Graduate Assistants – Continuance

Continuance of Appointment

*If Graduate Assistant received Federal or Texas Work Study funds then Graduate Assistant should process in through the Student Employment Office. Graduate Assistants being paid from 100% of the department’s budget should process in through the Office of Human Resources and adhere to the above listed steps. For further details on process a Graduate Assistant through the Student Employment Office, please reference: http://pvamu.edu/pages/1649.asp.

Continuance of Appointment – A Graduate Assistant that has not had a break in employment or has had a break of employment consisting of less than 15 calendar days should follow the list of steps below.

Note: If the Graduate Assistant has had a break in employment in excess of 30 calendar days, please review the Manager/Supervisor Guide for Graduate Assistants – New Hires.

Graduate Assistant ( Teaching or Research)

In order to hire a Graduate Assistant (Research or Non-Teaching), the following criteria must be met:

  1. Must be enrolled as a full-time graduate student at Prairie View A&M University.
  2. Must be in good academic standing.
  3. Candidate should be enrolled in at least 9 credit hours of graduate courses per semester.
  4. Graduate Assistants (Teaching) must have 18 credit hours of earned graduate credit in the discipline to be taught.
  5. Graduate Assistants (Research) may not work more than 50% effort = 20 hours per week.

Summer - All students must be enrolled for a minimum of six (6) credit hours of graduate courses for the Summer to be eligible for the Graduate Assistantship during the summer sessions.

Graduate Assistant (Non-Teaching)

In order to hire a Graduate Assistant (Non-Teaching), the following criteria must be met:

  1. Must be enrolled as a full-time graduate student at Prairie View A&M University.
  2. Must be in good academic standing.
  3. Candidate should be enrolled in at least 9 credit hours of graduate courses per semester.
  4. Graduate Assistants (Non-Teaching) may not work more than 88% effort = 35 hours per week.

Summer - All students must be enrolled for a minimum of six (6) credit hours of graduate courses for the Summer to be eligible for the Graduate Assistantship during the summer sessions.

  • Additionally, a Graduate student may not be employed holding a dual title (i.e., Graduate Assistant & Teaching/Program Coordinator), regardless of the percentage effort worked or to be worked. It is the hiring department’s responsibility to interface with the Office of Human Resources in relation to the hiring of the Graduate Assistants.
  • Graduate Assistants ((Non-Teaching) on an F-1 Visa, may not work more than 50% effort = 20 hours per week. Hiring departments must secure this information from their hire once a verbal offer has been made. The 20 hours per week work requirement will then be reflected in the written offer of employment.

To hire a Graduate (Teaching or Non-Teaching) Assistant, the following steps must be completed prior to their start date:

  1. At the beginning of each Fall semester, Graduate Assistant hires should have completed an online application using the “Create Application” link to the first day of work using the PV PATH Online Application System. The Graduate Assistants should have printed, signed and dated the application and turned it in to the hiring department. There will not be a corresponding job posting for this type of hire. The department is responsible for routing the application to the Office of Human Resources.
  2. Graduate Assistant hires should have provided a copy of their detailed class schedule via PantherTracks to provide proof of enrollment in graduate courses.
  3. Department should have submitted a completed Confidential Release Form to initiate a criminal background check on the prospective Graduate Assistant hire. The prospective employee may not begin working until the results of the criminal background check have been received. The Confidential Release Form contains personally sensitive information. The confidential release form contains personal sensitive information. Form cannot be emailed or attached to the Electronic Payroll Action (EPA). The form may be delivered in person or faxed to the Office of Human Resources at Ext. 1734.
    • A background check is required at the beginning of each Fall.
  4. Written offer of employment to continue the Graduate Assistantship should have been extended to the Graduate Assistant in accordance with Offer Template provided by the Office of Human Resources. All written offers of employment must be routed to the appropriate Vice President’s office using standard routing process.
  5. The following should be delivered to the Office of Human Resources as one package:
    • Signed and dated Staff Application for Employment.
    • Copy of detailed class schedule.
    • Completed Confidential Release form
  6. The prospective Graduate Assistant should have returned the accepted/declined written offer of employment to the hiring department. A copy of the accepted offer of employment should be attached to the EPA.
  7. EPA should be routed so that it is approved by the Office of Human Resources, three (3) working days prior to the Graduate Assistant’s start date. Approval of the EPA is contingent upon the successful completion of the above listed items 1-6.Note:
    • An EGR should be completed for all Graduate Assistants.
    • If the EGR is for a Graduate Assistant (Non-Teaching), then the FTE hourly rate should be indicated.
    • If the EGR is for a Graduate Assistant (Teaching or Research), the FTE monthly rate should be indicated.
    • Graduate Assistantship appointments may be for one (1) semester only or from the effective hire date (i.e., October 1) through May 31 of the current academic year.
    • Summer Graduate Assistantships for the summer months may not exceed August 31.
  8. New Employees are required to attend New Employee Orientation. Department will be notified by the Office of Human Resources that the new employee has been approved to attend New Employee Orientation. Please note that prospective hire will not be approved to attend New Employee Orientation until the EPA has been approved by the Office of Human Resources.
    • The open hiring period will begin a week prior to the beginning of each semester (Fall, Spring and Summer) not to exceed 30 business days.

*If Graduate Assistant received Federal or Texas Work Study funds then Graduate Assistant should process in through the Student Employment Office. Graduate Assistants being paid from 100% of the department’s budget should process in through the Office of Human Resources and adhere to the above listed steps.

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