Graduate Assistant Contracts

Graduate Assistant Contracts

2012-2013 Academic Year Dates
August 27, 2012 to May 12, 2013

Fall Semester 2012 Dates
August 27, 2012 to December 16, 2012
Contract Submission Deadline: August 3, 2012

Spring Semester 2013 Dates
January 14, 2013 to May 12, 2013
Contract Submission Deadline: December 14, 2012

For students to be paid in a timely manner, contracts should be received in the Graduate School a minimum of 3 weeks prior to the start date of the contract.

If you are new to completing the graduate assistantship contracts or if you need a review of the procedures, view the Graduate Assistantship Contract Presentation. This will provide you with information regarding graduate assistantships and step-by-step instructions on completing the forms.

The Graduate Assistant Handbook will serve as a reference guide to the policies and procedures related to University assistantships and tuition scholarships.

Procedure for Graduate Assistants Working in Non-Academic Units

Graduate Assistant Approval Form for Non-Academic Units

All graduate assistants must complete an I-9 form and a DMA form before they can be paid. If a student does not have these forms on file at the Graduate School, they must be completed. The DMA form should be sent with the contract. The I-9 should be completed as soon as the student arrives on campus and you can verify their necessary documents.

• I-9 Form
• I-9 Fact Sheet
• DMA Form
• U.S. Department of State Terrorist Exclusion List

Directions for completing the Graduate Assistantship/Scholarship contracts

• Locate the correct forms depending on what type of contract you are completing
• Double click on the form. This will open the form in PDF format. Complete all information on page one of the form. Complete the appointee recipient name on the bottom of page two
• Print the forms and obtain the appropriate signatures on the forms (Note: If you wish to save the forms on your computer you must have Adobe Professional installed)
• Send the forms to the Graduate School for processing. Both pages of each form must be fully completed and have the appropriate signatures for the Graduate School to process the forms. Incomplete forms will be returned
• After the Graduate School has processed the forms, copies will be available in NOLIJ. The awarding department should provide a copy to the recipient
• Need help in calculating bi-weekly stipends? Click here to use the bi-weekly pay period calculator

Full Graduate Assistants (20 hours per week)

The following forms should be used if you are hiring a full, 20 hour per week graduate assistant.

• GA Contract - Acceptance Agreement and Appointment form (stipend)
• GA Contract - Award of Graduate Scholarship/Fellowship (fee remission)

Partial Graduate Assistants (Less than 20 hours per week)

The following forms should be used if you are hiring a graduate assistant for less than 20 hours per week. Be sure to complete the number of work hours and the number of hours of fee remission.

• Partial GA Contract - Acceptance Agreement and Appointment form (stipend)
• Partial GA Contract - Award of Graduate Scholarship/Fellowship form (fee remission)

Stand Alone Graduate Scholarship/Fellowship

Student must be a first-time graduate student and registered full-time (9 graduate credit hours)

• Stand-Alone Graduate Scholarship/Fellowship Full Time Students

Supplemental or One-Time Payment Contract

The following form should be used when you are giving a one-time payment or supplementing an existing GA contract.

• Supplemental or One-Time Payment Contract

Award of Graduate Scholarship/Fellowship - Special Projects

This form should only be used if advanced approval has been given providing fee remission for a special project.

• Award of Graduate Scholarship/Fellowship - Special Projects