It’s exciting to hire and work with WVU’s stellar graduate students. Read through important guidelines and policies as well as find forms and appointing deadlines below.
- Graduate Service Assistantship Request Form
- Sample Assistantship Appointment letter
- Sample evaluation form
- Graduate Assistant University Tuition Waiver Request Form
ESTABLISHING NEW POSITIONS
Graduate research and teaching assistantships
Establish new graduate research and teaching assistantship positions any time. However, see appointment deadlines below.
Graduate service assistantships
GSAs should contribute to students' program of study and their educational experience. In general, GSAs should not be assigned clerical duties or other tasks more appropriate for hourly student workers.Complete the GSA Request Form
HIRING YOUR GRADUATE ASSISTANT
Once you find the right candidate to hire, send a written offer to the student that includes information about the terms and conditions of the assistantship.Sample Assistantship Appointment Letter
The appropriate EBO must submit information to Payroll to begin and terminate a student's assistantship.
Students must receive the minimum University stipend. The hiring unit is also charged a fringe benefit rate.
Make sure your GA completes Payroll Processing if they have not been previously employed by WVU.
MEETING APPOINTMENT DEADLINES
Graduate teaching assistants must be appointed by the end of the second week of the fall or spring term.
Graduate research assistants must be appointed by the end of the fifth week of the fall or spring term.
Graduate service assistants may be appointed any time, but may only receive a tuition waiver and health insurance for a fall or spring term in which they are appointed by the fifth week of the term.
Summertime graduate assistants may be appointed any time during the summer, but may only receive a tuition waiver and health insurance for the summer if they are appointed by the midpoint of the summer academic term.
SUBMITTING TUITION WAIVERS
Fill out the Graduate Assistant University Tuition Waiver Form each semester for every student you hire as a graduate assistant.Graduate Assistant University Tuition Waiver Request Form
Hiring units are not charged for these tuition waivers. They are provided by the University as a benefit to all graduate assistants.
Every student must receive an appropriate University tuition waiver to receive an assistantship. Students whose programs do not accept University tuition waivers may not hold assistantship positions.Read Up On Tuition Waivers
EVALUATING GRADUATE ASSISTANTS
As the supervisor, you must evaluate your graduate assistant’s performance at the end of each semester.Sample Evaluation Form
TERMINATING GRADUATE ASSISTANTS
At the end of an academic term, your graduate assistant may be terminated because of poor performance, lack of available funding or changes in work requirements.
During an academic term, your graduate assistant may be terminated, if necessary, because of poor performance. However, supervisors must issue a written warning to the GA and allow at least two weeks for performance improvements. Other terminations require consultation with the Office of Graduate Education and Life.
Your graduate assistant may be terminated without warning for violations of professional or University standards of conduct.
Graduate assistants who are terminated or who resign during an academic term may be required to refund the University for excess stipend payments and the cost of tuition waivers and health insurance.
Students who are terminated or who resign prior to the end of the 5th week of classes in a fall or spring term will be charged for health insurance if they have not waived the plan. Consult with the Office of Graduate Education and Life.