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Graduate Assistant Employment

Effective: August 1984
Last Updated: May 2008

Responsible University Officer:

  • Vice President for Human Resources

Policy Owner:

  • Manager - Graduate Assistant Employment and Services
  • Director, Human Resources Policy Development

Policy Contact:

Policy Statement

The University of Minnesota (University) has established a system of graduate assistant employment as defined in this policy. Graduate assistants are graduate students who hold employment in academic teaching, research, and administrative fellow appointments. Graduate assistantships include the provision of tuition benefits, with the exception of summer sessions/terms where the provision of tuition benefits is at the option of the hiring department.

Provisions and Terms

Scope

This policy governs the employment of graduate students in graduate assistant (GA) appointments at the University, and those employed in the Medical School in fellowship or resident graduate program appointments (job codes 9554 and 9559), as well as Dental Fellows (9553) and Legal Project Assistants (9538, 9539). Excluded from coverage are professionals-in-training (select 95xx job codes) and the employment of students within the Student Employment System.

Eligibility for Graduate Assistant Employment

  1. General Requirements

    Students are eligible to hold a graduate assistantship if they are:

    1. Admitted to a graduate school degree program or post-baccalaureate professional degree program, AND
    2. Registered for the minimum number of required credits for an assistantship held during Fall or Spring terms.

    Eligibility for graduate assistant employment is lost under any of the following circumstances:

    1. Graduate students who leave school, or who fail to meet registration requirements may lose eligibility for GA employment. GAs who lose eligibility shall be immediately terminated from employment.
    2. Graduate assistants who graduate mid-term can continue working in an assistantship title until the end of the term. However, they cannot continue working in a graduate assistantship after the semester in which they graduate. Contact Graduate Assistant Employment and Services (GAES) for other employment options.

  2. Registration Requirements for Fall or Spring Terms

    Students with the following titles and classifications are required to register for at least six credits per term. Registration must be completed by the first day of employment and maintained for the entire semester. Audited courses do not fulfill the registration requirements.

    1. Administrative Fellow - 9531
    2. Graduate Instructor - 9515
    3. Graduate Research Project Assistant - 9526
    4. Research Assistant - 9521
    5. Teaching Assistant - 9511

    Advanced Masters or Ph.D. candidates are required to register for at least one credit per term.

    1. Administrative Fellow - 9532, 9533
    2. Graduate Instructor - 9517
    3. Research Assistant - 9528, 9529
    4. Research Project Assistant - 9527
    5. Teaching Assistant - 9518, 9519

    Note: Registration for GRAD 0999 does not fulfill the registration requirements. Exceptions to the six-credit registration requirement may be considered by completing the form, UM 1655 Special Graduate Assistant Registration Status (SGARS).

  3. Registration Requirements for May or Summer Sessions/Terms

    Registration is not required to hold a GA appointment during May or Summer sessions/terms.

Graduate Assistant Tuition Benefits

  1. Tuition Benefit Coverage

    Tuition benefit only covers tuition and all or a portion of the University fee, depending upon the appointment percentage and the number of registered credits. Information regarding the University fee and how it is calculated may be found at Student One Stop.

    Tuition benefits do not pay for other charges, such as lab fees, installment fees, late charges, late registration fees, etc., which are assessed by Student Accounts Receivable and charged to the student's account. Graduate assistants are responsible for payment of such charges not covered by the GA tuition benefit.

  2. Eligibility for Graduate Assistant Tuition Benefits

    Fall and Spring

    To be eligible for GA tuition benefits during Fall and Spring terms, the following requirements must be met:

    1. At least 98 hours must be worked during the semester payroll dates to receive tuition benefits, and
    2. The graduate student must be registered for the minimum number of credits.

    Note: Eligibility for a non-resident waiver requires you to work at least 195 hours during the semester payroll dates.

    May and Summer Sessions/Terms

    To be eligible for GA tuition benefits during May and Summer sessions/terms, the following requirements must be met.

    1. To receive tuition benefits, students must be placed in a tuition bearing classification title.
    2. To receive maximum tuition benefits for the Summer term, students must work at least 260 hours during the 13-week term (except students in job code 9574).
    3. To receive any tuition benefits, students must work at least 65 hours during the 13-week term.
    4. Students with job code 9574 (Summer Session Teaching Assistant with tuition benefits) must work at least 160 hours during the May/Summer session in order to receive maximum tuition benefits during the May/Summer session and at least 40 hours during the May/Summer session in order to receive any tuition benefits.
    5. Hours worked must be within the official summer calendar dates. Refer to Payroll & HRMS Calendars.

    Tuition benefits earned during the May or Summer sessions/terms can be used interchangeably. (NOTE: The law school has only one Summer term).

  3. Flexible Hourly Appointment Tuition Benefits

    A flexible hourly appointment provides a tuition benefit at the start of the semester. The employing department will provide the Graduate Assistant Employment and Services (GAES) with an estimate of the number of hours to be worked during the semester.

    This type of appointment can be beneficial if the number of estimated hours or more is worked during the semester; however, if less than the estimated hours (even by one hour) is worked, or if the minimum requirement of 98 hours per semester is not worked, all or a portion of the tuition benefit is lost. The GA is responsible for repaying the unearned portion of tuition benefits received. In addition, the GA could lose a non-resident waiver if the number of hours that the employing department first estimated is not worked. If more hours are worked than originally reported, the tuition benefit is increased, if applicable.

    GAES notifies the GA of expectations, hours of appointment, and any changes of hours worked at the start and end of each semester.

  4. Prorated Tuition Benefits

    Appointments beginning after or ending before the official payroll semester appointment dates

    Tuition benefits are prorated for appointments of at least 98 hours that begin after or end before the official payroll semester appointment dates. Any remaining tuition cost(s) are billed to the GA, at non-resident rates if applicable. If the prorated appointment average falls below the 98 hour minimum eligibility requirement, 100% of the tuition benefit is billed to the graduate assistant, at non-resident rates if applicable.

Resident Tuition Rate

In addition to tuition benefits a GA whose appointment equals a minimum of 195 hours each semester is eligible to receive a non-resident tuition waiver (if applicable). Please note: Residency is determined at the time of admission.

  1. Current Graduate Assistants

    Graduate assistants who work a minimum of 195 semester hours and meet the registration requirements are eligible to receive a non-resident waiver during that semester. If the non-resident waiver is not received, contact GAES.

    Eligibility for the resident tuition rate reduction also applies to immediate family members (spouse/registered same-sex domestic partner, children, or legal ward living in the household) upon documentation. Acceptable documentation includes a marriage license (in English or an English translation), a birth certificate, same-sex domestic partnership documentation, or a visa. Receiving a resident tuition rate reduction does not change residency status. More information on residency and reciprocity can be found at the Admissions Web site.

  2. Former Graduate Assistants

    Former GAs, who completed a minimum of two semesters of a graduate assistantship at 195 semester hours, and their immediate family members (spouse/registered same-sex domestic partner, children, or legal ward living in the household) may be eligible to receive resident tuition rate reductions, according to the following chart.

    Eligibility Chart

    Number of Eligible Graduate Assistant Semesters Number of Semesters that May Qualify for Resident Rate Tuition
    1
    		 0  A minimum of two semesters holding a graduate assistantship are required for eligibility for one or two semesters of resident rate tuition
    2
    		 2  total semesters available to be used by either the former graduate assistant or qualifying immediate family member
    3
    		 3 total semesters available to be used by either the former graduate assistant or qualifying immediate family member
    4 or more
    		 4 total semesters available to be used by either the former graduate assistant or qualifying immediate family member.
    Four is the maximum number of semesters to which a resident rate tuition reduction is allowed.

    The resident tuition rate reduction must be used within three years of the date of the last qualifying semester. Contact GAES to document eligibility. Documentation includes a marriage license in English or an English translation, a birth certificate, same-sex domestic partnership documentation, or a visa.

    Graduate assistants must make sure that their account is paid by the payment due date. If tuition benefits are not reflected on the billing statement, do not ignore. Tuition benefits and non-resident waivers will post to the Students' Account after each semester begins, once appointment information is updated by the hiring department. Check billing statements carefully to ensure tuition benefits are properly credited. If the graduate student does nothing, non-refundable late fees may be assessed.

    If a bill is received that is believed to be incorrect, the employing department and/or GAES are to be immediately contacted to resolve the problem.

Classification and Pay

  1. Classification

    See Job Classification Descriptions for generic job descriptions of specific Graduate Assistant classifications. For a complete listing of Graduate Assistant Classifications refer to Academic Job Codes and Titles.

  2. Wage and Compensation

    Graduate assistant appointments require monetary compensation. Neither course credit nor resident-rate tuition can be provided in lieu of paid work time. Graduate assistants are exempt from time-and-one-half overtime pay. In general, the title, rate of pay, percentage of time, and length of appointment may not be changed within a contract period.

  3. Pay Ranges

    Graduate assistant pay ranges are established each fiscal year by the University's central administration and approved by the Board of Regents. Each GA is appointed to a rate of pay within this range. Compensation paid to GAs employed in the same or different departments may vary according to departmental criteria and must be monetary - neither course credit, resident-rate tuition, nor in-state tuition benefits can be substituted for GA pay. Refer to the current years Academic Salary Floors for pay range information.

  4. FICA Information

    For a FICA exemption, a graduate student must register for a minimum of three credits OR one credit for Advanced Masters (8333) or PhD candidates (8444).

    Refer to FICA Graduate Rules for more information.

Performance in a Graduate Assistantship

At the time of hire, GAs should be provided with an appointment letter that includes performance expectations. Annual performance evaluations should be conducted. Substandard performance must be well documented and files relating to the substandard performance must be kept in the departmental office. Refer to the procedure, Handling Graduate Assistant Performance Issues.

Nonreappointment and Termination

A department may decide not to reappoint a GA on the basis of performance, lack of progress toward degree, budgetary constraints, or lack of need for the position. Where external funding is lost, the position may be terminated at the end of the current appointment, but not earlier.

A department may not terminate prior to the end of a current appointment for any reason other than non-registration, just cause, or in accordance with non-reappointment terms of an Annual Conditional appointment.

Grievances

Refer to the Board of Regents Policy: Conflict Resolution Process for Employees and the corresponding Administrative Policy: Implementing the Conflict Resolution Process.

Unpaid and Paid Leaves of Absence

Graduate assistants are eligible for unpaid and paid leaves of absence to include the following:

  1. Sick Leave: Graduate assistants are entitled to paid sick leave, not to exceed two weeks (10 days) consecutive pay for absences caused by occasional or serious illness or injury to themselves, their dependent child, or the dependent child of a registered same sex domestic partner. In the case of repeated absences due to illness, the responsible administrator/supervisor may request a healthcare provider's certification verifying the inability to work. For GAs on an hourly pay appointment, sick leave shall be unpaid except in the following circumstances: (1) work hours are fixed on a weekly basis, and the sick day falls on the day of the week normally scheduled for work; OR (2) the work schedule is variable with sick pay prorated for the work week.
  2. Parental Leave: Graduate assistants may be eligible for parental leave, paid or unpaid. Refer to the Administrative Policies: Parental Leaves for Academic Employees and Family & Medical - FMLA Leave.
  3. FMLA: Graduate assistants generally do not meet the minimum eligibility requirements (average 60 percent appointment) for FMLA. If a graduate assistant meets the FMLA requirements, they may be eligible for up to twelve weeks' absence during a fiscal year for reasons of:
    1. the employee's own serious health condition;
    2. the serious health condition of an employee's immediate family member; or
    3. caring for a newborn or newly-placed adopted child or foster child.
    Refer to the Administrative Policy: Family & Medical - FMLA Leave.
  4. Bereavement Leave: Graduate assistants are provided, at the discretion of the department, up to three workdays paid bereavement leave upon death of an immediate family member. This leave is granted for purposes of (1) attending the funeral services, ceremonies, and/or interment; (2) making necessary arrangement; (3) travel related to the death; and (4) bereavement time. Responsible administrators/supervisors are encouraged to make special arrangement to accommodate granting of leave.
  5. Vacation Leave: Graduate assistants do not receive paid vacation leave.


  6. For the following leaves, please refer to the Administrative Policy: Military, Court and Civic Duty Leaves.
  7. Military Leave: Graduate assistants are entitled to fifteen days leave in a calendar year for active military duty; such leave falling within a paid appointment period shall be with pay. Verification of notice to report for duty (including dates of leave) shall be provided to the responsible administrator/supervisor. Refer to the Administrative Policy: Military, Court, and Civic Duty Leaves.
  8. Jury Duty: Graduate assistants are entitled to paid leave for jury duty. A copy of the court notice shall be provided to the responsible administrator/supervisor. If released early from jury duty by the court administrator, the GA shall return to work.
  9. Voting Leave: Graduate assistants are eligible for a paid leave of absence to vote in any state-wide general election or state-wide primary election, or in any election to fill a vacancy in the office of a United States senator or representative during the morning of the election day. Paid leaves to vote shall cover only those hours the employee is regularly scheduled to work and shall be reasonable in relation to voting site location and distance. As federal and state Work-Study regulations do not permit payment for hours not actually worked, work-study students must be granted upon request an unpaid leave of absence to vote in elections as described here.

Reason for Policy

This policy implements the Board of Regents Policy: Employee Group Definitions. A system of graduate assistant employment is provided by the University for the primary purpose of providing financial assistance to graduate students and secondarily, to offer academic and career development opportunities. Conversely, employment of graduate students in assistantships supports the University in providing assistance to departments in carrying out certain tasks for which they are responsible.

Procedures

Forms/Instructions

  • UM 1654 - May and Summer Sessions/Terms Request for Graduate Assistant Tuition Benefits (Word, PDF)
  • UM 1655 - Special Graduate Assistant Registration Status (SGARS) Request Form (Word, PDF)

Additional Contacts

Subject Contact Phone Fax/E-mail
Graduate Assistant Employment
  • Graduate Assistant Employment and Services (GAES)
    200 Donhowe Building
    319 15th Ave SE
    Minneapolis, MN 55455
 612-624-7070 612-625-9801 (fax)
gaoinfo@umn.edu
Document Processing
  • HRMS Key Contact
  • Office of Human Resources Call Center
 HRMS Key Contact List (pdf)
612-625-2016		 HRMS Key Contact List (pdf)

Definitions

Classification
A descriptive title given to a position or a group of positions with similar duties and responsibilities.
Dependent Child
The employee's biological, adoptive, or foster son or daughter, a stepchild, or a legal ward of the employee or a child of a person standing in loco parentis who is under the age of 18, or 18 and older and incapable of self care because of a mental or physical disability. The University's policy on domestic partners extends the definition of son or daughter to include those of registered same-sex domestic partners.
Just Cause
A ground for discipline and takes into account reasonableness, evidence of forewarning, investigation, proof, consistency, and equity.
Immediate Family Member - Bereavement Leave
(1) the spouse or domestic partner, (2) the employee's: (a) biological, adoptive, step, or foster child or ward; (b) parent of parental equivalent; or (c) sibling, and (3) the employee's spouse's or domestic partner's: (a) biological, adoptive, step, or foster child or ward; (b) parent or parental equivalent; or (c) sibling.
Immediate Family Member - Resident Tuition Rate
Spouse or registered same-sex domestic partner, children, or legal ward living in the household.
Registered Same-Sex Domestic Partner
Two persons of the same sex who are (1) engaged in a committed relationship and intend to remain together indefinitely; (2) unable to marry each other under MN law; (3) at least 18 years of age and have the capacity to enter into a contract; (4) are jointly responsible to each other for the necessities of life; (5) are not related by blood closer than permitted under MN marriage laws; and (6) registered as same-sex domestic partners with the University.

Responsibilities

Responsible Administrator/Supervisor
  • Classify the work responsibilities appropriately.
  • Have knowledge of the policies and procedures governing the Graduate Assistant employee group.
  • Provide the GA details of the appointment (refer to the Human Resources Template Letter Library).
  • Provide regular performance reviews.
GA Employees
  • Be aware of the policies governing GA employment at the University.
  • Understand expected performance standards.

Appendices

Frequently Asked Questions

There are no Frequently Asked Questions associated with this policy.

Related Information

History

Amended:
May 2008 - Policy converted to the new University-wide format for administrative policies. The Administrative Policy: Graduate Assistant Employment supersedes any previous graduate assistant policies/handbooks. Language specific to bereavement leave was added.
Adopted:
August 1984 - Handbook for Graduate Assistants

Effective: August 1984

To obtain a copy of a historical policy, e-mail the U Policy Librarian at policy@umn.edu or call 612-624-4372.

Office of Human Resources