Summer Sessins: Three mnths between May 25 and August 24 The ffer letter must specify if the student will be required t wrk ver university r semester breaks. Visit the Office f the University Registrar s website fr the applicable semester s academic calendar. Salary GLs are cmpensated accrding t the Adjunct Faculty Matrix, which is determined per didactic hur. The Matrix can be fund n the Prvst s website. Tuitin Supprt Tuitin supprt t graduate assistants can be prvided thrugh graduate tuitin waivers r thrugh tuitin grants. Fr details, please see Sectin II, GA Cmplementary Supprt, f this dcument. Hiring Paperwrk All graduate students with a paid assignment must cmplete all hiring paperwrk. Paperwrk shuld be cmpleted within the hiring department unless the hiring department has made ther arrangements with HR & Payrll. Masn is an E-Verify emplyer. All emplyees may be subject t E-Verify. Internatinal students with paid assignments must make an appintment with the internatinal tax crdinatr, lcated in Fiscal Services, University Hall. All emplyees must enrll fr direct depsit via PatritWeb. See University Plicy Number 2201 fr mre details. All riginal dcuments cmpleted with the department shuld be sent t HR & Payrll. All riginal transcripts shuld be sent t the Office f the Prvst, MS 3A2. Cpies f the fllwing cmpleted hiring dcuments shuld be kept n file by every department that hires the student (per the Decentralized Hiring Plicy prvided by Human Resurces and Payrll): 1. Supprting hiring dcumentatin (ffer letter, key request frms, etc.) 2. Emplyment Infrmatin Sheet 3. Cmmnwealth Drug & Alchl Plicy 4. Cnditins f Emplyment 5. Selective Service Frm (if hiring a male student) 6. Original transcript (if a GTA r GL) 7. Prf f SPEAK Test prficiency (if a GTA r GL) Cntact yur dean s ffice fr infrmatin n yur academic unit s internal prcedures- the dean s ffice may desire cpies f all r sme f the abve-mentined frms. 16

17 Electrnic Persnnel Actin Frm Prcess After receiving the signed ffer letter frm the student, the hiring department will then enter the emplyee int the Banner HR system thrugh the Electrnic Persnnel Actin Frm prcess. This will enable the student t receive a payment each pay perid. Fall assignments must be entered by August 25 th t ensure students are paid n time. Spring assignments must be entered by January 10 th t ensure students are paid n time. Please refer t the previusly listed Term dates fr apprpriate psitin begin and end dates. Fr assistance with the Electrnic Persnnel Actin Frm (EPAF), please cntact HR and Payrll. GL SUMMER APPOINTMENTS GLs hired during the summer are supprted and hired in the same fashin as GLs hired during the academic year. Hwever, here are a few ntes f additinal guidance: The term can be active frm ne summer sessin t three (dates between May 25 and August 24). Their cmpensatin shuld mirrr their effrt. Students wh receive GL appintments fr the summer d nt have t enrll in summer classes, but their salary will be subject t FICA withhlding (unless they are exempt under a special rule that applies t certain F-1 and J-1 students). Students nt enrlled in curses may wrk up t 40 hurs per week. Their cmpensatin shuld be increased accrdingly. Students wh are enrlled full-time during the summer and wh hld GLs will nt be subject t FICA withhlding. Full-time status fr students enrlled during the summer term is the same as fr fall and spring semesters. GL RE-APPOINTMENTS The hiring department prepares and sends an ffer letter t the student (Fr details, see Sectin IX f this dcument). If the student wishes t accept the ffer, he r she must sign the ffer letter and return it t the hiring department by the date specified in the ffer letter. Frms I-9 fr nn-immigrants typically expire based n the expiratin f the immigratin dcuments n which they are based. I-9 frms must be updated prir t their expiratin s that the students may cntinue uninterrupted emplyment. The student shuld reprt t the department with the signed ffer letter. Internatinal students will als bring their updated I-9, verified by the NEW Center, if applicable. All frms frm the riginal appintment shuld still be n file. The hiring department will then create the EPAF. 17

18 GL TERMINATION Graduate lecturers wh are terminated early, regardless f the reasn, shuld be cmpensated in direct prprtin t the ttal time wrked up t the pint f terminatin. T avid verpayments, the hiring department must infrm HR and Payrll f the early terminatin as sn as it is practical t d s. Terminatin EPAFs must be submitted and apprved five days prir t the end f the pay perid in which the student s last emplyment date falls. Students wh d nt cmplete the assignment as described in the ffer letter may be remved frm the assistantship and lse their tuitin supprt in future terms. See Attachment A f the Graduate Assistant/Lecturer Appintment Letter Template (lcated n the Prvst s website) fr mre infrmatin n the terms and cnditins f emplyment. Tuitin charges will be subject t university tuitin liability rules if the student withdraws frm any f his r her classes. Visit the Office f the University Registrar s website fr the applicable semester s academic calendar. Students must prvide their desire t terminate a GL in writing. GL RESTRICTIONS The fllwing restrictins apply t hiring graduate students as GLs. Failure t adhere t these restrictins may result in the student being remved frm their appintment. Full-time r part-time GLs may be awarded t full-time r part-time graduate students. This classificatin des nt cunt twards eligibility fr the graduate student health insurance subsidy r the in-state tuitin eligibility plicy. Students perfrming an assistant rle may nt be assigned as a GL. Appintments are intended t cntribute t the graduate student s educatinal experience. Therefre, secretarial r clerical duties r duties unrelated t the student s educatinal experience, are inapprpriate as part f GL respnsibilities. Graduate students will nrmally be limited t ne 20-hur per week GL (r the equivalent). Exceptins can be granted fr a maximum f ten additinal hurs. This exceptin is granted by the dean f the dmestic student s hme academic unit prir t an additinal emplyment. This is applicable whether the student is appinted in ne, r in multiple academic units. F-1 r J-1 visa internatinal students may nt wrk mre than 20 hurs per week during the fall r spring semester; cnsult OIPS fr details. If the student is hired by anther academic unit, the hme academic unit f the student must apprve the additinal appintment and its cnditins. Fellwship and GA/GL funds may be cmbined t create a financial aid package fr an individual student. Hwever, the maximum cmpensatin fr a given student shuld nt exceed the levels nrmally prevailing in the academic unit(s) invlved. 18

19 IV. GRADUATE STUDENTS AS ADJUNCT FACULTY Graduate appintments must be made frm the available applicant pl f all students wh have requested hiring cnsideratin n their graduate applicatin fr admissin. Each department r prgram establishes prcedures t ensure that students are selected fairly and in accrdance with university hiring guidelines. If the hiring department is unsure f its prcedures, please cntact the dean s ffice fr guidance. ADJUNCT CLASSIFICATION *If hiring an internatinal student, als review Sectin VI f this dcument* This classificatin hires full-time exempt (ineligible fr vertime) Gerge Masn emplyees wh are cncurrently enrlled in a graduate degree prgram. With permissin f their Gerge Masn supervisr, they may be awarded adjunct appintments t teach. They are hired t teach as the instructr f recrd. It is rare that a student be assigned t an adjunct appintment instead f a GTA r GL appintment. This classificatin must be used nly when abslutely necessary and nly fr students with primary emplyee status. Additinally, students enrlled in graduate nndegree status may be awarded adjunct appintments t teach. These students may r may nt be directly under faculty supervisin. Students hired under this classificatin are subject t University Plicy Number 2209, Emplyee Tuitin Exemptin Benefit. ADJUNCT ELIGIBILITY Students must be in gd academic standing, have a minimum 3.0 GPA, and may nt have any recent (as defined by the dean s ffice) unsatisfactry grades at the time the ffer letter is created. ADJUNCT RESTRICTIONS This classificatin des nt cunt twards eligibility fr the graduate student health insurance subsidy r the in-state tuitin eligibility plicy. Nn-exempt (vertime eligible) full-time emplyees may have additinal appintments but must cnsult with HR. Please cntact HR and Payrll with any questins. V. GRADUATE STUDENT WAGE APPOINTMENTS Graduate wage appintments are psted n HireMasn. Gerge Masn departments may pst their available psitins, and students may apply nline. Each department r prgram establishes prcedures t ensure that students are selected fairly and in accrdance with university hiring guidelines. 19

20 STUDENT WAGE CLASSIFICATION *If hiring an internatinal student, als review Sectin VI f this dcument* Per University Plicy Number 2222, this classificatin f wrker is fr students emplyed by Masn n-campus and paid n an hurly basis. Student Wage appintments are part-time, and are limited t 1500 hurs f wrk in a 365 cnsecutive day perid cmmencing frm the date f hire. Please review University Plicy Number 2222 fr further details regarding this classificatin. STUDENT WAGE ELIGIBILITY Graduate students may nly be hired by Gerge Masn if they meet the necessary requirements: Students must be enrlled in at least six graduate credits (nt including audit curses) each semester they are hired, and must maintain a gd academic standing during their emplyment. STUDENT WAGE ORIGINAL APPOINTMENTS Determining the Supprt Package A supprt package is nt available t student wage appintments. Hiring Paperwrk All graduate students with a paid assignment must cmplete all hiring paperwrk. Paperwrk shuld be cmpleted within the hiring department unless the hiring department has made ther arrangements with HR & Payrll. Masn is an E-Verify emplyer. All emplyees may be subject t E-Verify. Internatinal students with paid assignments must make an appintment with the internatinal tax crdinatr, lcated in Fiscal Services, University Hall. All emplyees must enrll fr direct depsit via PatritWeb. See University Plicy Number 2201 fr mre details. All riginal dcuments cmpleted with the department shuld be sent t HR & Payrll. All riginal transcripts shuld be sent t the Office f the Prvst, MS 3A2. Cpies f the fllwing cmpleted hiring dcuments shuld be kept n file by every department that hires the student (per the Decentralized Hiring Plicy prvided by Human Resurces and Payrll): 1. Supprting hiring dcumentatin (ffer letter, key request frms, etc.) 2. Emplyment Infrmatin Sheet 3. Cmmnwealth Drug & Alchl Plicy 4. Cnditins f Emplyment 5. Selective Service Frm (if hiring a male student) Cntact yur dean s ffice fr infrmatin n yur academic unit s internal prcedures- the dean s ffice may desire cpies f all r sme f the abve-mentined frms. 20

21 Electrnic Persnnel Actin Frm Prcess After receiving the signed ffer letter frm the student, the hiring department will then enter the emplyee int the Banner HR system thrugh the Electrnic Persnnel Actin Frm prcess. This will enable the student t receive a payment each pay perid. Fall assignments must be entered by August 25 th t ensure students are paid n time. Spring assignments must be entered by January 10 th t ensure students are paid n time. Please refer t the previusly listed Term dates fr apprpriate psitin begin and end dates. Fr assistance with the Electrnic Persnnel Actin Frm (EPAF), please cntact HR and Payrll. STUDENT WAGE RE-APPOINTMENTS The hiring department will enter the emplyee int the Banner HR system thrugh the Electrnic Persnnel Actin Frm prcess. STUDENT WAGE TERMINATION Graduate wage students wh are terminated early, regardless f the reasn, shuld be cmpensated in direct prprtin t the ttal time wrked up t the pint f terminatin. T avid verpayments, the hiring department must infrm HR and Payrll f the early terminatin as sn as it is practical t d s. Students must prvide their desire t terminate their wage psitin in writing. STUDENT WAGE RESTRICTIONS If the individual is nt enrlled fr curse credit, he/she must be hired under anther classificatin. This classificatin is nt eligible fr the Wage Emplyee Tuitin Waiver, r any tuitin supprt. This classificatin may be terminated frm emplyment withut cause. This classificatin prvides n guarantee f emplyment fr a particular term. This classificatin can nly be held by the student part-time (20 hurs per week). During semester breaks, this classificatin can be held by dmestic students full-time (40 hurs per week). This classificatin des nt cunt twards eligibility fr the graduate student health insurance subsidy r the in-state tuitin eligibility plicy. VI. HIRING INTERNATIONAL STUDENTS UNDER ANY APPOINTMENT CLASSIFICATION The Office f Internatinal Prgrams and Services (OIPS) prvides the fllwing infrmatin fr hiring internatinal students: F-1 and J-1 students are required by the Department f Hmeland Security (DHS) t take a full curse lad each fall and spring semester (excluding summer term). This means that the student must be recgnized as full-time in accrdance with the definitin in the University Catalg. Students 21

22 in their final semester f study may receive permissin frm OIPS t carry a reduced curse lad if they are enrlled fr all remaining credits required t cmplete their prgram f study. F-1 and J-1 students wh are maintaining their status are permitted t wrk n-campus fr up t 20 hurs per week during semesters. Full-time wrk is permitted during winter and spring breaks and in the summer, prvided that the student is eligible and intends t cntinue study fllwing the break. F-1 and J-1 students are admitted t the U.S. fr duratin f status, that is, t cmplete an educatinal prgram. If a student must remain in an educatinal prgram beynd the date riginally estimated fr cmpletin f the prgram (as stated n Frm I-20 r Frm DS-2019), the student must cmply with DHS r Department f State (DOS) prcedures fr a prgram extensin. Delay caused by academic prbatin r suspensin is nt an acceptable reasn fr a prgram extensin. The amunt f time indicated n the I-20 fr each degree prgram is based n nrmal r typical prgress. An extensin may be requested if the student needs additinal time t cmplete the prgram, prvided that the student has cntinued t make satisfactry prgress and the reasn fr the delay is beynd the student s cntrl. Requests fr prgram extensins require the academic advisr s supprt; a student wh has had ne apprved prgram extensin must seek apprval frm the OIPS Directr if an additinal extensin is requested. Students may use stipends as prf f financial supprt fr issuance f their I-20/DS A cpy f the ffer letter must be sent t OIPS indicating stipend amunt and specific tuitin benefit. If the student s financial supprt is based n a GRA r GTA, it is assumed that the same level f financial supprt will be renewed in subsequent years. U.S. law requires the Designated Schl Official t verify the surce f financial supprt fr all years f study prir t issuing an I-20 r DS In sme cases, the stipend will nt cver all f the student's educatinal and living expenses and may need t be supplemented with persnal r family funds r spnsrship by an utside rganizatin. Immigratin frms will nt be issued until all financial supprt dcuments have been submitted and have met estimated expense requirements, including tuitin, maintenance, bks, and medical insurance. OIPS uses the figures published and updated annually by Masn s Office f Financial Aid. All emplyees in nnimmigrant status must visit the Office f Internatinal Prgrams and Services (OIPS). OIPS will certify students eligibility t wrk n campus and prvide dcuments needed fr the Scial Security Card Applicatin (if a Scial Security Number has nt yet been btained). Students must bring their On Campus Emplyment Certificatin (OCEC) frm r jb ffer letter and all immigratin dcuments t OIPS. If J-1 Students are NOT spnsred by Masn, it is nt necessary fr the students t visit OIPS, hwever, they shuld cnfirm with their prgram spnsr that they have authrizatin t wrk n campus and apply fr a scial security number. F-1 Students wh d nt have a Scial Security Number must btain an enrllment certificatin frm the Office f the University Registrar that reflects full-time status fr the current semester. All emplyees in nnimmigrant status must visit the New Emplyee Welcme (NEW) Center fr verificatin f emplyment eligibility (DHS Emplyment I-9 frm and E-verify), registratin fr the nline Freign Natinal Infrmatin Frm, and assistance in scheduling a tax appintment with the Internatinal Tax Crdinatr in Fiscal Services. 22

23 F-1 and J-1 students must bring prf f identity and evidence f their eligibility t wrk at Gerge Masn fr purpses f cmpleting Frm I-9. Frms I-9 fr nn-immigrants typically expire based n the expiratin f the immigratin dcuments n which they are based. I-9 frms must be updated prir t their expiratin s that the students may cntinue uninterrupted emplyment. Internatinal students wh have cmpleted their prgram f study are n lnger eligible fr student-based emplyment. They may be eligible t wrk based n Optinal Practical Training r Academic Training, but this eligibility shuld be cnfirmed with OIPS befre a jb ffer is extended. Fr a checklist fr New Internatinal Student Emplyees, visit the New Emplyee Welcme (NEW) Center n the Human Resurces website. VII. WORK EXPECTATIONS OF GRADUATE STUDENTS Full-time graduate assistants are expected t wrk 20 hurs per week during the academic year; part-time graduate assistants are expected t wrk 10 hurs per week during the academic year. Wrk expectatins will be established in the ffer letter and will be mnitred by the supervising faculty member. The supervising faculty member als has the respnsibility t evaluate the graduate assistant s wrk perfrmance. The supervising faculty member may require that a GRA be available t wrk tw weeks prir t the start f the spring semester. In this situatin, the faculty member is nt bliged t give cmpensatry time ff during the spring semester. If the faculty member needs t have the GRA wrk at ther pints in the hliday perid, and the student is able t, the faculty member shuld give the student cmpensatry time ff during the spring semester. GTAs shuld be available fr a planning meeting with their supervisr smetime during the twweek perid prir t the start f the semester. GTAs wh serve as the instructr f recrd fr a curse shuld be available at the cnclusin f the semester t answer questins that might arise abut student grades. The ffer letter template requires that wrk expectatins be expressed t the student. VIII. GRADUATE FELLOWSHIPS CENTRALLY FUNDED FELLOWSHIPS Determining the Supprt Package The supprt package will be determined based upn the availability f funds (if there is uncertainty regarding funding, cntact the dean s ffice). The Office f the Prvst encurages that a full academic year f supprt be granted t students prir t the start f the fall semester. 23