UPPS 07.07.06 - Graduate Student Employment

POLICY STATEMENT

Texas State University is committed to providing positive and impactful experiential learning opportunities to graduate and doctoral students through the student employment program.

1. SCOPE

   1. This document describes the policies and procedures for graduate student employment in assistantship positions. The intent is to provide experiential learning opportunities to enrolled students.

      This policy does not govern graduate students who conduct research outside of paid assistantship positions, such as students supported by external fellowships.

   2. Specific objectives of this policy include:

      1. provide clear information to students, staff, and faculty about graduate student employment in assistantship positions;

      2. ensure compliance with federal, state, and university regulations, policies, and guidelines;

      3. complement and strengthen the educational program and support the educational goals of the student; and

      4. assure that Texas State University’s graduate student employment policies are competitive for recruitment and retention at the state and national levels.

2. DEFINITIONS

   1. Graduate Students – the term used to describe students enrolled in master’s, specialist, and doctoral programs. Students enrolled in master’s level courses are hired into graduate assistantship positions, while doctoral students are typically hired into doctoral assistantship positions. These are defined as follows:

      1. Graduate and Doctoral Teaching Assistants – currently enrolled students employed by an academic department, paid from faculty salaries, and reported as the “teacher of record” for an organized undergraduate class. For the fall and springs semesters, full-time equivalent (FTE) is calculated as 25 percent for each course. A teaching assistant appointed at 50 percent is typically expected to teach two courses. Exceptions may be made for teaching assistants in their first semester of employment. In addition, other workload adjustments in line with AA/PPS No. 04.01.40, Faculty Workload can be made. Graduate and doctoral teaching assistants receive a faculty contract for a semester or the academic year, are paid on a monthly basis, and are categorized as exempt under the Fair Labor Standards Act (FLSA).

      2. Graduate and Doctoral Instructional Assistants – currently enrolled students employed by an academic department, paid from faculty salaries, and not reported as the “teacher of record.” Graduate and doctoral instructional assistants provide support to the teacher of record, are responsible for a specific group of students (typically undergraduate students) and assign some portion of these same students’ grades. If graduate students are assigned as instructional assistants in graduate courses, they cannot grade other students’ work nor have access to their grades. The dean of The Graduate College will allow an exception for doctoral instructional assistants assigned to master’s level classes, provided there is no conflict of interest. Prior to making the appointment, programs should consult with the graduate dean. The academic department may pay graduate instructional assistants’ salaries for those assisting in the operation of a lab or an activity or recitation group from course fees collected for this purpose. Graduate instructional assistants and doctoral instructional assistants are normally appointed for a semester or the academic year, paid on a monthly basis, and are classified as exempt under FLSA.

      3. Graduate and Doctoral Research Assistants and Doctoral Research Assistants – currently employed by a department or university office and may receive pay from faculty grants or sponsored programs, indirect cost recovery, designated lines in faculty start-up accounts approved by the Division of Research, restricted accounts if the funding source allows, or other accounts approved by the provost and executive vice president for Academic Affairs. Chapter 10 of the U.S. Department of Labor’s (DOL’s) Field Operation Handbook defines research assistants as students “engaged in research in the course of obtaining an advanced degree and the research is performed under the supervision of a member of the faculty in a research environment provided by the institution under a grant or contract.” If employed on a faculty grant, the work performed must directly relate to the objectives of the grant. Graduate and doctoral research assistants can be appointed for a semester, the academic year, or the duration of a research project, or any portion thereof, and are paid on a monthly basis. They are classified as exempt under FLSA.

      4. Graduate and Doctoral Assistants – currently enrolled students employed by a department or university office paid from faculty grants or university funds. Responsibilities may include research (not under the supervision of a faculty member), technical assistance, and institutional support. To avoid conflicts of interest, graduate and doctoral assistants cannot have access to records of graduate students of their degree-granting department. Graduate and doctoral assistants who have access to records must be Family Educational Rights and Privacy Act (FERPA) trained and sign a confidentiality agreement.

         Graduate and doctoral assistant positions are non-exempt and are subject to the minimum wage and overtime provision of FLSA. Students employed in these positions must enter all hours worked that deviate from their default schedule in the SAP Employee Self-Serve Portal. Time entry guidelines can be found on the Human Resources website. Students employed in these positions are not eligible for concurrent employment as a teaching, instructional, or research assistant.

   2. Benefit Eligibility:

      1. Positions listed in Section 02.01 a.-d., are eligible for employer group insurance plans administered by the Human Resources office when employed at least half-time (20 hours per week) for a minimum period of four and a half months.

      2. All salaried graduate student employees with nine-month appointments may choose to receive their nine-month salary in 12 monthly payments. Procedures for salary spread are outlined in UPPS No. 04.04.11, University Classification and Compensation.

3. ELIGIBILITY REQUIREMENTS

   1. Academic Enrollment

      1. Graduate and Doctoral Teaching Assistants – In accordance with the “Credentials Guidelines” in the Southern Association of Colleges and Schools Commission On Colleges (SACSCOC) Principles of Accreditation for graduate teaching assistants, all teaching assistants are required to hold “a master’s in the teaching discipline or eighteen graduate semester hours in the teaching discipline, be under the direct supervision of a faculty member experienced in the teaching discipline, and complete regular in-service training, as well as planned and periodic evaluations.” Additional Texas State requirements include unconditional acceptance into a graduate degree program. The student must enroll in at least nine graduate semester credit hours (SCH) in a graduate degree program each fall and spring semester of employment and in at least three graduate SCH during the summer, if their initial enrollment is in the summer. With approval from the hiring department, the student’s graduate advisor, and the dean of The Graduate College, a one-time exception to this enrollment minimum can be requested. Teaching assistants, who are employed in the spring and fall semesters, may spread out their required enrollment hours (18 graduate SCH) over the entire academic year if their department allows it. The dean of The Graduate College must approve graduate and doctoral teaching assistants taking more than 12 graduate semester hours of course work per fall or spring semester or those taking more than six graduate semester hours per summer session. The student must also maintain a minimum 3.0 Texas State grade point average (GPA) in course work leading toward the completion of a graduate degree. The dean of The Graduate College must approve any exceptions. The graduate advisor, department chair, or school director must submit requests for exceptions in writing to the dean of The Graduate College prior to the first day of employment.

      2. Graduate and Doctoral Instructional Assistants – Texas State requirements include unconditional acceptance into a graduate degree program. The student must enroll in at least nine graduate SCH in a graduate degree program each fall and spring semester of employment and in at least three graduate SCH during the summer if their initial enrollment is in the summer. With approval from the hiring department, the student’s graduate advisor, and the dean of The Graduate College, a one-time exception to this enrollment minimum can be requested. The dean of The Graduate College must approve graduate and doctoral instructional assistants taking more than 12 graduate semester hours in the fall or spring semester of course work or those taking more than six graduate semester hours per summer session. The student must also maintain a minimum 3.0 Texas State GPA in course work leading toward the completion of a graduate degree. The dean of The Graduate College must approve any exceptions. The graduate advisor, department chair, or school director must submit requests for exceptions in writing to the dean of The Graduate College prior to the first day of employment.

      3. Graduate and Doctoral Research Assistants – Texas State requirements include unconditional acceptance into a graduate degree program. The student must enroll in at least nine graduate SCH in a graduate degree program each fall and spring semester of employment and in at least three graduate SCH during the summer if their initial enrollment is in the summer. With approval from the hiring department, the student’s graduate advisor, and the dean of The Graduate College, a one-time exception to this enrollment minimum can be requested. The dean of The Graduate College must approve graduate and doctoral research assistants taking more than 12 graduate semester hours in the fall or spring semester of course work or those taking more than six graduate semester hours per summer session. The student must also maintain a minimum 3.0 Texas State GPA in course work leading toward the completion of a graduate degree. The dean of The Graduate College must approve any exceptions. The graduate advisor, department chair, or school director must submit requests for exceptions in writing to the dean of The Graduate College prior to the first day of employment.

      4. Graduate and Doctoral Assistants – Texas State requirements include unconditional acceptance into a graduate degree program. The student must enroll in at least nine graduate SCH in a graduate degree program each fall and spring semester of employment and in at least three graduate SCH during the summer if their initial enrollment is in the summer. With approval from the hiring department, the student’s graduate advisor, and the dean of The Graduate College, a one-time exception to this enrollment minimum can be requested. The dean of The Graduate College must approve graduate and doctoral assistants taking more than 12 graduate semester hours in the fall or spring semester of course work or those taking more than six graduate semester hours per summer session. The student must also maintain a minimum 3.0 Texas State GPA in course work leading toward the completion of a graduate degree. The dean of The Graduate College must approve any exceptions. The graduate advisor, department chair, or school director must submit requests for exceptions in writing to the dean of The Graduate College prior to the first day of employment.

   2. Summer Employment

      Graduate student employees enrolled in nine graduate hours at Texas State during the prior spring and fall semesters (or with an approved exception on file) may work in the summer with no enrollment requirement.

      Graduate student employees who entered their graduate degree program in the spring term and were enrolled in nine graduate hours at Texas State during the spring must enroll in at least three graduate SCH during the summer, unless they were fully enrolled and employed as undergraduate assistants at Texas State in the previous fall semester, in which case they may work in the summer with no enrollment requirements.

      Graduate student employees entering their graduate degree program in the summer term must enroll in at least three graduate SCH during the summer. International students on certain visas may have higher enrollment requirements in the summer if the summer is their first semester of enrollment. These students and hiring departments should consult with International Student and Scholar Services.

      Graduate students entering their graduate degree program in the fall term are not eligible to work as graduate student employees until the start of the fall term.

      Teaching assistants, who are employed in the spring and fall semesters, may spread out their required enrollment hours (18 graduate SCH) over the entire academic year if their department allows it. Students seeking summer employment as graduate student employees who do not meet these criteria must enroll in a minimum of three graduate hours during the summer over the duration of the various summer semesters available.

4. ALLOWABLE WORK HOURS

   1. Fall and Spring Semesters – Graduate student employees may work up to 50 percent FTE (20 hours per week) during the fall and spring semesters. Exception requests for employment over 50 percent FTE will only be approved under the most exceptional circumstances by the graduate dean. The graduate advisor, department chair, or school director must submit requests for exceptions in writing to the dean of The Graduate College prior to the first day of employment.

   2. Between Semesters and the Week of Spring Break (Energy Conservation Days) – Graduate student employees may work up to 50 percent FTE (20 hours per week) between semesters and during Spring Break (during energy conservation days). Employment over 50 percent FTE will only be allowed under exceptional circumstances by the graduate dean. An exception request from the graduate advisor, department chair, or school director and an approval by the dean of The Graduate College must be on file prior to the first day of employment.

   3. Summer Employment – For teaching, instructional, and graduate or doctoral assistants, employment is restricted to 50 percent FTE (20 hours per week). Only under exceptional circumstances will the dean of The Graduate College allow an exception for employment over 50 percent FTE during the summer. An exception request from the student’s graduate advisor, department chair, or school director and an approval by the dean of The Graduate College must be on file prior to the first day of employment.

      For research assistants, employment is usually restricted to 50 percent FTE (20 hours per week) in the summer. However, if research assistants are conducting fieldwork or are funded by a grant, the dean of The Graduate College may approve an exception for employment over 50 percent FTE (typically 75 percent FTE, i.e., 30 hours per week). In this situation, research assistants who are not enrolled can hold an appointment of 100 percent FTE (40 hours per week), provided the research is directly related to their degree program and provided the summer is not their initial term of employment at the university. Such exception request from the student’s graduate advisor, department chair, or program director and an approval by the dean of The Graduate College must be on file prior to the first day of employment.

5. HIRING PROCEDURES

   1. Appointment and New Hire Paperwork

      1. Graduate student employees cannot concurrently hold a salaried and an hourly position. Further, to comply with Internal Revenue Service and State of Texas guidelines, the university cannot compensate graduate assistants working as consultants or contractors while they are employed by the university or for 12 months following termination of their university employment.

      2. New hire paperwork for graduate or doctoral teaching assistant appointments will be processed through The Graduate College, Faculty and Academic Resources, and Human Resources. Paperwork for graduate or doctoral research assistant and instructional assistant appointments in the Division of Academic Affairs will be processed through The Graduate College and Human Resources.

         1. Graduate and doctoral teaching assistants must submit a complete faculty applicant packet consisting of a faculty employment application, official transcripts from all degree-granting institutions, a current vita or resume, a Criminal Background Check Consent form, and an English Proficiency form.

         2. Each department hiring a graduate or doctoral teaching assistant will also be required to complete the GTA/DTA Packet Checklist. Faculty and Academic Resources must receive these documents, along with a PCR to Human Resources, available through the SAP portal, and a Contracting of Temporary Faculty form from the department via the college dean and the dean of The Graduate College.

         3. For graduate or doctoral instructional assistants and graduate and doctoral research assistants, as well as graduate or doctoral assistants, each department will be required to complete the GTA/DTA Packet Checklist. Human Resources must receive these documents, along with a PCR from the department via the college dean and the dean of The Graduate College.

   2. Pay rates – Each of the job titles listed in Section 02.01 a.-d. will be paid in accordance with the salary schedule in the University Pay Plan.

6. ACCOUNT MANAGER OR DESIGNEE RESPONSIBILITIES

   1. The account manager, or designee, may determine the need for graduate student employees and may work with the appropriate vice president for position approvals. Appropriate titles will be determined based on the criteria in Sections 02.01 a.-d.

   2. The account manager, or designee, must ensure that students meet all academic and enrollment requirements found in Sections 03.01 and 03.02.

   3. The account manager, or designee, must forward the appointing PCR and all forms and checklists noted in Section 05.01 b., via the college dean, or designee, and the dean of The Graduate College to Human Resources.

   4. The account manager, or designee, must ensure that students are not appointed over 50 percent FTE (20 hours per week) without specific approval from the dean of The Graduate College.

   5. The account manager, or designee, must prepare a separation PCR, the Employee Separation form, and the Separation Checklist (see UPPS No. 04.04.50, Separation of Employment and Interdepartmental Transfers) to terminate the student employee’s appointment.

   6. The account manager, or designee, is responsible for notifying graduate student employees appointed to a benefits-eligible position and instructing the students to contact Human Resources for enrollment information within the 31-day enrollment deadline.

7. OUT-OF-STATE WAIVER

   1. According to the Texas Education Code, Sec. 54.212, a teaching, instructional, research, or graduate assistant of any institution of higher education, as well as the spouse and children of such an assistant, are entitled to register in a state institution of higher education by paying the tuition fees and other fees or charges required for Texas residents under Section 54.051 of this code, without regard to the length of time the assistant has resided in Texas, if the employee is employed at least one-half time in a teaching, instructional, research, or graduate assistant position that relates to the employee’s degree program under rules and regulations established by the employer institution. The out-of-state waiver will be automatically applied to the student’s account as long as the student’s PCR is in process prior to the deadline established by Student Business Services each semester.

8. NON-DISCRIMINATION

   1. Texas State’s graduate student employment policy and procedures must comply with UPPS No. 04.04.46, Prohibition of Discrimination.

9. REVIEWERS OF THIS UPPS

   1. Reviewers of this UPPS include the following:

      Position	Date
      Dean of The Graduate College	July 1 E4Y
      Associate Vice President for Human Resources	July 1 E4Y
      Assistant Vice President for Equal Opportunity & Title IX	July 1 E4Y
      Director, Faculty and Academic Resources	July 1 E4Y

10. CERTIFICATION STATEMENT

    This UPPS has been approved by the following individuals in their official capacities and represents Texas State policy and procedure from the date of this document until superseded.

    Dean, The Graduate College; senior reviewer of this UPPS

    Provost and Executive Vice President for Academic Affairs

    President