Federal work study graduate assistantships
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Federal Work Study Graduate Assistantships - PowerPoint PPT Presentation

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Federal Work Study Graduate Assistantships Terms of Graduate Work Study Assistantships Students must be full-time, and matriculated Students will work an average of 10 hours per week Students will earn $4,002 for the academic year ($2,001/semester)

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Federal Work Study

Graduate Assistantships

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Terms of Graduate Work Study Assistantships

  • Students must be full-time, and matriculated

  • Students will work an average of 10 hours per week

  • Students will earn $4,002 for the academic year ($2,001/semester)

  • Students will receive a 50% tuition scholarship

  • Students will be eligible for GSEU health benefits

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Applying for the GWS Program

  • The number of Work Study positions is limited, and application is required.

  • Submit a request explaining the proposed work activities using the application form at http://gradschool.binghamton.edu/gwsapplicationform.doc

  • Requests should be sent to John Kilmarx, AD134 ([email protected])

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Approval for the Work Study Program

  • Decisions about which department/unit will receive allocated positions will be made based on an evaluation of each job description; priority will be given to positions that promise to offer students opportunity in the following areas :

    • University teaching/assisting

    • Community service

    • Research

    • Other professional experience that will enhance students’ professional development

  • Once approved, you will receive a confirmation that your unit may participate in the Work Study Program

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An Overview of the Process

  • Department applies for position through the Graduate School

  • Department posts job description on Financial Aid website (optional)

  • Student applies for Work Study Assistantship

  • Financial Aid determines eligibility

  • Department views list of eligible applicants

  • Department interviews applicants

  • Department selects desirable applicant(s)

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Overview (cont.)

  • Department uses GWS website to declare intent to hire

  • Once intent is declared, Financial Aid completes financial aid portfolio and approves for hirevia website

  • Department makes official (written) offer

  • Department appoints applicant via HR SmartForms

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Posting Job Description

  • Departments submit job descriptions through Financial Aid web site at:


  • You can also reach this page from the gws site at:


  • Be sure to specify title as “Graduate Work Study Assistantship” and indicate that students must be “full-time and matriculated” in the job description section of the form

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The Application

  • Students may complete the Work Study application on line at:


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Viewing Eligible Applicants

  • Departments can view eligible Work Study applicants at the following website:


  • Choose the “Review Eligible Applicants” option

  • Provide the 4-digit year code (e.g., 0607)

  • For log-in and password details, contact Venkat Ananthanarayanan, 7-3156 ([email protected])

  • The complete application for each eligible applicant can be viewed on line by clicking next to an individual name.

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Selecting Desirable Applicant

  • Once a department has decided on an applicant, visit the website at


  • At the bottom of the page, complete the “Wish to Hire” data

  • Submit

  • Financial Aid will now complete the applicant’s financial aid portfolio. (Please allow sufficient time.)

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Viewing Approved Applicants

  • Once the “Wish to Hire” data has been submitted, department may check the “Approved for Hire” list periodically to determine if the selected applicant has been approved for hire; check for approved applicants at:


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Official Offer

  • Once the chosen applicant appears on the “Approved for Hire” list, department should prepare the official offer:

    • Offer Letter

    • Terms and Conditions for Employment

    • Terms and Conditions for Tuition Scholarship

      These forms are available from the following website


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Complete HR SmartForms

  • Select the “28029 GA and TA (Lag)” Payroll

  • In completing the form, under the section entitled “GA/TA Data Elements,” select

    • Title: “GA”

    • Funding Unit: “Grad Work Study”

    • Academic Year Stipend: “$4,002” for a full academic year appointment; half the amount for a spring or fall appointment [please contact the Graduate School, 7-2072, to confirm amount]

    • Appointment Length: “Academic Year” (or “Fall” or “Spring”)

    • Percentage of Tuition: “50%” (for both semesters if this is an academic year appointment; otherwise, 50% for the appropriate semester of appointment)

    • CC/ABD Status: “Neither” (Contact the Graduate School for details)

    • FTE = 25%

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Assure that Funding Source = FWS

  • Departments that already have TA/GA line #s may use vacant lines to appoint Work Study TA/GAs; however, the funding source must be changed.

  • Submit a web Position Request Form to Human Resources, requesting that the funding for the position be changed to Federal Work Study

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Complete a Labor Distribution Schedule

For GWS positions allocated by the Graduate School:

  • Line 1

    • P = Department’s chosen project

    • O = Department organization (not Graduate School!)

    • E = PST0 GA and TA (Lag)

    • T = Will depend on the appointed student’s duties:

    • 01.97 for TAs assisting with or teaching lower division (100- or 200-level courses) undergraduate instruction

    • 01.98 for TAs assisting with or teaching upper division (300- or 400-level courses) undergraduate instruction

    • 01.99 for TAs assisting with or teaching graduate instruction

    • 02.99 for GAs doing research

    • 04.99 for Gas doing tasks that do not fit into any of the other categories

    • S = 2115020 Standard (Regular GWS allocations)

      2115021 Read America (America Reads/Counts, SEHD only)

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Payroll Information

  • All applicants must complete an I-9 form in the Human Resources Office before they can be placed on the payroll.

  • Insurance is not automatic; encourage students to contact the HR Employee Benefits Office in LSG 528.

  • Payroll information such as direct deposit, withholding forms, etc. are available from Student Payroll Services in AD 405.

  • Stipends are paid on a bi-weekly basis (2-week lag)

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Process for Rehiring Continuing Students

  • Contact Ramona Cornell at [email protected]

  • Request to have student(s) portfolio reviewed and approved for hire

  • Send official offer letter once student has been approved for hire

  • Submit SmartForm TAGA Appointment

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  • Questions may be referred to:

    • Kate Hastings, Student Payroll Services, AD 405, 7-4185, [email protected]

    • Ramona Cornell, Office of Financial Aid, SW 109 ([email protected])

    • John Kilmarx, The Graduate School, 7-4203, [email protected]