GA Supervisor Responsibilities

  1. No promise, verbal or written, for a Graduate Assistant position to a prospective graduate student is to made until the Supervisor has secured the Graduate Assistant position. Once a competitively funded Graduate Assistant position is secured (or you have an automatic allocation for a Graduate Assistant position), a Letter of Intent can be issued from the Graduate School. To be effective the letter must include signatures of the GA Supervisor and the Associate Provost and is contingent upon the prospective student’s acceptance into a graduate degree program. Letters of Intent can also be used for split-funded GA positions – those in which the stipend is funded by one’s own office or an external source while the waiver is provided by the institution.
  2. Attend Supervisor’s orientation (initially for all supervisors, then new supervisors thereafter).
  3. Submit a performance review of the GA at the conclusion of the contractual period. (Can be submitted by a designee.)
  4. Approve the GA hours worked on a monthly basis (although approval on a bi-weekly basis is recommended) (can be approved by a designated time approver).
  5. Offer a valuable learning experience for the Graduate Assistant.
  6. For more information, see the Graduate Assistant Supervisor Handbook.

 

GA Hiring Process

Either GA Supervisors will submit a request for Graduate Assistant position with job description to vsugradasst@valdosta.edu which will be posted on the GA Jobs Board. Prospective graduate students can view all of the postings on the GA Jobs Board, but cannot apply for a position until they are formally admitted to the graduate school.

Or, if you already have a GA identified, complete the Graduate Assistant: Onboarding Request Form and submit to vsugradasst@valdosta.edu Completing this form alerts the Graduate School of the student's appointment, and notifies us to initiate a background check. The student will receive an email from Accurate Background Check Services with a link and directions on how to complete their portion of the background check. 

After the background check has been completed, the student will receive an email from Equifax Compliance Center to complete the majority of their hiring paperwork. Next the Graduate School will contact the student to come into the office with their I-9 identification to complete the Security Questionnaire and attend a brief employment orientation.

Once they have completed a background check, all paperwork, and presented their I-9 identification/documentation, the student will receive their Appointment Form via DocuSign. Upon electronically signing the Appointment Form, Human Resources, Payroll, and GA supervisors will receive a copy.

At the end of a GA's assistantship, is the Supervisors responsibility to complete a GA Exit Form notifying the Graduate School and Human Resources of the GA's exit.

Assistant Work/Pay Schedule

  • Generally, Graduate Assistants work from the Wednesday prior to classes, through the day before graduation of each semester. There are GA positions that require the work outside of that timeframe.  The GA Appointment Form will outline the start and end date for the GA to follow.

  • Graduate Assistants are responsible for working the full number of hours outlined on their Appointment Form during the contractual period.  Should the GA finish the hours prior to the end of the semester, they will have to stop working so as to remain within the ACA and FLSA guidelines.  It is recommended that the GA keep track of hours worked each week and communicate with his or her supervisor to ensure the GA works all the hours during semester.

  • GA's should discuss with their Supervisor to flex their time as needed to accommodate the GA's class schedule as well as the needs of the office.  The GA can work more hours one week and fewer hous another week.  What is important is for the GA to report the actual hours worked and to work all the hours outlined on the Appointment Form.

Required Credit Hours and Maintaining Graduate GPA

  • Students must be enrolled in a minimum of six (6) graduate-level hours each semester they have the assistantship. NO EXCEPTIONS.

  • Graduate assistants must maintain a 3.0 GPA in order to keep their assistantships.  If the GPA drops below 3.0, the assistantship will be revoked.  Graduate students must have a 3.0 to graduate, so it is recommended that GAs stay focused on their coursework and grades!

How Does the Tuition Waiver Work?

TUITION IS REDUCED in the following manner for both in-state and out-of-state students (effective Fall 2011):

  • FALL and SPRING: A GA will receive a tuition waiver after payment of the first $38 in tuition each semester for a total of up to 15 credit hours in the fall and 15 credit hours in the spring. Any additional credits taken will be charged to the GA at the in-state rate.

  • SUMMER: A GA will receive a tuition waiver after payment of the first $38 in tuition for a total of up to 9 credit hours in the summer (semester I, II, III, IV). Any additional credits taken will be charged to the GA at the in-state rate.

  • Students are also responsible for paying all other fees (i.e. athletic, activity, transportation, health clinic, health insurance premiums, etc.).  Students are also responsible for their own living expenses and books. 2023-2024 Fee schedule

Grievance Procedures, Resignation, or Termination

 

  • Consult the administrative coordinator of the Graduate School for procedutes to be followed in case of a grievance concerning an assistant.  Should disciplinary action be taken, it is recommended that Graduate Assistants be given a verbal warning for the first incident; A written warning for the second; and finally-Termination.  Also, the Graduate School has developed a formal appeals procedure for academic and other matters that can be found in the GRADUATE STUDENT HANDBOOK and through the GRADUATE SCHOOL WEBSITE.

  • Conflict Resolution Committee Supervisors of graduate assistants may utilize the CRC when mediation can be used to resolve conflict between a GA and supervisor, co-worker, or other parties at its onset. This is a service FOR FACULTY, STAFF, AND STUDENTS -- In 1994, the University System of Georgia Board of Regents' initiative and the Consortium on Negotiation and Conflict Resolution established a system-wide conflict resolution program as a way to:

    • communicate differences without opposition

    • resolve conflict at lowest level

    • improve institutional environment

    • lead the development of ADR in higher education

  • A graduate assistant choosing to resign or terminate his/her employment must submit a letter of resignation to their supervisor and the Graduate Assistant Coordinator, or a GA can be terminated by their supervisor via email or memo from said supervisor.

  • If a GA resigns during any given semester their tuition owed and final pay will be pro-rated.

  • Failure to perform satisfactorily the duties assigned by the supervisor could result in the termination of the assistantship at any time during a semester.

  • Regardless of the conditions surrounding the end of their assistantship, it is the Supervisors responsibility to complete the GA Exit Form notifying the Graduate School and Human Resources of the GA's exit.