The GA requirements and deadlines are being distributed to supervisors on file, program coordinators and department chairs. This is in order to expeditiously relay information about contract due dates, policies and procedures, and other important news relating to graduate assistants and tuition scholars.
***Please note: GA appointments are not completed until the online appointment states complete, all required forms submitted to Human Resources are processed, Financial Aid has posted the GA waiver. Additionally, GLACIER forms must be completed by Ms. Crigger for international students. All fees must be confirmed and paid the Friday before classes begins.
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Summer Deadlines
Preferred date - May 1 – ALL Summer GA Appointments should be completed online in order to allow time to process the GA before cutoff date. *Remember that GA’s must register for at least six graduate hours in the summer to qualify for a full summer award. If their appointment period is for half of the summer (5/15 – 6/30) OR (7/1– 8/15), three graduate hours is the requirement.
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Fall Deadlines
Preferred date - August 1 – GA contracts should be completed online before cutoff date. (See spring requirements for GA/TS.)
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Spring Deadlines
Preferred date - January 2 - GA appointments should be submitted online before HR cutoff of the 10th of the month. The student must be registered for minimum of nine graduate hours and meet all qualifications for a GA (access online Handbook for eligibility requirements).
Be sure new graduate assistants complete all the necessary paperwork—including the ETSU application for employment, I-9, W-4, and direct deposit ( Graduate School Forms Webpage )--online.
Additionally, new GA’s must verify their residency with the graduate school as part of the Eligibility Verification for Entitlements Act. They can do this by emailing, faxing, or physically bringing the required documents—valid passport and visa for international students; passport, drivers license, or birth certificate for domestic students—to the ETSU graduate school.
Appointments will not be processed until students are registered and eligible. PLEASE inform your students of the requirements to prevent delays by the Graduate School, HR, Financial Aid or Payroll.
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International Students receiving a GA
Appointment must complete a Best Plus Oral Proficiency Interview (OPI) within the first week of classes
International Students must have current GLACIER paperwork on file before he/she will be paid. Please contact Jennifer Crigger by email or phone 439-6887 for more information after you have received an email from the Human Resource department.
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Performance Appraisals
Evaluations must be completed for all GA recipients at the end of the appointment. You can download the evaluation form on our webpage. If the student is not fulfilling his/her responsibilities, consult with the Graduate School in a timely manner.
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Vacancies
If you have GA vacancies in your department, please fill out our vacancies form. We will place it on our vacancy web page.
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Resignations, Terminations, and Withdrawals
It is IMPERATIVE that the Graduate School Office Manager is notified when a student resigns, is terminated, or withdraws from ETSU by email to brownq@etsu.edu immediately. Also, a resignation letter with effective date should be sent to Graduate School and copied to Human Resources, Box 70564, or faxed to ext. 9-8354. Otherwise, students may continue to be sent unearned payments through direct deposit after resignation. Also, tuition may be owed to ETSU. HR requires the Offboarding checklist be completed -either by a supervisor or by the student themselves- for resignations, terminations, & withdrawals.
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GA Appointment Changes
If there are any changes that need to be made to completed contracts (i.e. salary dollars, account information, tuition information) a revised online GA contract should be submitted. The previous GA appointment will be terminated by Graduate School to process the revised appointment, then notifications are sent to Payroll payroll@etsu.edu , and Stacey McDonald (Financial Aid). If any index changes are made to an existing contract, a completed Fiscal Year Salary Allocation Form.must be sent to the following people:
Queen brown – Graduate School
payroll@etsu.edu – payroll
Stacey McDonald – Financial Aid
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Orientation