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Hiring, Re-Hiring or Replacing a
Graduate Assistant

What are you looking for?

Hiring

Hiring a Graduate Assistant?

  1. Complete the Graduate Assistantship Request Form →

      1. Enter your department information
      2. Have your email, GA supervisor name and email, and fiscal agent name and email ready.
      3. Choose:
        1. Initial request if brand new GA position or
        2. Replacing if GA position was previously held by another student.
      4. Select GA level (See Descriptions →)
      5. Complete entire form, then submit.
      6. See Next Steps →

Re-hiring a Graduate Assistant?

  1. Complete the Graduate Assistantship Request Form →

    1. Enter your department information
    2. Have your email, GA supervisor name and email, and fiscal agent name and email ready.
    3. Choose:
      1. Renewal of a graduate assistantship position.
    4. Select GA level (See Descriptions →)
    5. Complete entire form, then submit.
    6. See Next Steps →

Replacing a Graduate Assistant?

  1. Contact Graduate Studies if you are terminating a Graduate Assistant prior to the end of their contract.

  2. Complete the Graduate Assistantship Request Form →

    1. Enter your department information
    2. Have your email, GA supervisor name and email, and fiscal agent name and email ready.
    3. Choose:
      1. Replacing if GA position was previously held by another student.
    4. Select GA level (See Descriptions →)
    5. Complete entire form, then submit.
    6. See Next Steps →

    FAQs

    1. Acquire appropriate approvals by forwarding the confirmation sent after form submission. This confirmation is sent to the Requestor's email. Forward approvals in order and copy Lindsey Gibson with each forwarded email.
    2. Requests will either be uploaded to the website (if advertisement is selected on request) or a new contract will be completed by Graduate Studies.
    3. Once a selection is made, please contact HR regarding new hire paperwork.

    Student Employment Notification forms are located in Human Resources. Electronic copies can be found in the O-Drive.

    Once Graduate Studies has your approved request, you can begin your search. Please contact Graduate Studies if you need access to applicant's applications and resumes.

    Congrats! Please notify Lindsey Gibson of the selected student. Also, notify Human Resources of your new hire. Lindsey will send further directions once the contract is sent out.



    Open Positions

    ...

    Levels

    Duties may include a variety of administrative tasks including: clerical support, event planning, student contact, campus or departmental tours, student orientation activities.

    Level I Pay per Hour: $7.50

    Duties at this level should be associated with furthering the acquisition, analysis, and dissemination of knowledge for the graduate assistant. Duties may include a variety of administrative tasks and research support including: student recruitment/success, website and social media activities, marketing material development, and gathering data.

    Level II Pay per Hour: $8.00

    Duties at this level should be primarily associated with furthering the acquisition, analysis, and dissemination of knowledge for the graduate assistant. Duties may include: data analysis, report preparation, literature searches/reviews, independent research, editing and preparing manuscripts, grading papers, tutor, graphic design work, game management activities.

    Level III Pay per Hour: $9.00

    After Submission

    1. Requestor on the submitted request will receive a confirmation email from USI Graduate Studies -  Graduate.Studies@usi.edu. This request must be forwarded to the following persons for approval. Simply click 'forward', type ‘Approve as Supervisor or Fiscal Agent’ with email signature and forward to the next person. Please copy lbgibson@usi.edu with each forwarded email. Approvals needed (in this order):
      1. Graduate Assistants’s Supervisor
      2. Department’s Fiscal Agent
      3. Human Resources' Compensation Specialist
      4. Budget Office
      5. Graduate Studies
    2. Once Graduate Studies receives all approvals, one of the following will occur:

          Please note: you may select a student at the time of request; however, you may not offer the Graduate Assistant the position until all approvals are received.

          1. Hiring department should notify checkempstatus@usi.edu of a new hire as a Graduate Assistantship. Please copy lbgibson@usi.edu.
          2. Hiring department should complete Student Employment Notification (SEN) form and submit to Graduate Studies (lbgibson@usi.edu) for approval. Once approved by Graduate Studies, our office will forward to Human Resources and copy the department’s contact. You may officially offer the position to the student conditionally, pending Human Resource's "Approved to Work" email notification. 
          3. Graduate Studies will create the Graduate Assistantship contract with information provided on the request form. 
          4. Selected graduate student will receive an email from lbgibson@usi.edu that includes their contract. This document should be read carefully by student and department. Student then digitally signs contract and forward back to lbgibson@usi.edu. This email will contain more detailed instructions for the student. 
          5. Graduate Studies will send the signed contract to the hiring department, Financial Aid, and Human Resources for their records and account updates. 
          1. Graduate Studies will post this open Graduate Assistantship position to our website (USI.edu/graduatestudies/student-resources/graduate-assistantships/). 
          2. Hiring department should notify Lindsey Gibson (lbgibson@usi.edu) of their selection. Next, hiring department should notify checkempstatus@usi.edu of new hire as a Graduate Assistantship. Please copy lbgibson@usi.edu. You may officially offer the position to the student conditionally, pending Human Resource's "Approved to Work" email notification. 
          3. Hiring department should complete Student Employment Notification (SEN) form and submit to Graduate Studies (lbgibson@usi.edu) for approval. Once approved by Graduate Studies, our office will forward to Human Resources and copy the department’s contact. 
          4. Graduate Studies will create the Graduate Assistantship contract with information provided on the Request Form. 
          5. Selected graduate student will receive an email from lbgibson@usi.edu that includes their contract. This document should be read carefully by student and department. Student then digitally signs contract and forward back to lbgibson@usi.edu. This email will have more detailed instructions for the student. 
          6. Graduate Studies will send the signed contract to the hiring department, Financial Aid, and Human Resources for their records and account updates.