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Graduate Assistantship Staff Information

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Helpful Notes 

  • Always look for comments on an ePAF. They will be located at the bottom and will let you know if additional information is required, corrections need made, etc.
  • When an ePAF is returned for correction, you will receive email reminders until it is corrected.
  • If an ePAF is disapproved by the Graduate School, you will be notified via email by the Graduate School Coordinator of Admissions with the reasoning.
  • When creating an ePAF, make sure to click the Submit button. If it is not submitted, the ePAF will not be forwarded to the approval queue.
  • You can check the status of any ePaf you have submitted by following the instructions outlined in the HR ePAF Training Manual, Section 7: Checking an ePAF's Status.
  • Approval Categories

    Refer to page 4 of the Human Resources ePAF Training Manual for a flowchart.

    Job Creation ActionsPersonnel Actions that require a new position number or suffix.
    • New hire graduate assistants in your department. 
    • Choose Graduate Assistant New Job, GANEWH.
    Job Change ActionsPersonnel Actions that require an adjustment to a current position number.
    • Rehire of a GA in your department (i.e. semester to semester).
    • Choose Grad Assistant Rehire, GAREHI.
  • Employment Types

    Refer to the HR ePAF Training Manual, Section 9.1 for XX position number replacement codes

    Graduate Assistant (class code 9185; Position 93XX85)

    • Performs teaching, research, or related duties under the supervision of an appropriate faculty member or administrator of a State university. 
    • Responsible for assisting graduate faculty members with teaching or research related to the student's academic program. 
    • This person cannot be the instructor of record for any course or any portion of a course—a clear violation of SACSCOC requirements. In carrying out his or her duties, this graduate student requires close faculty supervision.
    Graduate Teaching Assistant (class code 9184; Position 93XX84)
    • Performs teaching duties under the supervision of an appropriate faculty member or administrator of a State University. 
    • Responsible for assisting faculty members with teaching, course preparation, and activities related to the student's academic program. 
    • This person can be the instructor of record for a course or a portion of a course, but faculty supervision is still necessary. 
    • The student must have completed a minimum of 18 graduate credit hours.
    Graduate Teaching Associate (class code 9183; Position 93XX83)
    • Performs teaching duties under the supervision of an appropriate faculty member or administrator of a State university. 
    • Responsible for assisting graduate faculty members with teaching, course preparation, and activities related to the student's academic program. 
    • This person can be the instructor of record, but faculty supervision is still necessary. 
    • The student must have completed a minimum of 30 graduate credit hours.
    Graduate Research Assistant (class code 9182; Position 93XX82)
    • Performs research duties under the supervision of an appropriate faculty member or administrator of a State university. 
    • Responsible for assisting graduate faculty members with research related to the student's academic program.
    Graduate Research Associate (class code 9181; Position 93XX81)
    • Performs research duties under the supervision of an appropriate faculty member or administrator of a State university. 
    • Responsible for assisting graduate faculty members with research related to the student's academic program. 
    • The student must have completed at least 30 graduate credit hours.
  • Employee Class Codes

    For Graduate Assistants, there are only two choices for the Employee Class Code.

    • OG for international Graduate Assistants
    • O5 for all others Graduate Assistants
  • About and Process

    As required by Florida Statute 1010.35, UNF is required to collect additional information from GRA applicants prior to an interview or an offer of employment. Rehires are not required to complete the form.

    Once a student has submitted the form, it will be routed to the Graduate School Dean for approval. The Graduate School Dean will notify the department if the form is approved. At that time, the department may initiate the ePAF. It will need to be noted on the ePAF that an approved Graduate Foreign Influence Review Form is on file.
  • Email Template

    Greetings and thank you for your interest in a (Graduate) Research Assistant position. As required by Florida Statute 1010.35, the University of North Florida collects additional information from applicants seeking research or research-support positions prior to an interview or an offer of employment. This information is not used in the evaluation of qualifications for the position.

    Please complete the Foreign Influence Form so that we can proceed with the application process . You can access the form here.

    Please contact our office with any questions related to the position and/or hiring process. If you have technical issues with the form, then please contact graduateschool@unf.edu.   
  • How do I submit the Assistantship Criteria Exception Form?

    The Assistantship Criteria Exception Form is submitted through Online Form Approval in your myWings.

    1. Please login to your myWings account
    2. Navigate to the Employee Resources tile, then Employee Forms, then Banner Online Forms
    3. The form is available under Graduate School
      • The exception form will first need to be routed to the students Graduate Program Director
      • An explanation is required on the exception form. Please contact the student for reasoning of why they do not meet the requirements. For those working over 40 biweekly hours, please provide the details of each position they are working.
  • When do I need to submit the Assistantship Criteria Exception Form?

    Once the Graduate School receives the ePAF, we will check the student's eligibility. If the student does not meet any one of the bullet points below, the ePAF originator The Assistantship Criteria Exception Form is required if the graduate assistant is:

    • not enrolled full-time (9 hours for masters students, 6 hours for doctoral students);
    • working more than 40 biweekly hours (international students cannot exceed 40 biweekly hours under any circumstance);
    • not in good academic standing (GPA below a 3.0); 
    • registered for an undergraduate course (must be degree applicable if awarded waiver).
    An explanation is required on the form. If unsure, please contact the student for reasoning of why they do not meet the requirements. For those working over 40 biweekly hours, please provide the details of each position they are working.
  • In-State Waiver and Out-of-State Reduction - What do I need to know?
    In-State Tuition Waiver

    The in-state tuition waiver is only applied to select GA's. Student's selected to receive the waiver must meet the minimum stipend amounts and working hours below each term the waiver is to be awarded. To determine which students are eligible for waiver, please speak with your college Dean's office. In order to post waivers in a timely manner, we ask that ePAF's be submitted 2-3 weeks prior to the start of the term. Each college will need to provide the Graduate School a list of waiver eligible students that we will reference to apply the waiver.

    Biweekly Hours Worked Required Stipend Minimum 2021/2022 Waiver Percentage
    20-29 $2,500 50%
    30-39 $3,750 75%
    40+ $5,000 100%

     

    Out-of-State Tuition Reduction
    The out-of-state reduction is applied to any GA who's tuition is classified as out-of-state and who is working at least 10 hours per week. It should be noted that the reduction is only good for the terms during which the student is employed as a GA for at least 10 hours per week and it does not change their residency classification. The reduction will be applied to all eligible students when the Graduate School approves the ePAF. No action is required by the department for the reduction to be applied.
  • Can a student lose their in-state tuition waiver and/or out-of-state tuition reduction?
    Yes, a student that withdraws from courses and no longer meets the registration requirements, or whose position is terminated prior to the final withdrawal deadline of the semester in which their position is held, will have their partial in-state tuition waiver and/or out-of-state tuition reduction adjusted accordingly or reversed. This may result in an outstanding balance being owed. Refer to the Academic Calendar for the final withdrawal deadline.
  • Can a department pay a Graduate Assistant's tuition directly?
    Yes, a department may pay the tuition and/or fees out of their own funds. Should your department wish to pay a non-waiver eligible GA's tuition, and/or a GA's fees, please follow the below steps:
    1. Contact Financial Aid at unfscholarships@unf.edu with the students N#, name, and the amount of payment that will be posted to the students account. Inform them that you are reaching out to add the amount to the student's resources and are not checking aid eligibility.
    2. Request the payment be posted to the students account through Foundation or ACH; or contact Accounts Payable to send a check made out to UNF to Student Financial Services.
    Departments that pay the tuition and/or fees out of their own funds may set their own eligibility requirements and stipulations for maintaining the payment.
  • How do terminate a student's GA position?
    If a student's position needs to be terminated, please contact Human Resources for a termination PAF. This form will need to routed to the Graduate School for signature.
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