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Graduate Student Employment

 

Frequently Asked Questions Regarding Graduate Student Employment

 

(Graduate student term also includes doctoral students)

Additional information regarding graduate student employment can be found in UPPS 07.07.06.

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What are the requirements and duties of a graduate teaching assistant?

Graduate teaching assistants are employed by an academic department, paid from faculty salaries and reported as the "teacher of record" for an organized class. According to the Southern Association of Colleges and Schools regulations, they must have earned eighteen (18) graduate semester hours in their teaching discipline, report directly to a faculty member and be evaluated regularly. Additional Texas State requirements include enrollment in at least nine (9) SCH in a graduate degree program, must be a degree-seeking candidate and must maintain a 3.0 Texas State grade point average. Any exceptions must be approved by the Dean of the Graduate College.

Graduate teaching assistants receive a faculty contract for a semester or academic year basis, are paid on a monthly basis, appointed via a PCR, and are exempt from FLSA.

What are the requirements and duties of a graduate instructional assistant?

Graduate instructional assistants are employed by an academic department, paid from faculty salaries, but are not reported as the "Teacher of Record". Graduate instructional assistants are responsible for a specific group of students and assign some portion of these same students' grade. Additional Texas State requirements include enrollment in at least nine (9) SCH in a graduate degree program, must be a degree-seeking candidate and must maintain a 3.0 Texas State grade point average. Any exceptions must be approved by the Dean of the Graduate College.

Graduate teaching assistants are appointed for a semester or academic year basis, are paid on a monthly basis, appointed via a PCR, and are exempt from FLSA.

What are the requirements and duties of a graduate research assistant?

Graduate research assistants are employed by any department or office of the University and paid from graduate student salaries. The work performed must be of a technical or professional level. Additional Texas State requirements include enrollment in at least nine (9) SCH hours in a graduate degree program, must be a degree-seeking candidate and must maintain a 3.0 Texas State grade point average. Any exceptions must be approved by the Dean of the Graduate College.

Graduate research assistants are employed on a semester, academic year, annual basis or the duration of a research project or any portion thereof, and paid on a monthly basis. They must be enrolled in a related graduate program as a condition of their employment and are exempt from FLSA.

What documentation do I need to include with my PCR to hire a graduate instructional assistant or a graduate research assistant?

The department must make sure that all insurance eligible students (those with an appointment of at least 4.5 months and an FTE of 50%) go the Human Resources Benefits Office prior to their start date.  An I-9, W-4, and a graduate insurance eligibility acknowledgement form are sent for new hires.  Departments maintain the records on these students since they are not teachers of record and therefore do not receive a contract from the Provost.

From what funding sources can I pay a graduate teaching assistant or a graduate instructional assistant?

Graduate teaching assistant and graduate instructional assistants must be paid from faculty salaries.

From what funding sources can I pay a graduate research assistant?

Graduate research assistants are paid from graduate student salaries or grants.  They should not be paid from E&G funds without prior approval from the Provost Office.

What is the highest percentage a graduate student can be appointed?

A graduate student should not be appointed for more than 50% FTE without prior approval from the Dean of the Graduate College.  A student may work up to 75% FTE with approval from the Dean of the Graduate College.

Can I hire a graduate student in a monthly paid appointment and an hourly paid appointment simultaneously?

No.  Individuals cannot be paid from the hourly payroll and monthly payroll within the same month.  In addition, if you are changing a student from an hourly position to one paid on the monthly payroll or vice versa, please contact the Faculty Records Office to determine the appropriate way to handle the change.

Who do I call when I have questions?

Candice Satchell (cs49, 5-7563)