See below for
Procedures for Students and Procedures for Assistantship Supervisors.
Procedures for Students:
Finding an assistantship:
- Most graduate assistantships are managed by individual faculty members (such
as graduate research assistantships supported by faculty research grants) or
programs (such as graduate teaching assistantships and some graduate service
assistantships). These assistantships are typically provided to students in
- Some programs that do not have their own graduate students or that have large
undergraduate teaching responsibilities hire graduate teaching assistants
from other programs. In addition, some offices on campus hire graduate service
assistants. Watch for e-mail announcements and check for listings through the
Office of Student Employment for these opportunities. Hiring for fall term
usually begins around March.
- Accepting an assistantship:
- Students should check the section on
Policies to make sure that they are eligible for an assistantship and that
they fulfill all requirements for an assistantship.
- Students should check the section on
Restrictions on Use of Waivers to ensure that the program they are enrolled
in will allow them to use graduate assistantship tuition waivers to cover their
University tuition. If the student's program does not accept tuition waivers,
the student may not hold an assistantship. Students who cannot hold an assistantship
because their program does not accept tuition waivers may be able to secure
student worker position in place of an assistantship. Student worker positions
provide hourly pay, but no tuition waivers.
- Students must receive a written offer of an assistantship that includes information
about the terms and conditions of the assistantship. A
Sample Assistantship Appointment Letter is available.
- Starting an assistantship:
- Assistantship supervisors (or the appropriate business office) must submit information
to Payroll prior to the beginning of an assistantship. Students must then complete
Payroll Processing if they have not previously been employed at WVU.
- Prior to the start of classes each semester, graduate assistants should confirm
that their Student Account shows a University tuition waiver. To check on a
missing waiver, first contact the assistantship supervisor to make sure that
a waiver form has been submitted and then check with the
- Prior to the start of classes each semester (and after
Payroll Processing, if required), graduate assistants should confirm that
their Student Account shows a deduction of the student insurance premium. See
Student Insurance Office website for more information, in particular the
information provided concerning
Procedures for Supervisors:
- Establishing new assistantship positions:
- New graduate research and teaching assistantship positions can be established
at any time. However, see the
deadlines for appointing students to these positions.
- New graduate service assistantship positions require approval from the
Office of Graduate Education and Life. The reason for this approval process
is to ensure that these positions are appropriately categorized as assistantships
rather than hourly student worker positions. Graduate service assistantships
should be related to students' program of study and contribute to their educational
experience. In general, graduate service assistants should not be assigned
clerical duties or other duties more appropriate for hourly student workers.
Graduate Service Assistantship Request Form to request approval for a new
graduate service assistantship.
- Hiring a student as a graduate assistant:
- Submitting tuition waivers:
Graduate Assistant University Tuition Waiver Form must be submitted for
each student hired as a graduate assistant each semester.
- Note that hiring units are not charged for these tuition waivers; they are provided
by the University as a benefit to all graduate assistants.
- A student must receive an appropriate University tuition waiver in order to receive
an assistantship. Students whose programs do not accept University tuition
waivers may not hold assistantship positions (see
Restrictions on Use of Waivers).
- Evaluating graduate assistants:
- Graduate assistants' performance should be assessed at the end of each semester.
Sample Evaluation Form is available.