Graduate assistantships
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Graduate Assistantships . Special Topics. Agenda. The process Frequently encountered problems Late arrivals / late assistantship appointments Dates of Significance Traineeships that are fellowships. The Process. Department sends the appropriate sponsored assistantship letter

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Graduate assistantships

Graduate Assistantships

Special Topics


  • The process

  • Frequently encountered problems

  • Late arrivals / late assistantship appointments

  • Dates of Significance

  • Traineeships that are fellowships

The process
The Process

  • Department sends the appropriate sponsored assistantship letter

    • Delayed funding – student receives departmental letter, is paid from departmental funds until grant is available; revised letter & sponsored forms will be needed

    • Send sponsored tuition remission form to OSA & GradAwd

    • Revisions to original award must be approved by OSA and submitted on the tuition remission form

Frequently encountered problems questions with assistantships
Frequently Encountered Problems/Questions with Assistantships

  • Departments forget to send recommendation form or signed acceptance to Graduate Awards

    • Sponsored forms must be sent to OSA andGradAwards

  • Credit hours are not distributed across semesters to match the students’ enrollment

    • Departmentally funded tuition: use Reconfigure form

    • Sponsor funded tuition: must get approval from

  • Department/college will pay for tuition credits (not cost share) – NO chart string needed!

Late arrivals late appointments
Late Arrivals/Late Appointments Assistantships

  • August 16th or January 1 are the standard start dates

  • Students are expected to be on campus by this date

    • Late arrivals up to the first pay can still have standard start date

    • New appointments after this date-adjust start date

    • Medical benefits begin on first day of employment (student must enroll) – enrollment offered AFTER IJAN is approved

    • As of Sept 1, no dental or vision benefits offered

    • Late spring appointments may cost students more for medical premium payments

Late arrivals appointments con t
Late Assistantships Arrivals/Appointments-con’t

  • Arrivals that will be exceptionally late:

    • May have to be hired as “hourly” student employee

    • May have to postpone the assistantship appointment until next semester – discussed on individual basis

  • Provide departmental polices with offer letter

    • Date of arrival on campus

    • Illness/absence from work

    • Vacation polices of department

    • End of semester work expectations

    • Winter break & return to campus for spring semester

Important dates fall 2013
Important Dates – Fall 2013 Assistantships

  • Aug 16 Graduate aid starts transferring to Bursar accounts

  • Aug 26 First day of classes

  • Sept 16 Financial drop deadline (last date for full tuition refund

  • Sept 27 Budget Office financial deadline-college reporting (fall aid must be on GSA prior)

  • Sept 27 Fall bills issued for graduate students

  • Oct 25 Graduate bills due

Important dates spring 2014
Important Dates – Spring 2014 Assistantships

  • Jan 1 Spring assistantship appointments begin

  • Jan 8 First pay (for weekly) – appointments made after this date should have an appropriate start date

  • Jan 13 First day of classes

  • Feb 3 Financial drop deadline (last date for full tuition refund

Traineeships that are fellowships
Traineeships that are Assistantships Fellowships

  • Some traineeshipsmay qualify as fellowships

    • Contact Graduate Awards to discuss

    • Send copies of stipend and tuition information sheets to Graduate Awards for review

    • Graduate Awards will consult with OSP and Graduate School to determine eligibility for SU medical benefits

    • Awards must be recorded on Graduate Award System in order to approve eligibility for SU medical benefits

      • Graduate Awards will notify HR of eligibility to participate in SU medical plan

Traineeships that are fellowships con t
Traineeships that are Fellowships-con’t Assistantships

  • Students with external awards that meet the following requirements may be eligible to enroll in SU medical plan

  • A fellowship is an award that provides:

    • A stipend (no work required) for a 9-12 month period

    • Value of the stipend is equal to or exceeds the minimum value of a University Fellowship ($13,835 in AY 2014)

    • Tuition credits are included with the award and/or provided by the college if student needs credits

  • Students must be matriculated & enrolled full-time to establish a formal University relationship