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Hiring Process for Graduate Assistants
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A STEP-BY-STEP HIRING PROCESS
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1.Ìý Initiate a GA Request FormÌý
The hiring supervisor initiates a GA Request Form using the webform here:
Information that you will need prior to completeing the form includes the student's
CWID, the budget code that will be used to fund the GA, the type of GA you are hiring,
and a brief job description.
2.Ìý Complete ACT 106 Compliance Forms for new Graduate Assistants
The hiring supervisor should download and provide the to new graduate assistants to complete.Ìý Once completed, the supervisors should complete
the
3. Approval of GA Request FormÌý
The Graduate School will notify the hiring supervisor when the GA Request Form has
been approvedÌý
4. EPAF GeneratedÌý
The hiring supervisor will submit an Electronic Payroll Action Form (EPAF).Ìý
The EPAF is accessed via Banner self-serve under the payroll tab.ÌýÌý
Current hiring dates and deadlines for Spring 2024 are posted by payroll HERE.
EPAF guides for submission are located HERE.
5. Offer Letter Generated
The Graduate School will send a formal offer to the student with details of the stipend
amount and other pertinent information. Any preliminary offers by the program/department,
either written or verbal, are considered unofficial.
6. Acceptance Form to Graduate School
Students are required to return the Graduate Assistant Response Form which acknowledges the stipulations of the assistantship and accepts the formal offer.
The response form is provided with the offer letter.
7. Waiver of Tuition and Fees sent to Student Accounts
Once the Graduate Assistant Response Form is received from the student, the Graduate School will notify student accounts that
the student qualifies for a waiver of tuition (and fees where applicable beginning
Fall 2024).Ìý
8. Waiver applied
Student Account Services will apply the waiver.Ìý Any portion not covered by the student's
waiver should be paid by the student prior to the posted date for the drop for non-payment,
or payment arrangements made through student accounts.
9. EPAF Approval
The Electronic Personnel Action Form (EPAF) is approved by relevant supervisors, department
heads, and budget heads as an internal University process.Ìý
10. Complete New Hire Packet with Student
Supervisors should download and complete each item of the New Hire Packet with new
graduate assistants.Ìý The New Hire Packet can be found HERE.
11. Finalizes GA for Payroll
The EPAF must be fully approved prior to the designated payroll deadlines. Any new
graduate assistants who are missing New Hire Packets will experience delays.ÌýÌý
12. Required Trainings and Orientation
Students are required to complete the online orientation for graduate assistants once
per year and should complete the mandatory University trainings as required.Ìý Renewal
of graduate assistantships are contingent on the completion of all required trainings.
Graduate School
