Graduate Assistants Procedure (Draft)

Purpose:

The purpose of this procedure is to provide guidelines on Graduate Assistant (GA) categories;, eligibility,; allocation and funding; hiring and termination processes;, supervision; and compensation at Winona State University (WSU).

Procedure:

A. Categories

There are three categories of GAs at WSU.

• Graduate Teaching Assistants (GTAs) serve in an instructional role in a class or laboratory within a specific department, performing pedagogical (teaching) functions such as preparing lectures, conducting classes, evaluating student assignments, grading tests, holding student conferences, and assigning course grades. GTAs should not perform this role in a class in which they are currently enrolled.
• Graduate Research Assistants (GRAs) perform research-oriented responsibilities such as library research, computer programming and analysis, fieldwork, laboratory experiments, scientific investigations, writing and editing materials, and averaging grades.
• Graduate Service Assistants (GSAs) provide services to a department, unit, or community entity that allow the student to experience meaningful professional or academic development. A GSA may, for example, serve as an assistant athletic coach, assist at registration, help with departmental exhibitions, or serve on special projects.

B. Eligibility

Eligibility for employment as a GA is managed by the GA’s supervisor.

• GAs are admitted to a WSU graduate program and recommended by that program’s department chair or director.
• GAs maintain a minimum 3.00 grade point average (gpa) and 66.66% cumulative completion rate for all credits attempted. Certain colleges, departments, community groups, and service areas may require a higher gpa.
• GAs are registered for at least one graduate course and a minimum of three graduate credits per semester while employed as a GA. Full-time GAs are enrolled in a minimum of 6 graduate credits per semester.
• Department/program/college- funded summer term GAs are must be enrolled in a minimum of 3 graduate credits.
• GAs are not employed as a student assistant, undergraduate assistant, student help or work study student, adjunct instructor, or any other WSU employment classification during the period of the graduate assistantship.
• GAs satisfactorily perform the duties in the position description provided by the hiring department, program, or college.

C. Allocation and Funding

The Provost/Vice President for Academic Affairs (P/VPAA) allocates the university’s budget for graduate assistantships based on the recommendations of Dean’s Council and the Dean of Graduate Studies. Programs, departments, colleges, or community organizations may choose to fund additional positions, following the guidelines in this procedure. Summer term appointments are not a part of uUniversity graduate assistant base funding and are completely financed by individual departments and/or community organizations.

The University Budget office, the college dean (in the case of academic departments) or supervisors (in other areas), and the Dean of Graduate Studies must approve all GA positions.

Appointments are made for fall and spring semesters. Summer semester GA appointments are made only when programs, departments, colleges, or community organizations fund the position. GAs are appointed annually for up to two years. A third year may be allowed with the approval of the hiring department and the Dean of Graduate Studies.

D. Hiring Procedure

• The academic program, department, college, or community organization solicits applications for available graduate assistant positions by posting the position in the university job services network.
• Applicants fill out the application and submit to the hiring entity along with a resume and two letters of recommendation.
• The hiring entity selects a successful applicant to fill the graduate assistantship.
• The supervisor completes the online GA Appointment Form, which is routed to the budget officer and Dean of Graduate Studies for approval. If the GA is placed in a community organization, the on-campus supervisor will complete and submit the GA Appointment information.
• Once approved, the GA Appointment Form is routed to the appropriate department chair, program director, college dean, and student advisor, for their records, and to the student payroll office for completion of the process.

E. Compensation and Hours

• Full-time GAs work 20 hours per week or 640 total hours for the academic year (fall and spring semester) and receive $10,000 in compensation (or $5,000 per semester) plus full tuition for 6 to 9 graduate credits per term.
• Half-time GAs work 10 hours per week or 320 total hours for the academic year (fall and spring semester) and receive $5,000 in compensation (or $2,500/semester) plus full tuition for 3 to 4 graduate credits per term.
• Full-time summer GAs work 20 hours per week or 320 total hours and receive $5,000 in compensation plus full tuition for 6 to 9 graduate credits for the summer term.
• Part-time summer GAs work 10 hours per week or 160 total hours and receive $2,500 in compensation plus tuition for 3 to 4 graduate credits for the summer term.
• GAs pay all student fees.
• GAs pay tuition for any courses taken beyond the maximum amounts listed above.
• GAs who enroll in more than 9 graduate credits per semester or summer session must receive permission from the Dean of Graduate Studies.

F. Supervision

Graduate assistants in academic departments are assigned to and supervised by a doctoral or status 1 member of the graduate faculty. Graduate staff assistants are assigned to and supervised by a full-time professional employee with at least a master’s degree or equivalent experience and expertise in the assignment. GAs working in the community have an on-site and university supervisor.

Supervisors ensure that:

• GAs work the appropriate number of hours (20 per week for full-time and 10 per week for part-time). The academic responsibilities of the GA should be considered, and flexible hours for high demand work tasks may be established if mutually agreed to by the GA and the supervisor.
• Full-time graduate teaching assistants teach no more than one course, not exceeding four credits, per term.
• A position description is discussed and provided to the GA.
• All WSU employee policies and procedures are followed by the GA.
• GAs have the resources needed to perform their duties, including an appropriate workspace; approved WSU Information Technology (IT) secured technology (e.g., employee email, passport protected laptop); a WSU employee desktop account; and other necessary supplies. Graduate assistants may only use approved IT secured resources and utilize a WSU account to complete their duties.
• GAs, including those serving in an off campus or community role, perform all job functions within the state of Minnesota.

G. Termination

GA positions may be terminated, diminished, or curtailed due to any of the following conditions:

• Lack of funds.
• Failure of the GA to maintain satisfactory student status or to make appropriate progress toward the degree.
• Failure of the GA to maintain eligibility by enrolling in minimum number of credits required.
• Failure of the GA to perform work functions satisfactorily as determined by evaluation of the supervisor and failure to improve work performance.
• Misconduct or unethical behavior not in alignment with Minnesota State Policy 1C.0.1., Employee Code of Conduct.
• Failure of the GA to complete degree requirements.
• No further need for the functions to be performed.

A termination of appointment action is initiated by the chair of the department, program director, or community organization supervisor (in consultation with the WSU supervisor) to which the graduate assistant is assigned. The chair, director, or supervisor meets with the graduate assistant and explains the causes of termination. A letter of termination is sent to the GA by the chair, director, or supervisor and copied to the unit lead (dean or director) and the Dean of Graduate Studies. Supervisors notify payroll when a GA is no longer employed.

The Graduate Studies Office monitors GA eligibility and notifies the supervisor of any ineligibility situations.

Termination grievances follow the appeals process described below. A termination for budgetary considerations is not subject to appeal.

H. Appeals Process

Graduate assistants have the right to appeal termination or other unsatisfactory decisions. An unfavorable ruling at one level can only be appealed to the next successive level. For example, if the supervisor or chair makes the decision, the student may appeal to the dean or director. At each level, the student writes a letter of appeal outlining the conflict and the process that has been followed up to that point. All individuals listed in this process are notified of decisions at each step.

Following is the communication flow chart for appeals:

1. Student’s advisor
2. Department chair, director, or supervisor
3. College dean or unit director
4. Dean of Graduate Studies
5. Graduate Council
6. Provost/Vice President for Academic Affairs

Related definitions:

[3-10] Graduate Assistant:

From Minnesota State Minnesota State Board Policy 4.5, Human Resources, Student Employees:

Graduate Assistant: A form of employment at a system college or university for graduate students enrolled at a system university. Usually a graduate student assists in instruction, research, or other activities related to his/her graduate program. Positions may be funded by any appropriate source of campus funds and are processed through the campus student payroll system.

Specific to Winona State University:

A Graduate Assistant is a person who serves in a support role (assistantship), usually while completing post-graduate education. The individual typically assists professors with instructional responsibilities as teaching assistants (GTA) or with academic research (GRA) responsibilities as research assistants, or provide service (GSA) to colleges, departments, units, or community agencies in an entry level capacity. These persons may be hired in graduate program areas as well as areas not offering a graduate program. Graduate Assistants may work in university and community organizational units.

Authorizing Policy:

• 3-10 Graduate Assistants Policy (Draft)

History:

Adoption date:
Implementation date: