Graduate Assistantships

Graduate Assistantships: Information for Graduate Students

Graduate Assistantships provide graduate students with opportunities to gain valuable professional experience while working with faculty and departments in teaching, research, creative activities, academic support, and other areas of the university.

Graduate Assistantships are designed to be mentored learning experiences, rather than traditional hourly positions. As a Graduate Assistant, you will have the opportunity to develop skills and gain hands-on experience that can complement your graduate program and professional goals.

Use the steps below to learn about eligibility, available positions, compensation, required forms, benefits, and your responsibilities as a Graduate Assistant.

Step 1: Determine Your Eligibility

Graduate Assistantships are available exclusively to SUNY Oswego graduate students who have been formally accepted into a graduate degree or certificate program.

To maintain eligibility for a Graduate Assistantship, students must:

• Be registered full-time at 9 credit hours per semester.
• Maintain a minimum 3.0 GPA.
• Remain in good academic standing.

Exceptions may be made for students who are in their final semester of coursework.

International Students

International students must consult with International Education to ensure that their Graduate Assistantship complies with the work eligibility requirements associated with their specific visa status.

Step 2: Understand GA10 and GA20 Appointments

Graduate Assistantships are classified as either a GA10 or GA20.

GA10: A GA10 generally requires approximately 10 hours per week.

GA20: A GA20 generally requires approximately 20 hours per week.

The 10- or 20-hour commitment serves as a guideline. Graduate Assistant work may be project-based rather than strictly hourly.

Graduate Assistants are not required to complete timesheets. However, students and supervisors should discuss weekly responsibilities, work expectations, and any expectations for work during academic breaks.

A student may hold:

• One GA20 position, or
• Two GA10 positions.

Graduate Assistantships are intended to be mentored learning experiences and should not be viewed simply as hourly employment.

Step 3: Learn About the Types of Graduate Assistantships

Graduate Assistant activities vary depending on the position. Graduate Assistantships are categorized into four general types based primarily on the responsibilities of the position.

Graduate Teaching Assistant

Graduate Teaching Assistants conduct or support instruction. Positions in which more than 50% of the primary duties include activities such as the following may be classified as Graduate Teaching Assistantships:

• Teaching classes
• Providing artistic instruction
• Grading student assignments
• Proctoring exams
• Leading laboratory or discussion groups in a course setting
• Developing academic instructional materials
• Tutoring students
• Accompanying or coaching musical or vocal performances
• Maintaining office hours to provide instructional support

Graduate Research Assistant

Graduate Research Assistants apply and develop research concepts, practices, and methods of scholarship. Responsibilities may include:

• Conducting experiments
• Presenting research findings in a publication
• Organizing or analyzing data
• Collaborating with faculty in preparing publications
• Overseeing the work of other resident assistants
• Participating in other research-related activities

Graduate Assistant for Academic Support

Graduate Assistants for Academic Support primarily fulfill administrative or academic-support functions. Responsibilities may include:

• Advising, outreach, and/or technical services
• General office, clerical, or reception responsibilities
• Website management or assisting faculty with webpages
• Network administration or end-user support
• Assisting with event management
• Monitoring instructional or service laboratories
• Social media, marketing, and/or non-research publications
• Providing curricular and academic advice to students

Graduate Assistant – Pre-professional

Graduate Assistant – Pre-professional positions provide responsibilities directly related to the student's field of study. These positions allow students to gain experience, practice, or guidance related to their professional preparation.

Example: A student enrolled in Mental Health Counseling may be appointed to a Graduate Assistantship through the Counseling Center.

Step 4: Understand Graduate Assistant Compensation

All Graduate Assistant positions must provide students with both a stipend and a tuition scholarship.

Under the Graduate Assistant contract minimums are below:

• GA20 appointments must provide a minimum stipend of $7,500 for the academic year and a minimum tuition award of $3,000 for the academic year for a total minimum compensation package of $10,500.
• GA10 appointments must provide a minimum stipend of $3,750 for the academic year and a minimum tuition award of $1,500 for the academic year for a total minimum compensation package of $5,250. 

Tuition Scholarships

Graduate Assistant tuition scholarships:

• May be applied toward tuition charges only.
• Cannot exceed the student's total tuition charges for the semester.
• Cannot be used to pay other fees.
• Apply toward in-state, non-MBA tuition for up to 9 credit hours per semester.

Stipend Payments

Graduate Assistant stipends are paid in equal installments throughout the semester and are subject to applicable taxes.

Step 5: Find a Graduate Assistantship

Students can view available Graduate Assistant positions through the Graduate Assistantship Job Board.

Positions vary by department, responsibilities, required skills, and area of study.

GA Job Board

Step 6: You Have Been Selected for a Graduate Assistantship — What Happens Next?

Being selected by a department is an important first step, but there are additional requirements that must be completed before your Graduate Assistant appointment is finalized.

1. Your Department Submits Your Appointment

Your hiring department or supervisor completes a Graduate Assistant Appointment Form through Interview Exchange.

The appointment goes through the required university approval process.

2. Human Resources Creates Your Onboarding Contract

Once funding has been approved and the Appointment Form completes the approval process, Human Resources will create an Onboarding Contract for you.

Watch for communication from Human Resources regarding your contract and onboarding requirements.

3. Review and Complete Your Onboarding Contract

Review and complete all required steps associated with your Human Resources Onboarding Contract. If you decide that you no longer wish to accept the Graduate Assistant position, decline the contract and notify your hiring department or supervisor promptly in writing.

IMPORTANT — Do Not Begin Working Yet

Being selected for a Graduate Assistantship does not authorize you to begin working.

Your Graduate Assistant Appointment Form must complete the required university approval process, and your Human Resources Onboarding Contract must be fully completed and approved before you begin performing any work.

If your anticipated start date arrives before the hiring and onboarding process is complete, do not begin working. Contact your supervisor, Human Resources, or the Division of Graduate Studies if you have questions about the status of your appointment.

4. Complete the Required FERPA Acknowledgement

All Graduate Assistants are required to complete the Student Employee/Teaching Assistant FERPA Acknowledgement.

Once you have agreed to accept a Graduate Assistant position, this form should be completed promptly.

Student Employee/Teaching Assistant FERPA Acknowledgement

5. Your Tuition Award is Processed

After the Graduate Assistant signs the Onboarding Contract and the Graduate Studies Office receives confirmation that the contract has been completed, Graduate Studies sends the approved tuition award information to the Student Accounts Office. Student Accounts will then apply the tuition award to the student’s bill.

Step 7: Know Your Graduate Assistant Benefits

Graduate Assistants may be eligible for several employment-related benefits and resources.

Health Benefits

Graduate Assistants represented by GSEU may be eligible for health, dental, vision, and other employment benefits. Eligibility and enrollment requirements vary. Students should review the current GSEU Benefits at a Glance and contact Human Resources with questions regarding eligibility or enrollment.

Health Benefits Summary

Parking

Graduate Assistants are entitled to receive one employee parking sticker, which allows parking in employee lots.

There is no registration fee.

When registering for a parking permit, be sure to identify yourself as a Graduate Assistant to receive this benefit.

Employee Parking Information

College Store Discount

Graduate Assistants receive a 10% discount on new textbooks (does not include e-texts or used textbooks) purchased through the College Store.

You must identify yourself as a Graduate Assistant when making your purchase to receive the discount.

Holiday Leave — Stipendiary Graduate Assistants

When there are no classes on a state holiday, the day is treated as a paid holiday for Graduate Assistants and those hours do not need to be made up.

If a Graduate Assistant is required to work on such a holiday, the Graduate Assistant is entitled to compensatory time off.

Sick Leave — Stipendiary Graduate Assistants

Graduate Assistants are eligible for sick leave.

Beginning with the second semester of employment, Graduate Assistants receive five days of sick leave per agreement year.

Sick leave:

• Is provided as a block rather than accrued in the same manner as other employee leave.
• Does not carry over from one agreement year to the next.
• May be used for temporary disability, illness, or death in the immediate family.

The employer may request medical verification in cases of illness.

Parental Leave

GA20s are eligible for paid parental leave after completing one semester of service, consistent with the Paid Parental Leave Side Letter attached to the current GSEU contract.

Step 8: Professional Development Awards

Graduate Assistants Professional Development Awards — GSEU

SUNY Oswego Graduate Assistants may receive professional development funding once per semester for up to $1,000 in reimbursements, when funding is available.

Professional development activities may include:

• Research
• Curriculum development
• Conference, workshop, or seminar attendance
• Conference participation
• Grant proposal development
• Preparation of materials for publication
• Artistic or creative endeavors
• Other job-related professional development projects or activities

For example, if you attend a conference and pay for airfare and a conference registration fee, eligible receipts may be submitted with your professional development application for reimbursement consideration.

APPLY

Step 9: Forms & Resources for Current Graduate Assistants

Required FERPA Acknowledgement

Student Employee/Teaching Assistant FERPA Acknowledgement

Declining or Leaving an Appointment

If you decide that you cannot accept or continue your Graduate Assistant appointment, notify your supervisor or hiring department as soon as possible in writing. Contact the Division of Graduate Studies if you have questions about how the change may affect your stipend or tuition award.

Graduate Assistantship Handbook

The Graduate Assistantship Handbook provides important information regarding your responsibilities as a Graduate Assistant as well as the responsibilities of your supervisor.

The handbook includes information about:

• Graduate Assistant appointments
• GPA requirements
• Course-load requirements
• Workload expectations
• Performance concerns
• Resignation
• Graduate Assistant and supervisor responsibilities

Graduate Assistants are encouraged to review the handbook and refer to it throughout their appointment.

Graduate Assistantship Handbook

Questions?

If you have questions about your Graduate Assistantship, appointment, tuition award, or other Graduate Assistant requirements, please contact the Division of Graduate Studies at [email protected] or by phone at 315-312-3152.

Graduate Assistantships: Information for Supervisors & Hiring Agents

Graduate Assistantships provide graduate students with meaningful mentored experiences while supporting teaching, research, creative activities, professional development, and the work of university departments.

Supervisors and hiring agents play an important role in developing these experiences and guiding Graduate Assistants throughout their appointments.

Use the steps below when requesting, hiring, re-hiring, or making changes to a Graduate Assistant appointment.

Before You Begin: Design a Mentored Experience

Graduate Assistantships are intended to be mentored learning experiences, not simply hourly employment.

Before requesting a Graduate Assistant position, hiring agents should:

• Design an appropriate mentored experience for the graduate student.
• Identify specific learning outcomes the student will achieve.
• Determine meaningful responsibilities appropriate for a Graduate Assistant.
• Develop a compensation model that includes both a tuition scholarship and a stipend.

Graduate Assistantships are classified as either:

GA10:Approximately 10 hours per week.

GA20: Approximately 20 hours per week.

The 10- or 20-hour commitment serves as a guideline, and work may be project-based rather than strictly hourly.

No timesheets are required. However, supervisors and Graduate Assistants should discuss weekly responsibilities and expectations, including any work expectations during academic breaks.

A student may hold one GA20 position or two GA10 positions.

Step 1: Request a Graduate Assistant

Each year, hiring agents must complete a GA Request Form for each Graduate Assistant they would like to employ.

The information submitted through the request process allows Graduate Studies to determine which Graduate Assistant positions will be filled and which positions need to be posted to the Graduate Assistantship Job Board.

Complete the GA Request Form

Information to Consider When Completing the GA Request Form

Job Description & Responsibilities

Provide detailed information regarding the responsibilities of the position.

The job description should give prospective Graduate Assistants a clear understanding of the position before applying.

Graduate Studies will also use this information to promote and post the position on the Graduate Assistantship Job Board.

Learning Outcomes

Identify the learning outcomes associated with the Graduate Assistantship and explain how the experience relates to the student's academic or professional development.

Learning outcomes may include:

• Communication skills
• Teamwork
• Leadership
• Problem-solving
• Time management
• Other skills related to the student's academic program and professional goals

Summer Graduate Assistants

Summer Graduate Assistant appointments should be requested using a separate GA Request Form.

Summer Graduate Assistants should be enrolled in at least 9 credits to be eligible and must:

• Maintain a minimum 3.0 GPA.
• Remain in good academic standing.

Step 2: Determine Graduate Assistant Funding

All Graduate Assistant positions must include both a stipend and a tuition scholarship.

Funding requirements depend on whether the position is funded by the Division of Graduate Studies or another funding source.

Graduate Studies-Funded Positions

If the position is funded by the Division of Graduate Studies, the current preset amounts are:

GA10

• Tuition: $1,500
• Stipend: $3,750
• Total Compensation: $5,250

GA20

• Tuition: $3,000
• Stipend: $7,500
• Total Compensation: $10,500

Non-Graduate Studies-Funded Positions

To maintain tuition benefits, positions funded outside of Graduate Studies must meet the following minimum requirements:

GA20

• Minimum stipend: $7,500 for the academic year
• Minimum tuition award $3,000 for the academic year
• Minimum total compensation package: $10,500

GA10

• Minimum stipend: $3,750 for the academic year
• Minimum tuition award: $1,500 for the academic year
• Minimum total compensation package: $5,250

How Are Funds Distributed?

Tuition Awards

Tuition awards may only be applied toward tuition charges.

The tuition award:

• Cannot exceed the cost of the total tuition for which the student is registered.
• Cannot be used to cover other student fees.

Stipend Awards

Stipend awards are paid to the Graduate Assistant in equal installments throughout the semester and are subject to taxes.

Step 3: Select Your Graduate Assistant

Once you have selected the graduate student you would like to hire, the next step is to complete a Graduate Assistant Appointment Form through Interview Exchange.

Before submitting the Appointment Form, confirm that the student meets Graduate Assistant eligibility requirements.

Graduate Assistants must generally:

• Be formally accepted into a SUNY Oswego graduate degree or certificate program.
• Be registered full-time at 9 credits per semester.
• Maintain a minimum GPA of 3.0.
• Remain in good academic standing.

Exceptions may be available for students in their final semester of coursework.

International students should work with International Education to ensure compliance with visa requirements related to employment eligibility.

Selection of a student does not authorize the student to begin working. The Graduate Assistant Appointment Form and Human Resources onboarding process must be fully completed before the student begins performing any work.

Step 4: Complete the Graduate Assistant Appointment Form

Graduate Assistant Appointment Forms are completed through Interview Exchange.

1. Access Interview Exchange

If you need access to Interview Exchange, contact Human Resources.

Appointment Forms are completed using Interview Exchange and can be accessed through the Human Resources website.

Human Resources / Interview Exchange

Important:

The effective start date entered on the Appointment Form does not authorize the student to begin working. The student may begin only after the Appointment Form has completed the approval process and the Human Resources Onboarding Contract has been fully completed, approved, and signed by the student.

2. Create a New Form

From Interview Exchange:

Select: Personnel Records → Graduate Assistant Appointment

Title the form using:

Student First Name + Student Last Name + Graduate Assistant + Assigned Job Code

Example:

Jane Doe Grad Assistant, Job Code ###

The Job Code is provided by Graduate Studies.

3. Complete the Required Appointment Information

Complete all required fields, including:

• Student's name
• Building location
• Banner ID number/800 number
• Appointment Request: Renewal or New Hire
• Work Obligation: Semester or Academic Year
• Number of hours per week: 10 or 20
• Stipend amount
• Tuition amount
• Effective start date
  • Important: The effective start date entered on the Appointment Form does not authorize the student to begin working. The student may begin only after the Appointment Form has completed the approval process and the Human Resources Onboarding Contract has been fully completed, approved, and signed by the student.
• Effective end date
• Department
• Supervisor information
• Previous individual in the position, when applicable
• Assigned Job Code
• Any other pertinent information

Stipend and Tuition

Enter both the stipend and tuition associated with the appointment.

All Graduate Assistant Appointment Forms must include tuition.

Amounts should reflect the selected work obligation—semester or academic year.

Appointment Dates

Provide the appropriate effective start and end dates. The effective start date entered on the Appointment Form does not authorize the student to begin working. The student may begin only after the Appointment Form has completed the approval process and the Human Resources Onboarding Contract has been fully completed, approved, and signed by the student.

Winter and Summer appointments require separate forms.

Previous Individual

If applicable, list the student who previously held the position in the Previous Individual in this position field.

Comments

Include the assigned Job Code and any other pertinent information in the Comments section. 

Important Note: If the job code is left off the form this will delay the processing of your request.

Important: Always Include the Assigned Job Code

Please include the assigned Job Code in all communications with the Division of Graduate Studies regarding a Graduate Assistant position.

Including the Job Code allows Graduate Studies to quickly identify the correct position, provide accurate information, and respond efficiently.

Missing Job Codes may result in delays in both response time and the processing of requests.

Step 5: Enter Account Information

Enter the appropriate account number or account numbers for:

• Stipend charges
• Tuition charges

Confirm that the appropriate funding information is entered before routing the Appointment Form for approval.

Step 6: Complete Task Routing

Task Routing allows you to identify the appropriate approvers and track the Appointment Form through the approval process. Enter the required approvers before submitting the form.

Submitting or routing the form does not mean the appointment has been approved.

Step 7: What Happens After the Appointment Form Is Submitted?

Submitting the Appointment Form does not complete the Graduate Assistant hiring process.

Several additional steps must occur before the student may begin working.

IMPORTANT — Student May Not Begin Working Yet

A Graduate Assistant may not begin working based on selection for the position, submission of the Appointment Form, or the effective start date entered on the form.

The Appointment Form must complete the required approval process, and the student's Human Resources Onboarding Contract must be fully completed and approved before the student begins performing any work.

Supervisors are responsible for ensuring that the Graduate Assistant does not begin working until the hiring and onboarding process is complete.

If the anticipated start date arrives before these requirements have been completed, the student must not begin working. Contact Human Resources or Graduate Studies if assistance is needed determining the student's appointment status.

1. Funding Approval & Appointment Processing

The Appointment Form moves through the required approval process.

Once funding has been approved and the form completes the approval process, Human Resources creates an Onboarding Contract for the student.

2. Student Reviews and Signs the Onboarding Contract

The student must review and sign the Onboarding Contract created by Human Resources.

Supervisors should encourage Graduate Assistants to watch for onboarding communication from Human Resources and complete the required steps promptly.

3. Tuition Award Information Is Sent to Student Accounts

After the student signs the Onboarding Contract, Graduate Studies sends the approved tuition information to the Student Accounts Office.

4. Student Accounts Applies the Tuition Award

Student Accounts applies the approved tuition award to the student's bill.

When Can My Graduate Assistant Start Working?

A Graduate Assistant may begin working only after:

1. The Graduate Assistant Appointment Form has completed the required approval process; and
2. The Human Resources Onboarding Contract has been fully completed and approved.

The effective start date entered on the Appointment Form does not override these requirements. If onboarding is not complete by the anticipated start date, the student's actual start of work must be delayed.

Step 8: Student FERPA Requirement

All Graduate Assistants must complete the Student Employee/Teaching Assistant FERPA Acknowledgement.

Once the student agrees to accept the Graduate Assistant position, the FERPA Acknowledgement should be completed promptly.

Supervisors should remind their Graduate Assistants that this is a required student responsibility.

Student Employee/Teaching Assistant FERPA Acknowledgement

Step 9: Make Changes to an Existing Appointment

If an appointment needs to be changed after it has been submitted, follow the appropriate process below.

Changes are not effective solely upon submission of the revised Appointment Form; the revised appointment must complete the required approval process.

Tuition or Stipend Adjustments

Tuition and stipend amounts may be adjusted within the first six weeks of the semester.

After this period, amounts are finalized and no further changes can be made.

If a tuition or stipend adjustment is necessary during the allowable period, submit a Revised Interview Exchange Appointment Form.

Step 10: Graduate Assistant Status Changes

If a student decides to decline or leave a Graduate Assistant position after the Appointment Form has already been submitted—even if the student has already begun working—the hiring agent must update the student's appointment status using the Appointment Status Updater. This form is located on the Faculty and Staff Resource page at the very bottom of the page.

Hiring agents should submit the Appointment Status Updater as soon as they become aware that the student will not accept, begin, or continue the appointment.

Appointment Status Updater

Include the following information:

• Student's name
• Student ID number
• The following statement:

“This student will no longer be employed as a Graduate Assistant for [Department Name].”

• Effective date of the change

Submitting the Appointment Status Updater allows stipend payments to be stopped and notifies the appropriate offices of the change.

Graduate Assistantship Categories

Graduate Assistant responsibilities vary by position. Graduate Assistantships are classified into four general categories.

Graduate Teaching Assistant

Graduate Teaching Assistants conduct or support instruction. Responsibilities may include:

• Teaching classes
• Providing artistic instruction
• Grading student assignments
• Proctoring exams
• Leading laboratory or discussion groups
• Developing academic instructional materials
• Tutoring students
• Accompanying or coaching musical or vocal performances
• Maintaining office hours to provide instructional support

Graduate Research Assistant

Graduate Research Assistants apply and develop research concepts, practices, and methods of scholarship. Responsibilities may include:

• Conducting experiments
• Presenting research findings in publications
• Organizing or analyzing data
• Collaborating with faculty in preparing publications
• Overseeing the work of other resident assistants
• Other research activities

Graduate Assistant for Academic Support

Graduate Assistants for Academic Support primarily perform administrative and academic-support functions. Responsibilities may include:

• Advising, outreach, and/or technical services
• General office, clerical, or reception responsibilities
• Website management or assisting faculty with webpages
• Network administration or end-user support
• Event management
• Monitoring instructional and service labs
• Social media, marketing, and/or non-research publications
• Providing curricular and academic advice to students

Graduate Assistant – Pre-professional

Graduate Assistant – Pre-professional positions provide responsibilities directly related to a student's field of study and offer experience, practice, or guidance related to career preparation.

Example: A Mental Health Counseling student may be appointed by the Counseling Center.

Supervisor Resources

Graduate Assistantship Handbook

The Graduate Assistantship Handbook outlines responsibilities for both Graduate Assistants and supervisors.

The handbook includes information regarding:

• Appointments
• GPA requirements
• Course-load requirements
• Workload
• Supervisor responsibilities
• Graduate Assistant responsibilities
• Performance concerns
• Resignation

Supervisors are encouraged to review the handbook before the Graduate Assistant begins the appointment and refer to it throughout the appointment period.

Graduate Assistantship Handbook

Questions or Assistance

If you have questions regarding a Graduate Assistant position, funding, Job Code, Appointment Form, appointment change, or other Graduate Assistantship process, please contact the Division of Graduate Studies at [email protected] or 315-312-3152.

GA Job Board

The Graduate Assistantship Handbook outlines your responsibilities as a GA as well as the responsibilities of your supervisor. It includes information about appointments, GPA and course-load requirements, workload, performance concerns, and resignation.