Federal Work Study Graduate Assistantships

Terms of Graduate Work Study Assistantships Students must be full-time, and matriculated Students will work an average of 10 hours per week Students will earn $4,002 for the academic year ($2,001/semester) Students will receive a 50% tuition scholarship Students will be eligible for GSEU health benefits

Applying for the GWS Program The number of Work Study positions is limited, and application is required. Submit a request explaining the proposed work activities using the application form at Requests should be sent to John Kilmarx, AD134

Approval for the Work Study Program Decisions about which department/unit will receive allocated positions will be made based on an evaluation of each job description; priority will be given to positions that promise to offer students opportunity in the following areas : University teaching/assisting Community service Research Other professional experience that will enhance students’ professional development Once approved, you will receive a confirmation that your unit may participate in the Work Study Program

An Overview of the Process Department applies for position through the Graduate School Department posts job description on Financial Aid website (optional) Student applies for Work Study Assistantship Financial Aid determines eligibility Department views list of eligible applicants Department interviews applicants Department selects desirable applicant(s)

Overview ( cont. ) Department uses GWS website to declare intent to hire Once intent is declared, Financial Aid completes financial aid portfolio and approves for hire via website Department makes official (written) offer Department appoints applicant via HR SmartForms

Posting Job Description Departments submit job descriptions through Financial Aid web site at: You can also reach this page from the gws site at: Be sure to specify title as “Graduate Work Study Assistantship” and indicate that students must be “full-time and matriculated” in the job description section of the form

The Application Students may complete the Work Study application on line at:

Viewing Eligible Applicants Departments can view eligible Work Study applicants at the following website: Choose the “Review Eligible Applicants” option Provide the 4-digit year code (e.g., 0607) For log-in and password details, contact Venkat Ananthanarayanan, The complete application for each eligible applicant can be viewed on line by clicking next to an individual name.

Selecting Desirable Applicant Once a department has decided on an applicant, visit the website at At the bottom of the page, complete the “ Wish to Hire ” data Submit Financial Aid will now complete the applicant’s financial aid portfolio. (Please allow sufficient time.)

Viewing Approved Applicants Once the “Wish to Hire” data has been submitted, department may check the “Approved for Hire” list periodically to determine if the selected applicant has been approved for hire; check for approved applicants at:

Official Offer Once the chosen applicant appears on the “Approved for Hire” list, department should prepare the official offer: Offer Letter Terms and Conditions for Employment Terms and Conditions for Tuition Scholarship These forms are available from the following website

Complete HR SmartForms Select the “ GA and TA (Lag) ” Payroll In completing the form, under the section entitled “GA/TA Data Elements,” select Title: “ GA ” Funding Unit: “ Grad Work Study ” Academic Year Stipend: “ $ 4,002 ” for a full academic year appointment; half the amount for a spring or fall appointment [please contact the Graduate School, , to confirm amount] Appointment Length: “ Academic Year ” (or “Fall” or “Spring”) Percentage of Tuition: “ 50% ” (for both semesters if this is an academic year appointment; otherwise, 50% for the appropriate semester of appointment) CC/ABD Status: “ Neither ” (Contact the Graduate School for details) FTE = 25%

Assure that Funding Source = FWS Departments that already have TA/GA line #s may use vacant lines to appoint Work Study TA/GAs; however, the funding source must be changed. Submit a web Position Request Form to Human Resources, requesting that the funding for the position be changed to Federal Work Study

Complete a Labor Distribution Schedule For GWS positions allocated by the Graduate School: Line 1 P = Department’s chosen project O = Department organization (not Graduate School!) E = PST0 GA and TA (Lag) T = Will depend on the appointed student’s duties: for TAs assisting with or teaching lower division (100- or 200-level courses) undergraduate instruction for TAs assisting with or teaching upper division (300- or 400-level courses) undergraduate instruction for TAs assisting with or teaching graduate instruction for GAs doing research for Gas doing tasks that do not fit into any of the other categories S = Standard (Regular GWS allocations) Read America (America Reads/Counts, SEHD only)

Payroll Information All applicants must complete an I-9 form in the Human Resources Office before they can be placed on the payroll. Insurance is not automatic; encourage students to contact the HR Employee Benefits Office in LSG 528. Payroll information such as direct deposit, withholding forms, etc. are available from Student Payroll Services in AD 405. Stipends are paid on a bi-weekly basis (2-week lag)

Process for Rehiring Continuing Students Contact Ramona Cornell at Request to have student(s) portfolio reviewed and approved for hire Send official offer letter once student has been approved for hire Submit SmartForm TAGA Appointment

Questions? Questions may be referred to: Kate Hastings, Student Payroll Services, AD 405, , Ramona Cornell, Office of Financial Aid, SW 109 John Kilmarx, The Graduate School, ,