Process for Graduate Assistant Appointments

Processing Graduate Assistant Approval requires steps taken by the Academic Department, Graduate School, and Accounts receivable. Visit the policies page for an overview of policies and procedures.

Academic Department Process

  1. A Notice of Graduate Assistantship Nomination letter, or a sample Graduate Assistant Appointment and
    Certification Form (GAAC) can be used to extend an offer to an admitted graduate student.
    • Department Letters of Offer:
      • Please do not develop departmental contracts; the Graduate Assistant Appointment Certification Form (GAAC) is the only legally binding form.
      • Letters of offer should include language that states that the student is nominated for an assistantship contingent upon completion of all the necessary formal documents, signature on the GAAC Form, and formal University approval.
  2. Once the student accepts the offer, the Department will initiate the HR Oracle Appointment Process
    (visit the Human Resource Services website for more information).
  3. Departments will print the GAAC Form from HR Oracle or may use the initial sample GAAC Form that
    was used to extend the offer if no changes are made.
  4. Department Head Signature is obtained.
  5. Department will assure that the student has read the Graduate Assistantship – Terms and Conditions of
    Appointment found in the Graduate & Professional Bulletin, obtain the student’s signature, give a copy
    of the signed GAAC Form to the student, and file the original signed GAAC Form at the department.

Graduate School Approval Process

The Graduate School verifies and approves appointments. This includes the following information:

  1. Appointments are made by University Census date (review University Critical Dates) – Base Tuition will not be paid from Central Accounts if appointments are made after Census.
  2. Students have secured admission to a graduate program and the Graduate School.
  3. Students are registered for at least 1 on-campus credit during each fall and spring semester, and such credits as the appointing department may require each summer term during which the appointment is in effect.
  4. Students maintain at least a 3.0 grade point average in each of the various categories (regular courses and overall) specified in the Scholastic Standards section of the Graduate and Professional Bulletin after having attained 12 credits of regular coursework or two semesters of graduate work, whichever comes first, and not being placed on academic probation.
  5. Continued association with and enrollment in an academic program of study and the absence of suspension, dismissal, expulsion, or withdrawal from the University, Graduate School, or department.
  6. Students must receive a minimum stipend as set by the University.
  7. Length of appointment.

The Graduate School rejects or suspends appointments if:

  • The student is not registered for the minimum requirement (review #3 above).
  • The student’s grade point average is less than 3.0 after having attained 12 credits of regular coursework or two semesters of graduate work, whichever comes first; the student is on probation or is dismissed (review #4 and #5 above).
  • When changes are made to a student’s appointment and detailed justification is not listed in the comments section in HR Oracle, the appointment will be disapproved. Comments must be included to verify that the student is aware and approves of the change in appointment, and that there is a new signed Graduate Assistant Appointment and Certification Form (GAAC) on file at the department.
  • The student has not yet secured admission into a graduate degree program and the Graduate School (review #2 above).
  • Detailed justification and/or comment regarding why a student is being terminated has not been recorded in HR Oracle by the department.
    • Appointments being terminated and/or suspended prior to the end of the contract period require a very clear statement regarding the action, and in some cases, documentation will be required to substantiate the termination or suspension that will ultimately convert to a termination after three months.
      • Lack of funds – contract states that the University (or the appointing department) reserves the right to terminate the Appointment because of unavailability of funds or other conditions beyond its control upon thirty days written notice to Student. In such cases, documentation must be available to verify that student was given proper notice (review #4 in the Graduate Assistantship – Terms and Conditions of Appointment found in the Graduate & Professional Bulletin).
      • Except for non-renewals of employment following the end of a stated employment period or election to void an Appointment due to failure of conditions A-D (review Graduate Assistantship – Terms and Conditions of Appointment found in the Graduate & Professional Bulletin), the Provost/Academic Vice President must review and approve any recommendations concerning the termination of a graduate assistant appointment. The Graduate School must have sufficient information to be able to distinguish whether this is an action that requires Provost approval or whether there is a legitimate reason to “terminate” the appointment, such as in the case of graduation, student’s GPA being below 3.0, student left the University, or student changes majors/department.  Students terminated for not performing assigned duties and functions in a timely and competent fashion must be given due process (review #5 in the Graduate Assistantship – Terms and Conditions of Appointment found in the Graduate & Professional Bulletin). These actions require Provost approval.

The Graduate School approves appointments:

  1. Once items above are verified, the Graduate School approves the appointments through HR Oracle.
  2. The Graduate School creates a Graduate Assistant Appointment Report (GAAR) using HR data.
  3. The Graduate School sends the GAAR to each department for verification and department head signature certifying that:
    • Each student has read the Graduate Assistantship – Terms & Conditions of Appointment found in the Graduate & Professional Bulletin,
    • A copy of the GAAC Form, signed by both the student and department is given to the student, and
    • The original GAAC Form, signed by both the student and department is filed at the department.
  4. The Graduate School will use the GAAR to verify and pay tuition as submitted on Sponsor Invoices.

Accounts Receivable Operations Process

The assessment of tuition typically begins in July for Fall semester, and December for Spring. Student statements are generated reflecting the amount of tuition each student is responsible for paying.  All students having tuition paid on their behalf should be identified by the established deadline dates set by Accounts Receivable Operations (ARO) in order to avoid tuition being included in the minimum amount due reflected on their statements. In mid July and mid December, ARO will request a list of student names that will have tuition paid on their behalf.  Lists are uploaded into ARO’s sponsor billing portal.

  1. ARO requests that the department uploads a list of student names that will have tuition paid on their behalf (review the ARIES Critical Dates Calendar).  Students who are uploaded will have their tuition moved to a department sponsor account.
  2. Financial Aid Office is informed of the tuition payment on behalf of the students.
  3. ARO assigns a Sponsor Number and moves tuition charges from student’s account to a department account.
  4. ARO creates Sponsor Invoices for department payment of tuition.
  5. ARO distributes Sponsor Invoices using the ARO portal to departments for Kuali account numbers.
  6. Departments forward Sponsor Invoices to College Offices for approval.
  7. College Offices forward Sponsor Invoices to the Graduate School for approval.
  8. The Graduate School uses the signed GAAR that is submitted by the department to review and approve the department’s Sponsor Invoices.  The Graduate School forwards the Sponsor Invoices to ARO for final processing.
    • NOTE: A delay in the submission of the signed GAAR to the Graduate School will result in a delay in the processing of the department’s Sponsor Invoices.  If the Sponsor Invoices are delayed, the tuition will be reverted back onto the students’ accounts.  This would result in the department having to address any changes that are made to each individual student’s account.
  9. To pay tuition for students who are not on Sponsor Invoices, departments must process a  Department Payment to Student Account (DPSA) Form.

For more information regarding this process, please contact  Accounts Receivable Operations.