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Hiring / Job Postings > Graduate Assistants, Professorial Assistants, and Undergraduate Assistants
Frequently Asked Questions - Assistantships
Unless otherwise specified, the items below apply to Professorial Assisantships (PA) and Undergraduate Assistantships (UA) as well as to Graduate Assistantships (GA).
General
Accounting/Payment
Benefits (Graduate Assistants only)
Credits (Graduate Assistants only)
Functions/Levels (Graduate Assistants only)
International
General What are the semester start and end dates?
| Semester |
Start/End Dates |
|
| Fall |
8/16 - 12/31 |
|
| Spring |
1/1 - 5/15 |
|
| Summer |
5/16 - 8/15 |
|
For the number of months per semester see Stipend ranges, SI charges, Months per semester.
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What is the length of an assistantship?
Graduate assistantship appointments should be made for one complete semester only.
Undergraduate and professorial assistantship appointments may be made for a single semester, or for the academic year.
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What supporting documentation needs to be sent with my signed assistantship form?
- New appointments:
- An original I-9. If an original I-9 is not attached the form will be sent back.
- In order to be appointed with a three-quarter time assistantship for Fall and/or Spring semester, an international student must have evidence of authorization from the Office for International Students and Scholars (OISS). A copy of an Employment Authorization (EAD) card that says "Optional Practical Training" in the Terms and Conditions sections is acceptable. A Curricular Practical Training (CPT) designation on the I-20 form is also acceptable. Note: International students can be appointed with a three-quarter time assistantship during the Summer semester without OISS authorization.
- Reappointments:
- If the expiration date of work authorization on the previously submitted I-9 is before the end date of the assistantship, attach a new I-9 with date of work authorization expiration after the end date of the assistantship.
- If reappointing an international student to a three-quarter time assistantship for the first time, evidence of authorization from OISS must be abtained as stated above under 'New Appointment'.
- Amendments: no attached documentation of any kind unless it is increasing an international student's assistantship to three-quarter time for the first time. If so, then evidence of authorization from OISS must be obtained as stated above under 'New Appointment'.
- Cancellations: no attached documentation of any kind.
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How do I handle a name change?
The GA should first change his/her name with the Registrar's Office. Then send a copy of the Social Security Card with the old name, new name, and PID indicated, to the Payroll Office, 350 Administration, attention Char Rogers as well as to Academic Human Resources, 110 Nisbet, attention Sarah Wescott, with a request that the name be changed.
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The SSN must be changed in SIS before it can be changed in E03. Fax a copy of the Social Security Card to the Registrar's Office at 3-1935 with a request that the social security number be changed. Write the incorrect social secrity number on the sheet that is faxed and if the correct number is illegible on the copy of the card, write it out as well. Then fax the sheet that was faxed to the Registrar's Office, to the Payroll Office, attention Char Rogers at 3-1675, as well as to Academic Human Resources, attention Sarah Wescott, at 2-3862.
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How can I ensure tuition waivers are processed when the forms will not be submitted on time?
Complete the "Graduate Assistant - Registrar Coding List" at https://www.reg.msu.edu/Forms/FormsMenu.asp. The Registrar’s Office depends on receiving your graduate assistant list before the deadline for proper financial aid packaging.
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How should I-9s be filled out?
See I-9 Form Instructions
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How many hours do assistants work per week?
- Graduate Assistant normal hours are:
- Quarter-time appointment - 10 hours per week average per semester
- Half-time appointment - 20 hours per week average per semester
- Three-quarter-time appointment - 30 hours per week average per semester
- Professorial Assistant normal hours are from 8 to 10 hours per week.
- Undergraduate Assistant normal hours are 5 to 10 hours per week.
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The regulations of the fellowship determine whether or not an assistantship can be held concurrently. It is the student's responsibility to know and communicate any restrictions due to the fellowship.
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In general, dually enrolled graduate and undergraduate students completing a bachelor's degree are NOT eligible for graduate assistantships. However, The following five-year programs do allow a student to have a graduate assistantship in the fifth year:
- Accounting (Professional Accounting program)
- Physic (BS/MS program)
- Manufacturing program
- Zoology (BS/MS program)
- Microbiology (combined BS/MS)
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MSU-Law students are eligible for graduate assistantships if they are in a combined MSU/MSU-Law program (Political Science is one example). They are NOT eligible if they are Lifelong students or soley in MSU-Law.
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Accounting/Payment
What are the stipend ranges?
For current rates see Stipend ranges, SI charges, Months per semester.
During Summer semesters the maximum stipend does not apply.
GANN Fellowships can pay less than the minimum stipend specified in the stipend range.
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When are students with assistantships paid?
All assistantships are paid on the 15th of each month in the employing department as follows:
F – Fall Semester - September, October, November, December, January
S – Spring Semester - January, February, March, April, May
U – Summer Semester - June, July, August
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How do I split payment between two accounts?
If, for example, you have a quarter-time assistantship in one department that will be funded 80% from account A and 20% from account B: On the first funding line type the Function, type '25.0' for Time, type Account number A, and 80% of the monthly stipend under Stipend Per Month. On the second funding line, type the same Function as on the first line, type '00.0' for Time, type Account number B, and 20% of the monthly stipend under Stipend Per Month.
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When / how will the SI charge be made?
Fringes for Health (object code 015) and Tuition and Fees (object code 018) will be charged monthly. For Fall semester the charges will be made in September, October, November and December. For Spring semester the charges will be made in February, March, April and May. For Summer semester the charges will be made in June, July and August. Fringes will be split between multiple accounts in the same way that stipends are split.
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What if my appointment is using a grant account?
Account numbers starting with 61 must be signed by Contracts & Grants if the start date is older than 60 days at the time the signed form is received by Academic Human Resources. After 120 days C&G will ask the department for written documentation to justify the changes.
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What happens when a grant will not pay fringes? (Redirection)
A redirection account is needed when a grant will not pay fringes. Sue VanCamp in Financial Analysis handles redirections. She can be reached at 5-5026 or via email at vancamps@ctlr.msu.edu. The current account fringe redirection table can be viewed at http://ctlr.msu.edu/download/fa/E01ACCTSweb.pdf.
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Benefits (Graduate Assistants only)
How long must a graduate assistant work to receive benefits?
A graduate assistant must work at least 53 days during their Fall or Spring appointment, or 46 days during their Summer appointment, to receive benefits. "Working days" are the number of calendar days from the beginning of the appointment through the last day worked.
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I am terminating (amending) a graduate assistant, but the department wants to pay the GA's tuition and fees, how do I do this?
The appointment End Date may need to be “padded”. Once a graduate assistant has worked for 53 calendar days the department is responsible for all of their tuition and fees. For example, if a graduate assistant has worked for 43 days and is quitting, the department can set the appointment end date 10 days later so the student reaches 53 days. However, by “padding” the appointment the department will also be paying the student their stipend for those extra days as well. Yes, this is the only way to do this.
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I am terminating (amending) a graduate assistant. Will the department be charged tuition and fees?
Yes, if the graduate assistant has worked 53 days or more (46 days for Summer Semester). If the GA has worked less than 53 days (less than 46 days for Summer Semester) the graduate assisatnt will be billed for all of their tuition and fees.
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I am terminating a graduate assistant who has worked for less than one month. How should I handle the termination and payment?
If the graduate assistant has worked less than one month and their appointment is being ended, the department should cancel the entire appointment in the E03 system and pay the student on the student bi-weekly payroll, or on the support staff temporary or on-call payroll, depending on the student's duties. See the list of student Job Classifications and Descriptions or the Support Staff On Call and Temporary Title List for an appropriate job title.
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What dates are covered by a graduate assistant's health insurance?
Fall Appointment only: August 15th to February 14th of the following year
Fall and Spring Appointment: August 15th to August 14th of the following year
Spring Appointment only: January 1st to August 14th
Summer Appointment only: May 15th to August 14th
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If a student has a graduate assistantship and a fellowship, which one covers the student’s benefits?
The assistantship picks up the cost of the tuition and medical benefits up to the maximum allowed. Any expense beyond the GA maximum will be picked up by the fellowship, if the fellowship covers these costs.
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Will the tuition waiver cover the cost of retaking a course?
Yes, if other criteria for applying the graduate assistant tuition waiver are met.
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Will the tuition waiver cover the cost of visitor credits?
Yes, if other criteria for applying the graduate tuition waiver are met, and if the department chair, the college dean, and the dean of the Graduate School approve. However, the Registrar's Office must be informed that the dean of the graduate school has approved the inclusion of visitor credits in the waiver in order for the waiver to be applied to the visitor credits.
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What is the graduate assistant specific identification (SI) charge?
The specific identification charge (SI charge) is the charge for the graduate assistant's tuition and matriculation fee waiver benefits plus health care. See Stipend ranges, SI charges, Months per Semester for the amount of the charge.
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Can the department get tuition reimbursement for a GA taking less than 3 credits in the last semester before graduation?
The department can submit a JVE to the Office of Planning and Budgets to credit back the tuition charge for unused credits under the minimum number of credits.
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Credits (Graduate Assistants only)
What are the credit enrollment requirements for graduate assistants?
|
Semester |
Appointment |
Minimum Credits |
Maximum Credits excluding 899/999 |
|
|
|
Master |
PhD
Pre
Comp |
PhD*
Post
Comp |
Master |
PhD |
|
Fall, Spring |
Quarter-time
Half-time
Three-quarter time |
6
6
3 |
3
3
3 |
1
1
1 |
12
12
8 |
16
16
8 |
|
Summer |
All |
3 |
3 |
1 |
None |
none |
* "Full-time status" for doctoral students is defined as a minimum of 1 credit for those students who: 1) Have successfully completed all comprehensive axams and are actively engaged in dissertation research; OR 2) Are doing department-approved off-campus fieldwork related to preparation of their dissertation (up to a maximum of three semesters).
For 1) above, College Dean's Offices must notify the Registrar's Office (Monica Klaver, 150 Admin) by sending a copy of the "Record of Comprehensive Examinations" form with all signatures, no later than 30 days (60 days is preferable) prior to the beginning of the semester in which the one-credit minimim will be effective. No back-dating or back-notification will be permitted. The pre-comp minimum will be applied if the Registrar's office is not notified by the above-stated deadline.
For 2) above, the Dean's Office must notify the Registrar's Office (Monica Klaver, 150 Admin) of the student's name, PID, and department no later than 30 days (60 days is preferable) prior to the beginning of the semester in which the department/school-approved off-campus fileldwork/research related to the dissertation will be effective and in which the one-credit full-time status is requested. No back-dating or back-notification will be permitted. The pre-comp minimum will be applied if the Registrar's office is not notified by the above-stated deadline.
Visitor credits may count as part of a student's credit load if approved in writng by the student's department chair or unit director, college and the Dean of the Graduate School.
Any deviation from the maximum requirements must have the written approval of the dean of the college in which the student is enrolled prior to registration.
Deviation from the minimum enrollment requirements is permitted in the following case: In the semester in which the degree is granted, when the student must enroll for at least the number of credits required to complete the degree or if no more credits are needed, at least meet the University minimum registration requirement of one credit.
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Are graduate assistants allowed to take more than 9 credits (the maximum covered by the graduate assistant tuition waiver)?
Graduate assistants may take more than 9 credits. There is no need for a letter to be sent to the Graduate Appointment Office or the Graduate School for approval. However, the graduate assistant tuition waiver will NOT be applied to any credits beyond the first 9 credits.
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Can a graduate student take an undergraduate class as part of their needed graduate credits and if so, are the undergraduate credits covered by the tuition waiver?
Yes, with special permission from the college, the undergraduate class can be included in the total required credits and be covered by the graduate assistant tuition waiver. However, the Registrar's Office must be informed that the college has approved the inclusion of the undergraduate credits.
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Functions/Levels of Graduate Assistantships
The “function” of every graduate assistantship must be identified, based on major assignments:
Teaching (T) – teaching, preparing handouts, monitoring examinations, and other instructional duties. Included in the collective bargaining unit (GEU).
Teaching (TE) – teaching, other instructional duties, but excluded from the collective bargaining unit based on a reason in the following list of “TE” Exclusions.
“TE” Exclusions List – Teaching Assistants not included in GEU Bargaining Unit
All graduate assistants appointed as teaching assistants:
- Whose responsibilities are as Assistant Hall Directors (formally known as resident hall advisors);
- Who supervise other graduate teaching assistants where the supervision involves intervention as needed and the taking of action
- if a recitation section or class is off track and/or
- when course information is not delivered to the students and/or
- where it involves the evaluation of the performance of a teaching assistant on behalf of the faculty member of record
- Whose responsibilities are as graders who do not have direct classroom and/or laboratory instructional responsibilities and/or personal contact in pre-scheduled and posted office hours;
- Whose responsibilities are to advise or consult and who (a) do not have direct classroom and/or laboratory instructional responsibilities or (b) do not have office hours for purposes other than advising or consulting;
- Whose responsibilities are to tutor and who are not employed primarily to assist students enrolled in a specific course;
- Who are GAANN fellows or others on similar state or federal training grants;
- Who teach courses offered by the MSU College of Law and who are paid by reimbursement funds from MSU-LAW.
Research (R) - all duties directly related to research or other research assistant duties as exemplified by the status quo appointment practices in use as of February 2, 2001
Graduate Assistants who hold more than one appointment, one coded as T and one coded as R, are included in the union for the T appointment and excluded from the union for the R appointment.
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Levels are determined as follows:
(In counting the number of semesters -- percent-time is not a factor, Summer Semesters count the same as Fall and Spring Semesters.)
- Level 1 requires that each of the following 3 criteria be met:
- admitted MSU graduate student
- bachelor’s degree
- less than two semester's experience as a graduate assistant or full-support fellow.
- Level 2 is required when each of the following 3 criteria is met:
- admitted MSU graduate student
- relevant master’s degree (a JD or LLB is equivalent to masters in determining level);
OR 30 or more grad semester credits or equivalent;
OR at least two semester's experience as a graduate assistant or full-support fellow.
- level 3 required criteria have not been met
- Level 3 is acceptable for Teaching (T) assistants (but not required) when each of the following 4 criteria are met:
- admitted MSU graduate student
- relevant master’s degree;
OR 30 or more grad semester credits or equivalent
- 4 or more semesters of experience as a graduate assistant;
OR equivalent experience at the faculty level.
- level 3 required criteria have not been met
- Level 3 is required for Teaching (T) assistants when each of the following 3 criteria are met:
- admitted MSU graduate student
- relevant master’s degree;
OR 30 or more grad semester credits or equivalent
- 6 semesters of experience as a Teaching (T) assistant at MSU (or equivalent experience at the faculty level) in the employing unit or in a relevant department. The chairperson of the employing unit has discretion over defining whether experience at the faculty level is "equivalent" and whether experience in a different department is considered "relevant".
- Level 3 is required for Research (R) or Teaching (TE) assistants when each of the following 3 criteria are met:
- admitted MSU graduate student.
- successful completion of doctoral comprehensive exams, as defined by the department in which the student is enrolled
- 6 semesters as a graduate Research/Teaching (R/TE) assistant at MSU, or equivalent. The definition of equivalence is left to the discretion of the chairperson of the appointing unit, but it is expected that only experience in research-oriented assignments count toward the 6 semesters of experience as an RA.
(Level 3 is not acceptable for Research (R) or Teaching (TE) unless all 3 criteria listed above are met.)
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What are examples of fully funded fellowships (for Level 2)?
A student can be appointed at level 2 if they had a fully-funded fellowship the previous year. Please write the name of the fellowship on the Relevant Experience line of the form. (For example, "Fully-funded NSF fellowship 2004-5".) The following list of examples is not inclusive:
- CDEF
- Distinguished Fellowships
- IGERT Fellowships
- NSF
- Pharmacology Fellowships
- Plant Science Fellowships
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International
What if a student has a foreign degree?
If you are unsure of the grad level for an out-of-country degree, contact Admissions to qualify that degree from that country.
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Will an international graduate assistant who exceeds the number of credits covered by the tuition waiver be changed in-state or out-state fees for the extra credits?
The student will be charged in-state tuition and fees for credits that are not covered by the graduate assistant tuition waiver.
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Can an international graduate assistant have a three-quarter time assistantship?
Graduate assistantships for international students are generally for one-quarter-time or one-half time. However international students can have a three-quarter time assistantship for Fall and/or Spring semesters if they have evidence of authorization from the Office for International Students and Scholars (OISS). A copy of an Employment Authorization (EAD) card that say "Optional Practical Training" in the Terms and Conditions sections is acceptable. A Curricular Practical Training (CPT) designation on the I-20 form is also acceptable. Note: International students can be appointed with a three-quarter time assistantship during the Summer semester without OISS authorization.
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