Graduate Assistant Hiring

1. Graduate Assistant Hiring

2. PRE-EMPLOYMENT: Optional Job Posting • You may choose to post your position on the GA job posting page (https://www.siue.edu/graduate-students/assistantships/postings.shtml) • To do so, complete the “Graduate School Bulletin” available on the GA forms page (http://www.siue.edu/graduate/graduate-assistantship-forms.shtml) • Pay careful attention to what you put in your job description as it is to match what you put on the contract later. • Pay careful attention to the criteria or requirements for the applicants and follow them when selecting a GA. You could need to defend your hiring choice if another student is not chosen that thinks they are qualified. • Make sure the salary you choose is within the ranges in the GA salary table (page 6 in the GA handbook). Note that you will have to pay the second-year rate if you choose an experienced GA that has already worked for 2 terms, even if the posting is for the first-year rate.

3. PRE-EMPLOYMENT: Selecting a Student • Read through the eligibility requirements in the GA handbook to make sure the student you choose meets the requirements (such as being a classified graduate student). • Please be aware that if you are hiring an international GA as a general assistant, the taxation of their tuition waiver could cause their paychecks to be greatly reduced. • Once you a select a student(s) and prior to notifying the student(s), send their name(s) and 800# to the Graduate School for an eligibility check.

4. PRE-EMPLOYMENT: Employee/Employer Expectations • Graduate Assistant Rights (see the GA Handbook for more info) • GA’s can only be assigned tasks that are within the domain of their GA position and job description. • 3rd term GA’s are required to be paid at the 2nd year salary rate. (See salary table in GA handbook) • Sick Leave • 50% GA’s earn 4 hours per month; 25% GA’s earn 2 hours per month. • The hiring unit is responsible for keeping track of the sick leave in Banner. • Sick leave is to be brought down to 0 once the contract is ended. Sick leave does not accumulate into the next contract.

5. PRE-EMPLOYMENT: Employee/Employer Expectations • Employer Info • If the Graduate Assistant is not working according to the terms of the contract, you do have the option to terminate him/her. See page 12 in the GA handbook for detailed instructions. • If a GA fails to work the full length of their contract, their tuition waiver could be canceled; they will be ineligible to use the Earned Summer Tuition Waiver, and they are ineligible to work in another unit within the same term. • (optional) Supervisor/Employee Contract • Available on the GA forms page, this supplemental contract can be used as a template to create even clearer expectations between the supervisor and the student. • It is also a way for the supervisor to add relevant expectations that were not written on the front of the contract and outline procedures that may be specific to his/her particular unit (e.g., meetings, work times, office hours, instructions for reporting problems).

6. CONTRACT PROCESSING • The GA Forms Page (http://www.siue.edu/graduate/graduate-assistantship-forms.shtml) contains all the forms needed to hire a GA! • Under the “Employment Packet Forms” section, there is a GA Appointment Checklist that gives instructions on what paperwork is needed for each type of GA (new hire, re-hire). • I9’s • The date the I9 is signed by the student and verifier must be on or before the contract start date • For International Students, they must providetheir I20, Visa/Passport, and I94 as proof of employment eligibility. (It is not necessary to submit copies of these documents to the Graduate School) • IT IS ILLEGAL FOR A GA TO START WORKING WITHOUT A COMPLETED I9 • GA’s are never to start working without a fully executed contract.

7. Contract Routing Pre-Employment The unit can choose either to post the position on the GA job posting page or hire a student directly. If they choose to post the position, the Assistantship Recruitment Routing Form (which requires dean/other approval) and Graduate School Bulletin are submitted to the Graduate School. Dean’s Office The Dean’s Office checks the contract, mainly for salary ranges and signatures, and signs off on it. Vice-Chancellor/Director/Fiscal Officer Depending on he unit or budget purpose number, the contract may need additional approval. The Graduate School The Graduate School checks the student’s eligibility, sends the student’s tuition waiver information to Financial Aid, and enters the contract into Banner. Department The department has the student fill out all forms. The exact forms can be found on the Graduate Assistant forms page. Provost Office Monica Brooks checks the contract for the correct signatures (must have the correct fiscal officer), dates, and dollar amounts and then signs on behalf of the Provost Office. Human Resources Kayla Orban (student last name A-L) and Michelle Pugh (student last name M-Z) check that the contract is entered correctly in Banner. They also process back pay for contracts and job change requests that are processed late. Grant Accounts All contracts with a budget purpose # that begins with 76 are routed to the correct grant accountant within the Graduate School once the contract and the student’s eligibility are checked. The contract is returned to Christina once the accountant signs it. Non-Academic Unit The non-academic unit has the student fill out all forms. The exact forms can be found on the Graduate Assistant forms page.

8. MAINTENANCE: Tracking Time • Available on the GA forms page, the time sheet is kept within the hiring unit as proof that the GA is not exceeding their allotted hours worked per week significantly or regularly. • It is the hiring unit’s responsibility to keep track of sick/bereavement leave. • GA’s are required to work when the University is open. • If a GA’s normal work hours fall during a university closure or holiday, then the GA does not make up those hours. • If the GA and supervisor agree the student can take time off (for example, when the University is open but classes are not in session), there must be a clear plan in place before the student leaves of how he/she will make up the hours missed without overloading any single week (i.e., a 10 h/per pay period student should not make up 10 h in one week).

9. MAINTENANCE: Position Changes and Termination • If you are re-hiring a GA, it is always best to have the student sign their new contract while they are still working their current position. This will prevent the need for a new I9. • If a GA is working a position and the position needs to be changed (budget purpose number, classification, salary, etc.), the unit can submit a job change request form. • The form must go through the same routing process as the contract. • A job change request form cannot be used to change contract start/end dates. • If a GA needs to be terminated, a termination form must be submitted in a timely manner. All attempts should be made to submit the form before the student’s last pay period. The form can be emailed to the Graduate School in advance to help prevent the student from being overpaid.

10. RESOURCES • The GA Handbook includes information that is helpful for students as well as supervisors. • IMPORTANT: The Graduate School hosts an email distribution list that is used to inform GA support staff of updates. If you would like to be included in the list please send a request to cmcguig@siue.edu and ask to be added to the GA Support Staff email list. • The Graduate School web pages include the GA forms page, job posting page, and GA handbook. • You can always stop by or call the Graduate School Office (x3010) if you have a question. • The Graduate School offers in person and online orientations for graduate assistants. We highly encourage you to encourage your new GAs to attend and/or review the material.

11. Questions?