Graduate Assistantship Employment at Appalachian State University

Graduate Assistantship Employment at Appalachian State University Graduate Assistantships are employment in which the primary role of the person remains student, and as such are subject to special tax rules. To be eligible for employment as a graduate assistant (TA, RA, GA), the fundamental condition is to be a graduate student enrolled on campus in good standing academically. Provisionally admitted students must complete one semester (or the summer terms) in good standing before being eligible. The following additional conditions apply to graduate assistantships: ENROLLMENT: Students must be full-time (9 or more hours) in order to hold an assistantship during the Fall or Spring semesters. Students may hold a summer assistantship provided they are enrolled in at least two (2) hours of graduate coursework in the term of the assistantship. Students may not enroll in more than 12 hours of coursework if they hold an assistantship. Students with half-time assistantships are routinely allowed to take up to 15 hours of coursework after submitting an overload form. In exceptional circumstances, a graduate student who has completed one semester of coursework with a strong (3.5 or greater) GPA can request to hold a full-time assistantship while enrolled in more than 12 but not more than 15 hours. This request must be made by the program director and an overload form must be submitted. Exceptions to the full-time requirement during the academic year are as follows and must be requested by the program director: Six (6) hours of enrollment is sufficient for students in the final term of enrollment, students in a doctoral program holding a doctoral assistantship, and students teaching independently two normal-sized sections of a course or laboratory. These requests must be made by the program director. HOURS WORKED: A full-time assistantship is considered to be one in which the student works an average of 20 hours per week. Students can also be hired half-time (10 hours a week) or three-quarters time (15 hours a week). In truly exceptional circumstances, a graduate student who has completed a year of coursework with a strong (3.5 or greater) GPA may be granted permission to hold an assistantship (or an assistantship and other employment on campus such as adjunct faculty) that averages up to 25 hours a week, provided the assistantship is directly related to the coursework or career goals of the student. Permission must be requested by the program director. STIPEND: Fall and Spring semesters, students must be paid at least $13.33 per hour (i.e., $4000 for full time for a semester-300 hours of work). Summer terms, students must be paid at least $12.00 per hour (i.e., $1200 for full time for a term-100 hours of work). HIRING: To hire a graduate assistant, this contract form must be completed, signed, and forwarded to the Graduate School for final approval. Students who have not held a graduate assistantship within the last two years must complete tax forms, I-9 forms, and other paperwork prior to working ANY hours (see addendum). These forms can be completed in the hiring department and forwarded with this contract or the student can come to the Graduate School to complete the forms (appointment suggested email RoseMD or call 262-2130). The contract is not valid until the Graduate School verifies all of the conditions and signs the contract. Students who wish to have a fully signed copy of their contracts can obtain a copy in the Graduate School. PAYMENT: Students will complete timesheets to be processed within the hiring department and will be paid on a bi-monthly basis. Departments who submit timesheet hours beyond the total approved on this contract will be responsible for paying the students for those hours. Students whose work involves an academic component should report ONLY those hours that pertain to the assistantship on their timesheets. TERMINATION: Graduate Assistants who do not perform as expected may be terminated from their contracts. The termination form should be submitted to the Graduate School as soon as possible to avoid overpaying the student. Before termination, departments should inform the student in writing of what must be done and by when to avoid termination. If those conditions are not met, the department can proceed with termination. Some behaviors will warrant immediate termination without written warning. Please contact the Graduate School in this situation. Page 1 of 5

Appalachian State University Graduate Assistantship Employment Information Graduate Student Assistant Full Name: Banner ID: ASU Email: Appointment Period (check all that apply): Fall Spring Summer1 Summer 2 YEAR: Other period: Assistantship level: ½ (10 hr/wk) ¾ (15 hr/wk) full (20 hr/wk) Stipend: Total number of hours to be worked (e.g., full assistantship for one semester is 20x15 = 300): Employment Department: Supervisor name and appstate email: Budget information: Amount of funds FROM GRADUATE SCHOOL allocation: Organization code for department in which the student is working: If salary includes funds other than the Graduate School allocation, complete the following for the other sources: FOAP (delays in hiring will result if not provided accurately) $ Amount Fund Organization Account Program Position # Authorized Signature DUTIES: Check the most appropriate category. (GTF) instructor of record MUST document 18 hours of graduate work in the discipline; supervising qualified faculty member if other than supervisor listed above: Faculty portal access will be granted; GTFs must include a faculty credentials form with contract see addendum. (GTA) assisting with lab or class instruction, tutoring, grading; supervising instructor of record if other than supervisor listed above: Faculty portal access needed? YES NO (RA) research with a faculty member or administrator; may include some minimal time related to classroom support but research support should be primary focus. (GA) administrative only not eligible for NC Tuition Scholarship support Brief Description of Duties: Page 2 of 5

Student Acceptance of Graduate Assistantship Terms and Conditions This is a binding contract between YOU, the graduate student, and Appalachian State University. All terms and conditions of the contract must be met or termination of this appointment may occur as well as possible denial of any future appointments. The conditions for this graduate assistantship appointment are stated below. Please read through the statements, initial each, and sign your name indicating that you agree to these conditions. You must satisfy all requirements stated within this contract. If these requirements are not met your assistantship may be terminated. Retain a copy for your records. Timeframe of and salary for your appointment: Your contract is for the appointment period and number of hours listed only and does not apply to any other timeframe. A separate contract must be signed for other appointments. This appointment does not include any assurance, obligation, or guarantee of subsequent appointments. This appointment is for the salary specified only and does not include additional benefits such as insurance or tuition. Any payments in fulfillment of this contract are subject to the availability of funds to the University for the purpose set forth in this agreement. Unless specifically stated, the appointment period of this contract begins on the first day of classes and terminates on the final day of final exams. You must complete and submit timesheets regularly to your supervisor. If you have similar duties for academic purposes (e.g., research/teaching related to your academic work), you should only report hours that are part of your paid assistantship. If a department requires you to work hours beyond the terms stated in this contract you have the right to be compensated by the department for additional hours at an hourly rate equivalent to the salary amount of this contract. Do not assume! Get instructions to work more hours in writing. Conditions required to retain your appointment: Your appointment is contingent upon completing the online training in legal issues and policies for graduate assistants. This training must be completed each year (Fall to Summer). You will receive an email to your appstate.edu account with instructions. Failure to complete the training by the deadline may result in termination of your contract. Retention of your appointment is based upon satisfactory performance of the responsibilities outlined for your appointment and remaining in good standing academically (3.0 GPA minimum). You must enroll in and complete at least 9 hours of coursework. (Summer: You must enroll in and complete at least 2 hours of coursework.) Exceptions will be considered only if your program director or advisor has requested such in writing to the Graduate School and the Associate Dean approves the request. Rules governing early termination of this contract: In the event you cannot complete the terms of this contract you must immediately notify the Graduate School and the department in which the assistantship is assigned. If you are unable to complete the work for your contract, your salary will be prorated based upon the number of hours you have completed, and you will be responsible for repayment of any unearned salary to Appalachian State University. I have read, understand and agree to all of the terms of this assistantship contract and accept the appointment designated in this contract. I understand that the department in which the assistantship is offered may have additional requirements. Student Signature Department Signature (chair or program director) Graduate School Approval Page 3 of 5

ADDENDUM FOR NEW ASSISTANTSHIPS first time graduate assistants or those who have not held a graduate assistantship in 2 years You cannot begin work until completion of all hiring paperwork, including Employment Eligibility I9 and NC and Federal Tax Forms NC4 and W4; this paperwork can be completed in the Graduate School (making an appointment is suggested); a staff member in the hiring department may be willing to complete the forms with you; if so, you can send the forms to the Graduate School with your contract. Please complete the following certification of policies and procedures related to graduate assistantships. You must agree to these statements (by initialing next to each in the space provided) or we cannot process your employment paperwork. FERPA DATA PRIVACY If your position requires you to have access to student, faculty or staff information, you will only access information as directed by your supervisor and you will not distribute to or discuss the information with anyone other than your supervisor or other officials of the University designated by your supervisor. This includes any personal (address, phone), academic (grades, performance), or financial (salary, employment) information about anyone at the university. If your position requires access to university documents or student, faculty or staff information you will not attempt to alter, change, add, or delete information or University documents, unless your supervisor provides specific instructions to do so. SOCIAL SECURITY NUMBER USE Appalachian State University is authorized or required by federal law (including 26 U.S.C. 6011; 26 U.S.C. 6051; 26 U.S.C. 6109; 20 C.F.R. 422.114; IRS Forms W-2 and 1099) to obtain and use your Social Security Number for employment and federal and state tax reporting purposes. SELECTIVE SERVICE (MILITARY DRAFT REGISTRATION) Indicate your situation regarding the United States selective service system (the list of those potentially subject to military conscription). Please initial ONE option below. I am registered with the selective services. I am female, so I do not need to register. I am in the armed forces on active duty, so I do not need to register. I was born before 1960, so I do not need to register. I am a permanent resident of the Trust Territory of the Pacific Islands or Northern Mariana Islands, so I do not need to register. I am a lawful non-immigrant on a visa (e.g., diplomatic and consular personnel, foreign student), so I do not need to register. I understand that I must complete and submit employment and tax forms prior to commencing work on my assistantship. Signature Page 4 of 5

ADDENDUM FOR TEACHING ASSISTANTS WHO WILL BE INSTRUCTORS OF RECORD (GTF) This form documents that teaching assistants meet UNC Board of Governors requirements and that instructional faculty meet the Southern Association of Colleges and Schools (SACSCOC) qualifications. All persons who will be listed as instructors of record must complete this form. Section 1: TEACHING ASSISTANT Instructor of Record Information Name: College: Department: Section 2: Earned Degree Information (note: Official transcripts are on file in FORTIS and in the Graduate School) Earned Degree (highest first) Discipline/Major Institution Year Section 3: Eligibility GTF s must have an earned master s in the specific teaching discipline OR: 18 graduate hours in the teaching discipline, direct supervision by a faculty member experienced in the teaching discipline, regular in-service training, and planned and periodic evaluations. Teaching Discipline Prefix(s): Graduate Hours Completed: Qualified Faculty Supervisor: Brief description of training prior to appointment: Contact for questions regarding in-service training: Department Chair s Signature: : Section 4: Graduate School Confirmation of Coursework Graduate hours completed at Appalachian in the teaching discipline listed above (SHACRSE): Graduate hours in the teaching discipline completed elsewhere, if applicable: Confirmation of transcripts in Graduate School records. Graduate School Signature: : Page 5 of 5