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Graduate Assistantships

Request Process for Fall 2017

Phase I - Graduate Program Allocations

1. Programs will submit the number of assistantship positions needed along with the description of each by June 5, 2017.

2. The Graduate College will announce the assistantship positions allocated to each program by June 14, 2017.

Phase II - Competitive Review

1. Graduate faculty may submit a Request for Fall 2017/Spring 2018 Graduate Assistantship Funding form beginning June 21, 2017.

2. Please save the form to your desktop first.  Complete the form electronically and save it again.  Digital signatures on the form are strongly preferred.  If that is not possible, send the form electronically and then print the form for signatures and send the hard copy as a follow-up.  The form will be sent to gradcollegeforms@kennesaw.edu

3. The deadline to submit the Request form is Monday, July 10, 2017.

4. A committee of graduate faculty will review and score proposals using the scoring rubric found here, beginning July 11, 2017.

5. Graduate faculty will be notified if they are awarded an assistantship by no earlier than July 25, 2017.

6. Once awarded, faculty may hire their graduate student.  The hiring deadline is August 9, 2017.  This is a firm deadline.

You will find information from the student's point of view here.


Overview of Graduate Assistantship Policies

  • How long does a Graduate Assistantship last?
    • Graduate students can be hired on a one or two-semester contract.  The assistantship can be for the fall, spring, fall and spring or summer semester.  
  • What are the eligibility requirements?
    • To be eligible as a Graduate Assistant, qualifications are as follows:
    • Have completed the requirements for an undergraduate degree;
    • Have applied for and been fully accepted to a graduate degree program of study;
    • Have maintained a 3.0 grade point average in any current/previous graduate
      course work;
    • Have maintained a 3.0 graduate point average in any previous undergraduate course work if a first semester graduate program student.
    • It is the Graduate Faculty Project Supervisor or Program Director’s responsibility to verify student’s eligibility requirements.   The student’s advising guide from the Owl Express Student Information System should be used to verify the GPA requirement prior to every application packet submission.
  • How does the student become a Teacher of Record?
    • Graduate Teaching Assistants (GTA’s) will be a Teacher of Record (TOR) and must meet all of the above requirements and have a master’s in the teaching discipline or 18 graduate semester hours in their graduate program. 
    • The teaching assistants will be required to attend a seven-week, non-credit Graduate Teaching Workshop offered by CETL (dates/times to be determined) or an approved alternative. 
    • An additional Teacher of Record Appointment Form is to be completed and submitted to the Graduate College along with the curriculum vita and transcript.  The Buckley Form should be submitted to the Registrar separately.  Please see separate instructions for Teacher of Record enrollment.
  • Can I hire Summer GRAs/GTAs/GAs?
    • Yes.  Summer stipends from the Graduate College will be determined in the spring and are based on funds remaining in the university stipend budget.
  • How are GRA/GTA/GA projects to be used?
    • GRA/GTA/GA projects should be allocated in support of graduate faculty scholarship or in support of the applied research needs of graduate programs, the Graduate College or the University.  We also encourage graduate student involvement in extramurally funded research programs where state and federal funding agencies allow graduate stipends and tuition.
  • Who can supervise a GRA/GTA/GA?
    • GRA/GTA/GAs should, in most cases, be assigned to work with faculty who hold Full or Provisional Graduate Faculty Status and are highly involved in graduate programs (e.g., faculty who teach, on average at least one graduate class each year and who are actively involved in scholarship endeavors within their respective programs.)

Hiring Procedure for a GRA/GTA/GA

  • How do I apply for a GRA/GTA/GA allocation?
    • Graduate Program Directors/Department Chairs/College Deans will solicit project proposals from graduate faculty and will notify the faculty member and the Graduate College which faculty members have been awarded GRA/GTA/GAs.
  • How do I find a GRA/GTA/GA candidates?
    • There are two paths to finding a Graduate Student for an Assistantship position.
      • You may have already identified a Graduate Student to fill an Assistantship position through the recruitment process or through knowledge of your students expertise while in the program.
      • Graduate Students that have not been identified may:
  • How to verify if your candidate(s) are qualified?
    • Once the faculty member has selected their student, the following procedure should be followed:
      • Verify that your candidate meets the qualifications to be a GRA/GTA:
        • has a GPA of 3.0 or better;
        • has not exceeded 24 waived course credits in an academic year, or has not reached or exceeded in waived course credits the number of hours required for the registered program;
        • returning GRA/GTAs must have satisfactory performance on previous assignments.
    • The Graduate College is responsible for providing to Business Services a Waiver Request Form that certifies all graduate students hired as Graduate Assistantship have met the qualifications of the program. 
  • What forms do I complete to start the hiring process?
    • The hiring packet consists of the following forms, which can be accessed here:
      • Graduate Assistantship Contract & Approval Form
        • Includes all hiring information, contract language, and expectations of the Graduate Student.
      • SEPAF form
        • The Student Employment Personnel Action Form (SEPAF) must be completed.  The SEPAF will be completed and signed by the Graduate Faculty Project Supervisor.
      • Teacher of Record (TOR) Appointment form and Authorization to Release Transcripts (for GTA’s only) – refer to Section 3,  Overview of Graduate Assistantship Policies
  • Who submits the Hiring Packet to the Graduate College?
    • Once signed by the Graduate Student and the Faculty Supervisor the paperwork may be scanned and emailed to Jennifer Harb at jharb@kennesaw.edu.
  • What are the deadlines for Hiring Packet submissions?
    • All hiring deadlines can be found here.  The completed paperwork may be submitted to the Office of the Graduate Dean when the application process is opened.
    • GRA/GTA/GAs who register during Priority Registration but whose hiring documents are not received by the Priority Registration Deadline will be required to pay their tuition and wait for reimbursement at a later date, or have their classes dropped from their schedules.  They may re-register as this period is normal registration. 
  • How am I notified that the Hiring Packet has been processed?
    • The Graduate College will forward to the Bursar’s Office the waiver requests and appropriate documents to Human Resources for each GRA/GTA/GA. The Graduate College will notify the Graduate Program Directors of paperwork completion by sending a PDF copy of the final approval via email.
  • When should my GRA/GTA/GA complete the HR Orientation?
    • Orientation is mandatory for all students hired for assistantships and must be completed no later than the third day after the contract beginning date.  Upon receipt of the approved Contract & Approval From by the Graduate Dean, the Graduate Faculty Project Supervisor or Program Director should instruct the GRA/GTAGA to contact HR by phone (470-578-6030) or e-mail (hr@kennesaw.edu) and identify themselves as a "GRA/GTA/GA for the upcoming semester" to complete the hiring-in process.  Please note that the GRA/GTA/GA cannot be paid until this mandatory final step has been completed.  HR will conduct orientation sessions every Wednesday from 1:30 p.m. – 3:30 p.m. (drop-in only, for approximately 15 minutes).
  • When should I meet with the GRA/GTA/GA to discuss the guidelines for the project?
    • It is important for the Graduate Faculty Project Supervisors to meet with their GRA/GTA/GA by the first week of classes and review the graduate project (i.e., based upon research or teaching expectations), review specific duties, and setup work hours.  Graduate Program Directors and/or Graduate Faculty Project Supervisors should advise the Graduate Dean as soon as possible of any GRA/GTA/GA does not show or drops out so the appropriate termination paperwork can be initiated and forwarded to HR.
  • What are the GRA/GTA tuition rates?
    • The GRA/GTA/GA will pay a special tuition rate of $25, plus all student fees, including the mandatory health insurance fee if required.
    • Tuition, both in-state and out-of-state, will be waived for a maximum of 12 credit hours for all GRA/GTA/GAs.
    • GRA/GTA/GAs will be responsible for the cost of any credit hours beyond the 12-hour maximum.
    • GRA/GTA/GA s enrolled in premium-priced graduate programs will pay all tuition/other costs of these programs in excess of the standard graduate program tuition waiver.
    • Additional online course tuition fees are now included in the tuition waiver.
    • Tuition will not be waived for undergraduate courses.
  • How to enroll for or waive the mandatory health insurance?
    • All GRA/GTA/GAs will be assessed the cost for mandatory health insurance.  If the Graduate Assistant has insurance otherwise, a waiver of the health insurance may be applied for directly at the United Health Care’s website.
  • How do I submit the final performance documentation for the student? 
    • The Graduate College will send a link to the Graduate Faculty Project Supervisor for online survey to evaluate the performance of the graduate student during the just completed semester.  The Graduate Faculty Project Supervisor will be expected to complete the survey within two weeks.
  • What if my GRA/GTA/GA fails to complete the job requirements?
    • The Graduate Faculty Project Supervisor will advise the Graduate Program Director and the Graduate College immediately if the GRA/GTA/GA fails to complete job requirements, and the Graduate Program Director will confer with the Graduate Dean about termination of the GRA/GTA/GA contract. 
    • No separation paperwork is required when the GRA/GTA/GA completes the contract period as scheduled. 
    • A student that resigns must present a written resignation letter to both the Graduate Faculty Project Supervisor and the Graduate Dean. 
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