Out of College Graduate Assistantship Appointments

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Out of College Graduate Assistantship Appointments
Prepared by Graduate School, Dawna Ishler,
12-08-2005
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Training Overview

• What is an out of college graduate assistantship
  appointment?
• History of the process, The new process
• The importance of out of college graduate
  assistantship opportunities
• The process of hiring
• Qualification details
• Completing the approval form
• Graduate School approval
• Who is required to complete Form A
• Who is eligible for tuition payment, Form B
• Fill out the Form
• Questions/ Comments

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What is an Out of College Graduate Assistantship
Appointment?

• Appointment fits this description
• Hiring department is outside of the graduate
  students academic college.
• Example Mechanical Engineering student working
  for the Physical Plant
• Hired as one of the following job codes
• 9181 Research Associate (30 credit hours)
• 9182 Research Assistant
• 9183 Teaching Associate (30 credit hours)
• 9184 Teaching Assistant (18 credit hours)
• 9185 Graduate Assistant
• 9186 Instructional Assistant

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History of the process.

• Prior to Fall 2005 Out of College GA appointments
  were previously decentralized...
• It was the responsibility of the hiring
  department to complete the form and communicate
  with the students college
• There was no way to track out of college
  appointments. It wasnt evident that the process
  was being followed.

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The new process...

• Fall 2005 the Graduate School implemented a
  centralized process.
• All requests are filed with the Graduate School
• Easier to track out of college appointments
• Ensures Graduate Assistantship requirements are
  being met

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The importance of Out of College GA
Appointments...

• The Graduate School greatly appreciates
  departments that offer our students a Graduate
  Assistantship opportunity.
• These type of opportunities are highly
  encouraged.
• To be competitive, it is essential that USF
  Graduate Assistantship opportunities continue to
  grow.

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What is the process to hire?

• Establish the Graduate Assistantship position
• Supports any of the Graduate Programs offered at
  USF
• Recommend at least .25 FTE (10 hours per week)
• Create a job description
• Advertise position
• Some depts. may have established ways to
  advertise
• Utilize the Career Centers Career Connections
• http//www.career.usf.edu/newsite/index.htm
• Select your student employee

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Qualification details

• Must pass 4 basic requirements
• Position description must support the academic
  program of the student.
• Qualifies A Business-Accounting student is
  working for Budget office maintaining accounts
• Does not Qualify A Biology student is working
  for Purchasing and Financial Services maintaining
  POs
• When in doubt contact the students Program
  Director
• http//admissions.grad.usf.edu/programs.asp
• Must be a USF graduate degree seeking student-
  accepted to a Graduate Program
• Check student status in Banner/Oasis Screen
  SGASTDN
• Or contact the Graduate School to find out
  813-974-2846

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Qualification details

• Must pass 4 basic requirements contd
• Must be in good academic standing (3.00 GPA or
  greater)
• Cannot be on P2 or P3 Academic Probation
• Check status in Banner/Oasis Screen SGASTDN,
  click on Academic Status (should be GS)
• When in doubt, contact the Graduate School
  (813-974-2846)
• Student must be enrolled full time during each
  semester they will be hired
• Fall 9CH, Spring 9CH, Summer 6CH
• Ask student for a copy of his/her course schedule
• Check status in Banner/Oasis Screen SFAREGF
• When in doubt, contact the Graduate School
  (813-974-2846)

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Qualifications Review

• Must pass 4 basic requirements
• Position description must support the academic
  program of the student.
• Must be a USF graduate degree seeking student-
  accepted to a Graduate Program.
• Must be in good academic standing (3.00 GPA or
  greater)
• Student must be enrolled full time during each
  semester they will be hired (Fall 9CH, Spring
  9CH, Summer 6CH)
• If the student meets these conditions You
  may start the hiring paperwork gt

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Completing the Approval Form

• Complete regular HR paperwork and the Approval
  Form
• Download the Out of College GA Appt. Approval
  Form
• Graduate School Forms Webpage www.grad.usf.edu/fo
  rms/
• Complete Form A for Appointment Approval
• Complete Form B to request Tuition Payment if
  applicable
• Attach necessary documentation
• Copy of ASF or letter of offer
• Job Description
• Forward to Academic Program Director for Approval
• Program Director will forward to the College
  Associate Dean for Approval
• Associate Dean will forward to Graduate School
  for Approval

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Graduate School Approval

• After the form is approved through the Academic
  Program Director and the College Associate Deans
  Office it is sent to the Graduate School
• The Graduate School will review and give final
  approval. Final approval from the
  Graduate School will be communicated via email.
• If the student met the 4 basic requirements the
  appointment will be approved
• If the request is denied the Graduate School will
  require that the appointment job code is change
  to a more appropriate job code.
• Disapprovals are result of not meeting one of the
  four basic requirements.
• Hiring a student that does not meet the
  requirements, only hurts the student.
• They will no longer be eligible for graduate
  assistant benefits.
• The Graduate School will work with the College to
  communicate disapprovals.

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Who is required to complete Form A?

• Form A is required for
• Any USF academic department that is hiring a
  student not within their college
• Ex Business student working for the College of
  Nursing
• Any USF non academic department that is hiring a
  student
• Ex Public Health student is working for Student
  for Health Services

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Who is eligible for tuition payment, Form B?

• Any USF department that is hiring a USF Tampa
  Academic Affairs student can request tuition from
  the Graduate School
• Ex Business student working for the College of
  Nursing
• This funding is limited
• As a long as student is appropriately classifed
  and funding is available, a tuition payment will
  be processed.
• Why cant students from HSC colleges or campuses
  other than Tampa request tuition from the
  Graduate School
• Each campus and HSC operate on a separate budget.
  The budget for Graduate School tuition payment
  funding is intended for USF Tampa Academic
  Affairs students.

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Things to know about hiring GAs?

• Bargaining Unit Agreement Graduate Assistants
  United (GAU) Agreement is located on the HR
  website. Contains info about performance
  evaluations, paid leave, and other GA policies.
• http//usfweb2.usf.edu/usfpers/pershome.html
• Health Insurance Must be appointed for at least
  .50 FTE (20 hours per week) to be eligible,
• For more information visit the student health
  link on the Graduate School Website
• http//www.grad.usf.edu/health/
• Letters of offer have specific requirements,
  templates are available on the Graduate School
  Website
• http//www.grad.usf.edu/forms/
• Minimum wage for Masters students 10.00/hr,
  for Doctoral students 11.00/hr
• Performance Evaluations are required if the
  student works for one semester or longer
• details are located in the GAU Bargaining
  Agreement
• Residency Reclassification Graduate Assistants
  working for .25FTE or greater that are classified
  as out of state residency are now eligible to
  be reclassified as in state residency for
  tuition purposes.
• Fax a copy of the letter of offer to the
  Attention of Francisco Vera, Subject Residency
  Reclassification, no later than the first day of
  classes. FAX [phone]
• Tuition Payment Must be appointed for at least
  .25 FTE (10 hours per week) and work at least 150
  hours in Fall, 150 hours in Spring, 100 hours in
  Summer to receive a tuition payment.

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Thank You

• Thank you all for your time, and for your
  contribution to this important opportunity for
  our Graduate Students.
• COMMENTS/ QUESTIONS?

Prepared by Graduate School, Dawna Ishler,
12-08-2005