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Graduate Assistantship Staff Information

Important Links

  • Employment Types
    • Graduate Assistant (period activity pay) - this is the general GA type
    • Graduate Assistant - DL Coach
    • Graduate Research Assistant 
    • Graduate Teaching Assistant 

    For position duties, review the Guidelines for Hiring Graduate Students - updates coming soon!

  • Job Requisition
    • The Job Requisition (JR) is the graduate assistantship position application. You may create one JR to hire all students for a particular college or department and have it include all graduate assistantship classifications. It is recommended you update the JR yearly if it is a standing posting.
    • JR's don’t have hours or pay and should be kept generic with no dollar amounts or shift hours. Once a student is selected to hire, a generic offer letter will be sent that can be edited with position details.
    • Typically, the person who students report to drives the JR. If your college or department has more than one supervisor, you may find it beneficial to create JR's for each one. 
    • JR's must be submitted for all GRA's so they can be routed through the new FIR approval process
  • Hire Student
    Hire New Student
    • To hire a new student, search Hire Student in Workday. The correct result will say report underneath it.
    • If the student has current jobs, they will be displayed and you "Add Job" to add a new job. Those without a current position should have a "Hire" option.
    • The Supervisory Org should be the person the student will report to. You will need to select the option that contains OPS.

    Re-Hire Current Student

    • To rehire a student, you'll first need to extend their current position by searching start job change in Workday. Search the student's name and select OPS/Student... Extension, then put in the new end date.
    • After the position has been extended, search Manage Period Activity Pay Assignments in Workday and select the new start and end dates. You can enter two activity pay periods for fall/spring if students shouldn't be paid during intersession and/or campus holidays. Students can also be hired by term.
    • Costing Overrides (costing allocation) is where you select the funding source for the GA’s stipend. You can split between funding sources if the stipend is paid out of multiple accounts.
    Things to Note
    • Payments are equal on each paycheck now.
    • Graduate assistants should only work the term dates. If students need to work during intersession hours, they will need compensated for the extra hours. Or, you may move their start/end date to compensate for the extra weeks. I.e. the length of employment should match the length of the term. If the term is 15 weeks , but you’d like a student to work two weeks of intersession, you may end two weeks prior to the term end date and begin their employment two weeks prior to the term start date. In doing so, they are still working only 15 weeks and same total number of hours as GA’s hired during the term. 
    • In-state waiver eligiblity must be notated on the hiring form by the person completing the hire. More information can be found in the FAQs.
  • About and Process

    As required by Florida Statute 1010.35, UNF is required to collect additional information from GRA applicants. To complete the process:

    1. Submit Job Requisition in Workday Human Capital Management (HCM)
    2. Hiring department identifies research positions
    3. All UNF candidates will complete Foreign Influence Review questions within the application and any tasks
    For more information or if you have questions about the Foreign Influence Review (FIR) process, please contact FIR@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 hiring form, we will check the student's eligibility. If the student does not meet one or more of the bullet points below, the Assistantship Criteria Exception Form will need submitted (may be submitted for multiple reasons). It is recommended to submit the form as soon as you learn it is required. Hiring form approval cannot be completed until an approved form is on file.

    • Not enrolled full-time in graduate level courses (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
    An explanation is required on the form. If unsure, please contact the student and or program director 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 and Out-of-State Waivers - What do I need to know?
    In-State Tuition Waiver

    The in-state tuition waiver is only applied to GAs whose stipends are being paid by Graduate School funding, or a funding source approved by the Graduate School (refer to the allocation worksheet completed by the college dean's office). Students selected to receive this waiver must meet the minimum stipend amounts and working hours each term in the chart below for it to be awarded. Students are liable for tuition and fees not covered by the in-state waiver.

    To determine which students are eligible for waiver, please speak with your college Dean's office. The person completing the hiring form is required to notate on the hiring form if a student is in-state waiver eligible. It is assumed that if there is not a notation, the student is not waiver eligible.

    Biweekly Hours Worked Required Stipend Minimum

    Waiver Percentage
    20-29 $2,500 50%
    30-39 $3,750 75%
    40+ $5,000 100%

     

    Out-of-State Tuition Waiver
    The out-of-state waiver is applied to any GA whose tuition is classified as out-of-state and who is working at least 10 hours per week. This waiver waives all out-of-state tuition and fees for the duration of an assistantship position. Students are liable for in-state tuition (unless awarded an in-state waiver), and fees.

    It should be noted that this waiver does not change a student's residency classification. No action is required by the department for this waiver to be applied.

    Important Notes:

    • Waiver is only applied towards graduate level coursework.
    • In order to post waivers in a timely manner, we ask that hiring forms be submitted 2-3 weeks prior to the start of the term.
    • Waiver is only good for the semesters during which the student is employed. Eligibility requirements must be maintained throughout the semester.
    • Student's are required to contact us if enrollment changes after the date the waiver was applied. 
  • Can a student lose their in-state and/or out-of-state tuition waiver ?
    Yes, if the position is terminated or the student withdraws from courses before the final deadline to withdraw from the term in which the position is held, the waiver will be 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 to be posted to the student’s account through Student Financial Services; once payment has been posted, a direct pay should be entered to UNF (N00401734) by the department and invoice forwarded to Accounts Payable for approval.  Student Financial Services will pick up the check and post to the student’s account.
    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.