Assistantship Management by Kelsey Huffman

Have a list of required documents ready to go when contacting new students so they can have as much time as possible to gather the paperwork.

2024-07-02 13:14:36 UTC

That enrollment in the summer is not required of students in order to meet assistantship eligibility requirements.

2024-07-02 13:16:05 UTC

2024-07-02 18:35:30 UTC

That if they work the full 16 weeks of the assistantship, the student obligation of tuition, program and E&G fees is $0.

2024-07-02 18:36:47 UTC

Be familiar with Policy 6210 because the students will have a lot of questions. You want to be as prepared as possible.

2024-09-23 14:19:39 UTC

GS who work over 40 hours per week may be eligible for OT pay.

2024-09-23 14:20:47 UTC

Develop a work flow for your department so that all paperwork and training are completed in a timely manner.

2024-09-26 12:23:16 UTC

That GA students must be enrolled in 12 hours per semester to qualify for assistance.

2024-09-26 12:27:02 UTC

Make sure you know what documentation you are going to require to properly vet your Graduate students. I would also have policy 6210 available so you can answer questions that your Graduate students may have.

2024-10-07 17:22:35 UTC

The subtle difference between GA, GTA, and GRA positions and general eligibility requirements for all.

2024-10-07 17:23:07 UTC

Being familiar with Policy 6210 will be extremely helpful.

Partial Semester Tuition Remission

2024-11-05 18:28:08 UTC

I learned that there is a very specific schedule for providing tuition remission when a graduate assistant is not hired for a full semester. It is helpful to see this information outlined so clearly.

Assistantship Guide

2024-11-05 18:30:09 UTC

Refer to the Graduate Student Assistantship Management & Funding Guide for updated information on working with the various components of an assistantship.

2024-11-15 18:49:01 UTC

I learned that absences (either sick or personal) should be accommodated when possible and the work schedule adjusted to enable the graduate student to complete their academic and assistantship work commitments. Graduate students are generally not required to work when the university is officially closed, such as on a holiday, or weather-related closing, unless they are designated as essential personnel for the program

2024-11-15 18:50:16 UTC

Create a checklist for all documentation required for the grad student so it can all be gathered and provided at one time

There are three types of GAs: GAs, GTAs, and GTAs.

2024-11-25 19:17:11 UTC

Due dates

2024-12-13 19:00:13 UTC

Tuition and fees are due August 10th and January 10th every year.

Enrollment hours

2024-12-13 19:03:28 UTC

Make sure the students know they must be enrolled in 12 hours a semester.

I-9 information

2024-12-16 16:16:34 UTC

Make sure you let Graduate Assistants know all the information they are going to need to supply you with for filling out an I-9. Make sure you give them ample time to get this information to you.

Pay Dates

2024-12-16 16:20:10 UTC

Direct deposit must be setup two weeks before the first pay date or a paper check will be held at the Bursar’s Office.

Summer Assistantships

2024-12-19 21:30:44 UTC

You do not have to be enrolled in summer to meet assistantship eligibility requirements. In order to get all the fees like tuition, program fees, library fees, etc., you have to specify in the terms.

Advice

2024-12-19 21:32:51 UTC

I think letting GA's know that you are there to help them is a big plus.

I didn't know that graduate assistant and others were treated like a new hire.

2024-12-23 19:28:13 UTC

2025-01-03 20:00:46 UTC

I didn't now there were 3 types of graduate assistants. It's odd to me that tuition can be changed from out of state to in-state.

2025-01-03 20:04:29 UTC

I understand that one of the biggest issues for graduate students is housing. We don't seem to have a network of individual homes where a student could live in exchange for light chores, as for the elderly, who may live within walking distance. (We may, but that info is hard to find.)

How much variety there is in pay

2025-01-07 16:56:08 UTC

Graduate assistants have 50 pay steps that they could be offered. That is a lot of variety for something I thought was fairly straightforward.

Residency status

2025-01-09 18:19:19 UTC

I didn't realize that graduate students who earn at least $4,000 per academic year are considered Virginia resident students.

2025-01-09 18:23:48 UTC

Make sure to let them know what documents to bring for I9 step 2 well before their appointment.

Residency Status

2025-01-16 20:16:19 UTC

I was surprised to hear GA are not required to pay out of state tuition if they earn at lease 4K per year

Why you may have a hold on your account

2025-01-16 20:17:43 UTC

Make sure GA understand that if a hold is placed on there account it could stop them from signing up for classes and to read there VT email

Insurance Subsidy

2025-01-18 19:10:20 UTC

I was interested in learning if you have a 50% or more assistantship, you are eligible for an 88 percent subsidy of the student medical plan. It's a shame it doesn't apply to dependent plans.

Registration

2025-01-18 19:11:53 UTC

Remember, you must enroll 12-18 credit hours by the last day of add/drop. You wouldn't want hours not to count towards your total.

3 types of graduate assistantships

2025-01-22 18:29:18 UTC

I wasn't aware of these (GA, GTA, GRA) since this is not something I am familiar with in my dept. Was interesting to know that these positions are treated like normal employment with all the employment forms including I-9.

Advice

2025-01-22 18:32:27 UTC

GPA must remain at 3.0 or higher for regular status or 2.75-2.99 for provisional.

2025-02-11 20:31:26 UTC

I don't work with any GA, GTA, GRA's but learned that they can have health insurance.

2025-02-11 20:37:11 UTC

When you make changes to a contract you have to terminate and redo the contract.

GA, GRA, GTA distinction

2025-02-12 14:36:17 UTC

I too wasn't aware that there were three distinct types of graduate assistantship at the university. In my department, we work solely with GA's.

contracts and hours

2025-02-12 14:42:35 UTC

Keeping track of contracting deadlines is important, as the ability to apply effective dates retroactively is limited. Also ensuring graduate assistants are aware of the registration requirements on their end (i.e., minimum of 12 credit hours) and the top reasons for registration holds.

2025-02-21 20:48:28 UTC

I was not aware of the differences between GAs, GTA, and GRAs. That is not something I work with in my department and I've heard those terms before, but I had no idea - until this module :) - how they differ.

Advice

2025-02-21 20:51:20 UTC

We do not fund grad students in our department, but it sounds like the Graduate Student Management and Funding Code seems like it is the best resource available for those that do work with grad students.

First Time

2025-02-24 20:44:10 UTC

This was my first time hearing about assistantships. Everything in this module up to this point is new to me. The standard compensation package includes a monthly stipend, in-state tuition & mandatory E&G fees, waiver of out of state tuition differential, and health insurance subsidy.

2025-02-26 16:00:49 UTC

Policy 6210 gives a great breakdown of the types of Graduate Assistantships, which I had no previous knowledge of. This policy perfectly outlines everything that an assistantship would need to know.

2025-02-26 16:02:10 UTC

Read through Policy 6210!

2025-03-02 20:48:45 UTC

Grad Students are considered hires and need to complete new hire paperwork or orientation.

Three Types of Graduate Assistantships

2025-03-07 22:22:30 UTC

I learned that there are three types of Graduate Assistantships: Graduate Assistant (GA), Graduate Teaching Assistant (GTA) and Graduate Research Assistant (GRA) and that they are all hired positions and need to go through the new hire steps just like any other employee including needing an I-9.

Advice

2025-03-07 22:35:40 UTC

Familiarize yourself with Policy 6210 so you can answer any questions that may arise. Also inform the graduate assistant of all the required documents needed to complete Step 2 of the I-9 process. Be sure to give them plenty of time to gather the information.

2025-03-11 17:47:13 UTC

The difference between GA, GTA, and GRA. That they must carry a full load of courses in addition to helping with research and teaching.

Recommended for Grad Stdnts to set up direct deposit two weeks ahead of start date.

2025-03-11 19:36:35 UTC

Grad Students

2025-03-11 19:40:10 UTC

So good to see top reasons for registration holds and info on payment dates so we can assist Grads if they have questions.

2025-03-12 15:36:49 UTC

A full assistantship (1 FTE) equals 20 hours of work per week on average for the duration of a semester or academic year.

Graduate Assistantships

2025-03-13 17:27:46 UTC

I didn't realize that graduate assistantships provided so many benefits (stipend, coverage of in-state tuition & mandatory E&G fees, waiver of out-of-state tuition differential, and a health insurance subsidy). This could make graduate school much more accessible to students if they can meet the requirements of the assistantship.

Advice

2025-03-13 17:29:41 UTC

My recommendation for someone working with graduate students would be to familiarize yourself with Policy 6210 so you will be able to answer any questions that come up.

Policy 6210

2025-03-19 13:17:53 UTC

I was surprised to learn that a student must complete their contract even after the completion of their dissertation.

A Tip for Graduate Students

2025-03-19 13:18:45 UTC

Make sure that you do not go over the allotted amount of hours per week, which is 20.

2025-03-27 19:21:01 UTC

I was surprised that students must be enrolled in 12 hours a semester, and work 20 hours in their assistantships and still were allowed to work additionally.

2025-03-27 19:22:01 UTC

Seek out someone who is willing to walk you hand-in-hand through the process the first time and then become an advocate for someone else.

2025-03-31 18:21:24 UTC

I wasn't aware of how flexible graduate assistantships could be and that GAs are allowed to work other jobs.

2025-03-31 18:24:43 UTC

Remind out of state graduate students they might be eligible to have their out of state tuition differential waived

Policy 6210

2025-04-02 15:21:22 UTC

It was interesting to learn the different types of graduate assistanships, and what benefits that it would bring to said students.

Policy 6210

2025-04-02 15:22:15 UTC

Study, keep the policy information available, ask questions to HR or the director.

I did not realize that assistantships can receive a monthly stipend and that in state tuition could be waived or reduced for them or that they could receive a health insurance subsidy

2025-04-28 21:05:33 UTC

2025-05-08 15:59:38 UTC

I didn't realize the many benefits of an Assistantship, the 4-step Appointment process, or that they ARE allowed to seek additional employment.

2025-05-08 16:02:45 UTC

I agree with the person who said "Keep the policy information available". Policy 6210 is a very useful tool.

2025-05-27 17:01:18 UTC

I was not aware that there were 3 different types of Graduate Assistantships. I was not aware that a GA could work another job at the same time.

2025-05-27 17:01:54 UTC

Make sure that you have read policy 6210 and keep it handy.

2025-06-17 20:12:50 UTC

If GA's have outside employment, they should disclose that to the Graduate School

2025-06-17 20:15:30 UTC

Having extra patience and grace with many of the grad students who are international students. Much of their lives has changed simply by coming to the US. Understanding all the complexities of such a large university will be challenging for many of them.

Types of Graduate Assistantships

2025-06-30 19:54:59 UTC

From Reading Policy 6210, I learned that there are three types of graduate assistantships. They are Graduate Assistant (GA) who provides academic and program support to faculty or departments; Graduate Teaching Assistant (GTA) who assists faculty in the teaching mission; and Graduate Research Assistant (GRA) who conduct research under the direction of a faculty member who is typically a principal investigator on an external grant or contract that funds the GRA.

2025-06-30 20:05:14 UTC

My advice would be to familiarize yourself with Policy 6210 and keep a copy nearby so that you'll be able to answer any questions.

2025-06-30 20:24:10 UTC

I would recommend them to get familiarize with the process and steps that are on the Graduate student assistantship Management web page. And also read and understand the Policy 6210.

1 FTE (graduate level) is equivalent to 20 hours per week.

2025-07-07 19:30:00 UTC

2025-07-07 19:41:50 UTC

Give new employees (especially students) plenty of notification prior to completing their I9, as they may need time to get their original forms of ID for the I9 to be completed.

Policy 6210

2025-07-11 14:57:24 UTC

Graduate students are not required to work on holidays or weather closings.

Be kind

2025-07-11 14:58:07 UTC

Graduate students are under a lot of stress and often do not get enough information about the administrative side of their degrees, which can make them feel lost and confused.

I learned that there are 3 types of assistantships, and there are many benefits.

2025-08-11 22:37:13 UTC

2025-08-11 22:39:38 UTC

My advice would be to familiarize yourself with Policy 6210 and keep a copy on hand to refer to when questions arise.

Policy 6210

2025-08-20 19:20:58 UTC

I did not realize that there was a health insurance subsidy available to graduate assistants. I also learned that GAs, GTAs, and GRAs are able to hold other jobs at the same time that they are working in their assistantship.

Try to Understand Their Perspective

2025-08-20 19:21:50 UTC

Being a student and working is very demanding. It is important to get to know them and understand what all they have on their plate.

2025-08-26 13:13:37 UTC

I learned that a full assistantship is 20hr/wk.

2025-08-26 13:33:18 UTC

Be patient. There are a lot of moving parts. They are new to the system.

I did not realize graduate assistantship participants received a health insurance subsidy.

2025-08-27 18:20:48 UTC

be familiar with Policy 6210

2025-08-27 18:21:28 UTC

2025-09-02 17:47:11 UTC

That students need at least 12 credit hour per semester to hold an assistanship

2025-09-02 17:48:34 UTC

Be thorough when going through all the paper and rules needed to set up an student

2025-09-19 19:39:43 UTC

Compensation package includes a monthly stipend , In-state tuition and fees remission, Waiver of the Out-of-State Tuition Differential and Health insurance subsidy

2025-09-19 19:40:11 UTC

Make sure you monitor credit hours, gpa and hours worked.

2025-09-29 14:13:57 UTC

I didn't realize that eligibility for the tuition waiver is based on assistantship earnings.

2025-09-29 14:16:01 UTC

Familiarize yourself with Policy 6210 and if you are unsure about something, ask!

2025-10-10 17:51:54 UTC

Reading Policy 6210 I learned that health insurance subsidy is part of the standard assistantship compensation and benefits received.

1 FTE = 20 hours. I thought it was 40

2025-10-22 16:36:33 UTC

2025-10-22 16:37:52 UTC

I don't work with grad students at all and so have no advice to offer. I suppose the best advice would be to know who to email/call with questions, same as everything else on campus.

2025-10-27 19:39:15 UTC

I got clarification on what earning tuition remission in 4-week increment means.

2025-10-27 19:51:15 UTC

The Graduate Student Assistantship Management and Funding Guide is a great resource, I would recommend bookmarking it!

2026-01-16 17:47:51 UTC

Students must return required documentation before starting work.

2026-01-21 13:41:58 UTC

I learned the differences between GAs, GTA, and GRAs! I never knew there were so many different types.

2026-01-21 13:50:41 UTC

Policy 6210 is so important to learn!

2026-02-03 13:43:29 UTC

I was surprised to learn that Graduate assistants are eligible for a health insurance subsidy and that their tuition could be completely covered.

2026-02-03 13:46:47 UTC

My advice to those who work with graduate students is to extend grace and recognize how much they have on their plates and how hard they are working toward the next chapter of their careers.

2026-02-06 13:29:25 UTC

I learned the differences between GAs, GRAs, and GTAs.

2026-02-06 13:30:14 UTC

Make sure the students have enough time to collect the required I-9 documents before their start date.

2026-03-06 19:19:22 UTC

I didn't know all the steps involved in the hiring/tuition remission process. For example, the Bursar automatically awards tuition upon signature of the contract, but the Department must enter the PAF. Also, scholarships and tuition remission are expressed in percentages not dollar amounts.

2026-03-06 19:24:11 UTC

Be sure you confirm where the student's funding is coming from and who their supervisor is. You may have to do (or communicate the need for) labor distributions if Sponsored funding is not yet available at the time of hire, to be sure that the Department isn't paying more than it has allotted for non-sponsored stipends and tuition.

2026-04-05 19:34:48 UTC

I learned that tuition remission and health insurance are benefits

2026-04-05 19:35:13 UTC

Graduate students are students too, while they may be older, they deserve resources too!

I didn't realize all the perks of being a GA/GTA/GRA. I didn't know they received health insurance as well.

2026-05-05 18:21:32 UTC

2026-06-05 18:53:51 UTC

I learned that a full assistantship is 20 hours/week and that students who work more than 40 hours/week are eligible for overtime. I also learned that grad students can get health insurance benefits.