GRADUATE ASSISTANT INFORMATION

Application for Graduate Assistantship
This application should be completed and presented to the department the graduate assistant desires to work for.

Beginning/Ending Dates and 1st Paycheck

Graduate assistants are expected to begin working on the first day of classes and work through the last day of finals. Full-time Gradaute Assistants are expected to work 20 hours each week. The first paycheck for fall semester will be disbursed at the end of August.

Academic Conflict

The primary goal of the assistantship program is to facilitate the progress of the student toward the prompt and successful completion of the degree program. In no way should the graduate assistantship interfere or conflicts with the educational objectives of the student.

Job Problems/Conflicts

If problems or conflicts arise in the performance of duties, the graduate assistant should discuss the situation with his/her immediate supervisor. If the problem is not resolved at that level, then the problem should be taken through the following levels until a resolution is reached: the department head, the appropriate college dean, the Dean of Graduate Education and Research, and the Graduate Council.

Continuation of the Assistantship

Graduate assistants are appointed for one semester with the possibility of renewal. In programs that require two years for completion, graduate assistants are allowed to hold an assistantship appointment for a maximum of two academic years. Continuation of the assistantship is contingent upon the following:

•  Satisfactory progress toward the degree.

•  Maintaining a 3.0 or better cumulative GPA.

•  Completing graduate courses at the rate expected for a full-time student, and

•  Fulfillment of duties as determined in the assistantship appointment.

To continue an assistantship within the same department, your department must submit a new nomination form to the graduate office.

Academic Load

Graduate assistants are expected to enroll as a full-time graduate student (minimum of nine semester hours and a maximum of 12 semester hours during each regular fall and spring semester; minimum of 6 hours for summer) and pay the regular in-state registration and miscellaneous fees at the approved rate established for all full-time graduate students. Graduate assistants are expected to enroll only in course work directly related to the completion of their degree requirements. Students who withdraw from classes during the term and fall below the minimum number of hours will have their assistanship revoked. Students holding instructional assistantships should not carry a combined teaching and course load in excess of fifteen semester hours.

Benefits, Services and Procedures

Graduate assistantships are available to unusually well qualified students in some academic departments and administrative service units. Duties may include laboratory supervision, teaching, dormitory supervision, and research-related tasks. Graduate assistantship appointments should be directly related to their program of study. The use of graduate assistants to perform general clerical or administrative functions is discouraged and appointments of this nature may not be approved.

As a graduate assistant, you will be concerned mainly with your individual assignment and with your role in your own department; however, you also have a role as a professional of the University. All graduate assistants are subject in their teaching and research activities to the ethical precepts and code of the academic profession. If you do not understand your position in the system at the University, you may find yourself in confusing situations simply because of misunderstandings.

Graduate assistants should be familiar with applicable policies, regulations, and benefits. This includes all academic regulations of the Graduate School (published in the Graduate Catalog under Section 4) and any regulations of your department or program. Other policies, such as Academic Integrity, are available on the Academic Affairs website. Graduate assistants are encouraged to contact the Graduate School for additional information on policies and procedures related to their assistantship.

Salaries and Stipends

All salaries and stipends for graduate assistants, whether in research, service or teaching, are determined by University policies. Stipend levels for graduate assistantships paid from grants or other sources must conform to University guidelines.

The Payroll office has been authorized to pay graduate assistants on the basis of eight or nine checks for each semester, depending on the calendar, in which they are approved for an assistantship position. At the time of check-in graduate assistants must provide evidence employability and complete an I-9 Form. Federal income tax and state income tax will be withheld from each payment. Graduate assistant benefits include Worker's Compensation.

Worker's Compensation

Graduate assistants are provided Worker's Compensation Insurance. Coverage is provided for illness or injury which is work related. Hospitalization, medical expense, and a portion of any lost pay is included in the coverage.

Tax Information

Tax information is provided by the Personnel/Payroll office. Additional information on current tax laws can be found on the IRS website. A helpful guide is Tax Information for American Scholars in the U.S. and Abroad, Publication 520, revised edition, published by the Department of the Treasury, IRS. You may obtain a copy from the Superintendent of Documents, U.S. Government Printing Office, Washington , D.C. 20402.

Scholarships for Out-of-State Graduate Assistants

Out-of-state students who are approved for University budgeted graduate assistant positions at Eastern Kentucky University are provided a pro-rated scholarship in the amount of the differential between in-state fees and out-of-state fees for the semester(s) or term(s) in which the graduate assistant is employed by the University plus the maximum of one summer term (immediately following) if necessary to complete the approved graduate program. Out-of-state tuition scholarships apply only to courses required for degree completion as indicated on the student's officially approved planned program. If the assistantship begins in the Spring Semester and the assistantship has been approved for the Fall Semester , the scholarship program can be used during the summer between the two approved semesters. Graduate students who meet all eligibility criteria and are approved for a second academic year assistantship will also qualify for a second summer and/or intersession under the terms previously stated. Graduate students who come to Eastern initially in the Summer term preceding an approved fall assistantship will not be eligible for the extended scholarship until after they have completed two full regular semesters of service.

The Dean of the Graduate School provides the Scholarship Office with a list of graduate assistants for each semester of the academic year and is authorized to endorse the scholarships in the summer terms based upon individual program requirements. This is necessary to determine if the courses enrolled are for the graduate assistant's approved graduate program. Written notification from the student is required in order for the Graduate School to notify the Scholarship Office of the waiver for the out-of-state tuition for summer registration.

Qualifications

Students must be admitted to a graduate degree program in order to hold an assistantship. Students enrolled as non-degree or in certification or rank only programs are not eligible for gradaute assistantships. Students on a PROBATIONARY ADMISSION status or students on ACADEMIC PROBATION may not hold a assistantship. Undergraduate students are not eligible to hold appointments. Foreign students awarded teaching assistantships must show fluency and command of the English language.

Appointments

Graduate assistants are nominated by the academic department or budget unit in which they are assigned. The nomination must be endorsed by the chair of the work assignment, academic college dean, and the Dean of Graduate School. Graduate assistants should not begin working until they have been officially approved for the appointment and have followed appropriate sign-in procedures with the Graduate School office. The Graduate School also regularly reviews the records of assistants to determine their eligibility for continued appointment.

Background Checks

Beginning in Fall 2006, all graduate assistants must clear a background check prior to their appointment. Departments should submit a signed release form for the conduction of the background check along with the nomination form. Candidates for assistantships will be informed of the outcome from the background check by Human Resources. The background check is required under state law. Please contact the Graduate School if you have questions about the process.

Termination

The appointment may be terminated before expiration of the specified time under certain conditions:

    1. Incompetence, inefficiency, or neglect of duty;

    2. Misconduct that is job-related;

    3. Delinquency in academic work:

    4. Moral turpitude;

    5. Financial exigency;

    6. Discontinuance of the work in which the appointment is made;

    7. Chronic physical or mental ailment or defect which

    interferes with the graduate assistant's performance of required duties;

    8. Voluntary mutual agreement.

Assistantships already awarded will be cancelled when the appointee's grade point average falls below the required minimum for retention. Masters students must maintain a minimum of 3.0.

Assistantships are offered by the University to qualified students as enabling devices for graduate study. As a condition of appointment, each graduate assistant is expected to perform certain instructional and/or other professional services for the University. A graduate assistant agrees to abide by all University rules and regulations pertaining to students, and to maintain satisfactory progress toward their degree. In the event of a violation of such rules and regulations, any assistantship can be terminated at the option of the University. Acceptance of the assistantship is construed as acceptance of the foregoing conditions.

Resignation

When a graduate assistant resigns, a written notification of the resignation must be submitted to the Graduate School office and department chair or supervisor. The termination date should be included in the written notification. If the graduate assistant resigns an assistantship in one department to accept an assistantship in another department, the graduate assistant must obtain the written permission of the chairs of both departments.

Time Commitment

It is generally assumed that the graduate assistant position demands an average time commitment of approximately 16-20 hours per week, including hours spent in preparation or supporting work outside of the classroom or laboratory. However, the actual time graduate assistants devote to their assignments varies from individual to individual because of differences in the type of duties assigned, differences due to personal experience, and especially differences in the professional demands of the various disciplines. A half-time assistant should expect to devote an average of 8-10 hours to the work assignment per week.

Additional On-Campus or Outside Employment

Graduate assistants are not normally eligible for additional on-campus or outside employment. In some cases, limited on-campus employment may be permitted in addition to the assistantship. This may consist of additional part-time teaching responsibilities or other student-employment jobs. Additional employment from ALL sources MAY NOT EXCEED 7.5 hours/week above a full-time graduate assistantship. Requests for additional employment must be submitted from the employment supervisor to the Dean of the Graduate School. The Graduate School will seek a recommendation from the student's academic advisor before approving any request for additional employment. Students with graduate GPA's near the 3.0 minimum for continuation in the graduate program normally will not be granted approval for additional employment.

GA Identification Card

A graduate assistantship appointment card can be issued to the student from the Dean of the Graduate School. This card will indicate the student's term of appointment and can be used as evidence of assistantship appointment in the library, bursar's office, EKU bookstore, and other offices where such proof is useful. The card is to be returned if the student resigns before completion of the term for which it is issued. The Graduate Assistant identification card will not substitute for an EKU student identification.

Sick Leave and Absences from Work Assignment

The general policy of the University is that all classes will meet as scheduled. No graduate assistant has the individual authority to cancel classes. Graduate assistants are not eligible for sick leave credit.

Anticipated absences : When an absence is anticipated, you must request approval and propose a plan for your work assignment to be met. It is to be approved by the departmental chair. The forms for this procedure for a teaching assistant are available in departmental offices.

Emergency absences : When you are unable to work because of an emergency or illness, the departmental chair or head of your administrative unit must be notified of the plans for that day so that proper arrangements can be made.

Vacation and University Closings

Graduate assistants are not eligible to accrue vacation time. Graduate assistants are entitled to the same legal holidays and breaks between terms as other University academic personnel. If their assistance is required by faculty supervisors during such periods, arrangements should be made to compensate them by relief from duties, when necessary, during subsequent periods.

Scheduled closings : Notices of official closings and holidays are in the University calendar ( Schedule of Classes ) or provided through official channels.

Emergency or unscheduled closings : Other than for scheduled holidays, Eastern rarely closes. However, if inclement weather or other events should cause a closing, official word is channeled from the Vice President for Academic Affairs and Research to the academic deans and chairs. If in doubt, instructors and their commuting students may contact the appropriate departmental office between 8:00 a.m. and 4:30 p.m.

DEPARTMENTAL POLICIES

In many cases, individual departments have developed policies and procedures specifically pertaining to graduate assistants. These may include attendance at faculty meetings, voting privileges, mandatory office hours, or other necessary activities.

Graduate Assistants should check with their department chair prior to initiation of any GA responsibilities to make sure they are aware of all departmental policies and procedures related to their assistantship.