GRADUATE ASSISTANT HANDBOOK | Adelphi University

GRADUATE

ASSISTANT

HANDBOOK

Office of the Provost

Revision - November 2020

 
 
TABLE OF CONTENTS  
INTRODUCTION  2  
NATURE OF APPOINTMENT  2  
TYPES OF GRADUATE ASSISTANTSHIPS AND RESPONSIBILITIES  2  
TEACHING ASSISTANT (TA)  2  
RESEARCH ASSISTANT (RA)  3  
ADMINISTRATIVE GRADUATE ASSISTANT/SERVICE ASSISTANT (SA)  3  
TRAINEESHIP/GRADUATE INTERN (GI)  3  
ELIGIBILITY FOR APPOINTMENT  3  
ACCEPTANCE OF AN APPOINTMENT  3  
CONDITIONS OF APPOINTMENT  3  
STATUS, TERM OF APPOINTMENT AND TIME COMMITMENT  3  
GRADUATE STUDENT ACADEMIC PERFORMANCE  4  
ADMINISTRATION OF THE ASSISTANTSHIP  4  
OTHER EMPLOYMENT  4  
STUDENT COURSE LOAD  4  
RENEWAL-SUPPORT LIMITS FOR ASSISTANTSHIPS  5  
RESIGNATION  5  
TERMINATION BEFORE THE END OF THE APPOINTMENT  5  
NON-RESIDENT ALIEN ISSUES/INTERNATIONAL STUDENTS  6  
GRADUATE ASSISTANT FORM  6  
STIPEND AND BENEFITS  6  
PAY SCHEDULE  6  
REMISSION OF TUITION  6  
GRADUATE ASSISTANT BENEFITS  6  
TIME OFF  6  
SICK LEAVE  6  
GRADUATE ASSISTANT TRAVEL FUNDING  6  
OTHER FORMS OF FINANCIAL ASSISTANCE/FELLOWSHIP PROGRAMS  6  
TUITION SCHOLARSHIPS  7  
EXTERNAL SUPPORT  7  
DISSERTATION RESEARCH AWARDS  7  
TAX LIABILITY OF FINANCIAL AID  7  
CREDIT UNION PRIVILEGES  7  
CONFIDENTIALITY/FERPA/SARBANES-OXLEY ACT  7  
RESOURCES AND SERVICES OF THE UNIVERSITY  7  
ACADEMIC AND PROFESSIONAL RESOURCES  7  
HUMAN RESOURCES AND SERVICES  7  
TEACHING ASSISTANTS – SOME USEFUL INFORMATION  8  
UNIVERSITY’S POLICIES ON DISCRIMINATION & HARASSMENT  8  
MORE INFORMATION  8  
OVERVIEW OF PREVIOUSLY AVAILABLE GRADUATE ASSISTANTSHIPS  8  
ACADEMIC PROGRAMS  8  
OTHER UNITS  11  

INSTRUCTIONS FOR FILLING OUT GRADUATE ASSISTANTSHIP FORM

.............................. 14

GRADUATE ASSISTANTSHIP FORM ................

GRADUATE ASSISTANT HANDBOOK rev. 3

INTRODUCTION

This handbook provides information on policies, procedures, and resources related to

graduate assistants and their employment. As a part of an effort to attract talented

students, several types of positions are available to students working toward a graduate

degree at Adelphi.

NATURE OF APPOINTMENT

Graduate Assistantships are part-time academic appointments that are available

through student employment in a variety of offices and departments including

academic departments, research units, administrative offices, and service units. There

are several types of Graduate Assistants: Teaching Assistant; Research Assistant;

Administrative Graduate / Service Assistant; and Graduate Intern/Traineeship.

Each Graduate Assistant will receive an individual assignment within the hiring unit to

complement his/her academic course load. Graduate Assistants are student

employees, albeit apprentices, in a university. It is the assistant’s responsibility to

become familiar with the policies, regulations, that pertain to graduate assistantships,

as well as the academic regulations of the Graduate School, of their academic unit, and

of the unit in which they have an assistantship.

Assistantships can be on a semester basis or may be awarded for an academic year.

Different units offer various combinations of tuition remission and/or stipend.

Application Process, Qualifications, and Appointment Process – these differ from unit

to unit. As early as possible, students should contact the Dean or Chair of the unit they

will be studying in, and any other area to which they may wish to apply, for deadlines,

application details, and description of responsibilities.

Graduate Assistants are now permitted to work a maximum of 27 hours

(except for international students, who can work a maximum of 20 hours

per federal regulations).

Academic units and applicable departments will maintain documentation

which shows work performed and hours worked by Graduate Assistants.

Academic units will record assistantship offers and acceptances in the

Slate software.

The Student Course Load section within the handbook should be updated by program

to reflect the accurate amount of credit hours a student should be registered for, as the

amount varies by program and students are not required to be registered for 9 credits.

Graduate Assistants who receive tuition remission and drop a course after the graduate

assistantship has been granted and posted to their accounts will receive a refund for

the amount that the graduate assistantship exceeds the reduced amount of tuition. The

refund will be taxable income to the student.

TYPES OF GRADUATE ASSISTANTSHIPS AND RESPONSIBILITIES

Duties are assigned over the entire semester in terms of the number of hours worked per

week.

Teaching Assistant (TA)

Teaching assistants participate directly in the teaching of a course or in specific

teaching support or related activity. This is expected to be a learning experience that

helps the student prepare for a professional academic career. A supervising faculty

member will specify a combination of recitation, lab assistant, demonstration setup,

grading, and other duties for courses within the unit. Some examples of teaching

assistant positions are included in the charts in section VIII.

GRADUATE ASSISTANT HANDBOOK rev. 3

Research Assistant (RA)

Research assistants participate in research as directed by a faculty member or a principal

investigator of a grant-funded research project. This is expected to be primarily a learning

experience in how to conduct research and to help the student prepare for a career. Some

examples of research assistant positions are included in the charts in section VIII.

Administrative Graduate Assistant/Service Assistant (SA)

Administrative graduate assistants participate in the administration or service activities

of a unit in tasks related to their course of study or that will help them develop skills and

experience related to their career direction. The appointment is primarily a learning

experience and helps the student prepare for a professional career. The assistant should

be given the opportunity to learn the functions of the office as well as educational

management procedures. It is not expected that such an appointment be made solely to

provide routine student clerical support.

Traineeship/Graduate Intern (GI)

Graduate interns are generally hired by an external unit. Therefore, each such position is

unique and specific to the student. The academic department, in conjunction with the

hiring agency, will generally determine the work assignment for the graduate intern.

Undergraduates

Undergraduate students are permitted to fill a graduate assistantship position if there

are no graduate students available or qualified for the position.

Undergraduate merit scholarships can be carried forward into graduate years up to

established limits for certain programs. Adelphi University has the authority to

determine if undergraduate merit scholarships can be carried forward to graduate

years.

Eligibility for Appointment

A graduate assistant must be enrolled in a graduate degree program, making satisfactory

and timely progress toward their degree, and with approval of the Office of the Provost.

Appointments are customarily made for those students who have shown superior aptitude

in their field of study and who appear likely to render a high quality of service to the

University through their teaching, research, or service activities. In addition, all Graduate

Assistants must be eligible to work in the United States and present the proper

documentation to the office of Human Resources prior to beginning their graduate

assistantship.

Acceptance of an Appointment

Acceptance of an offer for a graduate assistantship by an actual or prospective graduate

student constitutes an agreement that both the student and the appointing unit are

expected to honor. In those instances, in which the student desires to withdraw, the

GRADUATE ASSISTANT HANDBOOK rev. 3

student may submit in writing a resignation of the appointment. A student is committed

to not accept another offer of employment or assistantship within the University without

first obtaining a written release from the department or academic unit to which the initial

commitment has been made.

CONDITIONS OF APPOINTMENT

Status, Term of Appointment and Time Commitment

The maximum graduate assistant appointment is 27 hours per week. With special

approval of the Provost’s Office, a student may instead hold multiple smaller, fractional-

time, appointments that do not accrue to more than 27 hours per week – this includes

hours worked for all campus jobs combined. International Students are only

allowed to work for 20 hours a week. Students complete and must electronically

sign the online Graduate Assistantship Form, which includes information entered by the

unit that details the term, type of assistantship, tuition remission, stipend, number of

hours per week of work required and a list of primary duties. Students are entitled to a

copy of the information on this form. This form must be approved by the Department

Head, Vice-President or Dean, Provost’s Office, Budget Office, and Human Resources

Office before becoming official. (Each is responsible for certifying a different aspect of

eligibility for the graduate assistantship.)

The time specified is assumed to be the average time commitment per week. It includes

hours spent outside of the classroom or laboratory in the preparation of supporting work.

Nevertheless, the actual time spent in fulfilling duties will vary by individual because of

differences in the types of duties assigned, personal experience, and the professional

demands of the particular discipline. Even within departments, assignments vary each

semester, and some graduate assistants may find themselves busier than others during a

given semester. Departments should provide similar compensation (including stipends

and tuition) for positions with comparable job responsibilities and time commitments.

Graduate Student Academic Performance

Graduate assistants are expected to make satisfactory progress toward their intended

degree. Minimum standards are determined by the individual academic units. Note that

all Adelphi graduate students must earn a minimum GPA of 3.0 to qualify for graduation.

Administration of the Assistantship

Graduate assistants are directly supervised by the department or unit that offers the

appointment. The unit determines the assignment, supervises work, recommends

reappointment, and is the primary source of information concerning the details of the

assistantship. The unit may assign these responsibilities to a chair, director, a specific

faculty member, or a committee of faculty. Each department is responsible for outlining

its own specific criteria for a graduate assistant’s duties within the framework of

University policy. In general, satisfactory progress toward degree completion coupled

GRADUATE ASSISTANT HANDBOOK rev. 3

with a dutiful discharge of responsibilities is a major consideration when the time comes

for evaluating a graduate assistant’s performance.

Other Employment

Only in very exceptional cases will a graduate assistant be permitted to hold more than

the equivalent of 27 hour per week appointment. Due to Immigration regulations, no

exceptions will be made for international students. A graduate assistant holding a briefer

appointment may also be employed as a student worker for the remaining hours up to 27.

Graduate students are expected to devote their time to their studies and to their

assistantship. This means that a graduate assistant should not be employed off-campus

unless the work involved is directly related to the student’s educational goals. Although

the combined responsibilities of graduate student and graduate assistantship should

occupy all the time available to a student during the academic year, the University does

not prohibit outside employment by graduate assistants in addition to their University

appointment. It is up to the graduate assistant to determine how much time, if any, they

may devote to additional activities and still maintain satisfactory progress toward degree

completion and satisfactory fulfillment of their obligations as a graduate assistant.

However, departments and programs do have the discretionary right to make

appointments to students whose commitment suggests that they are most likely to attain

their educational goals and maintain assistantship responsibilities in the most effective

manner.

Student Course Load

A normal course load for a graduate student with an assistantship is considered to be 9

credit hours in a semester. For federal and state, and other financial aid purposes only, 12

credits are considered a full-time course load. The maximum course load for a graduate

student is 16 credit hours each semester. Approval of the Dean is necessary for deviations.

Graduate students must enroll in graduate level courses to meet the above minimum

credit hours. Audit work will not qualify to meet the minimum load; however, audit work

is calculated in determining a student’s maximum course load. Requests for overloads

must be approved prior to registration. [For example, a strong student in good standing

academically with a 15-credit course load, a 20 hour per week assistantship, and no other

employment can expect a Dean’s approval.] Special situations that do not require special

permission include: School of Education – full-time graduate students take 12 credits;

Arts & Science-Environmental Science students in 5 year Bachelor/Masters sequence take

15 credits; Derner Ph.D. program students take 18 to 21 credits per semester during their

first year and 12 to 18 credits in subsequent semesters. Also, students in their final

semester who have completed their coursework and are working on their thesis are

allowed to take less than a full-time course load.

Renewal-Support Limits for Assistantships

Graduate Assistants may be considered for reappointment if they remain eligible.

Reappointment is not automatic. Reappointment is based on department evaluation of

satisfactory performance of assigned responsibilities, the availability of positions, and

GRADUATE ASSISTANT HANDBOOK rev. 3

department needs. Students must apply for reappointment through their departments or

other appointing units.

Resignation

Graduate assistants who must resign during or prior to the end of their appointment must

do so in writing. The actual date of resignation may be mutually determined by the hiring

unit and the graduate assistant. Graduate assistants should give the appointing unit as

much notice as possible when resigning so that suitable arrangements may be made to

find a replacement.

Termination Before the End of the Appointment

Appointment as a graduate assistant is contingent upon and subject to satisfactory

performance of assigned duties, as determined by the chief administrative officer of the

appointing unit. An appointment may be terminated before the expiration of the contract

under certain conditions, including, but not limited to:

Termination of appointment for adequate cause:

Failure to perform reasonable assignments due to incompetence or neglect of duties;

Unethical conduct (e.g., job-related misconduct; moral turpitude);

Failure to maintain eligibility for continuing enrollment in an academic program.

Voluntary mutual agreement between the graduate assistant, supervisor, and head of the

appointing unit (resignation by graduate assistant).

Before terminating a graduate assistant for unsatisfactory performance of job duties, the

immediate supervisor may give the graduate assistant written notice of the specific

deficiencies in performance, as well as suggestions for improvement where appropriate.

The department chair, director or

supervisor should also be involved in this process. If

the unsatisfactory performance is not corrected and a decision is made to proceed with

termination, the chief administrative officer of the reporting unit may give the graduate

assistant a pre-termination hearing. The process should consist of the supervisor giving

the graduate assistant oral or written notice of deficiencies and an explanation stating the

basis for the charges. The graduate assistant should also be allowed to present reasons,

either in person or in writing, stating why the termination should not take place. After

the proceedings, the head of the appointing unit should notify the Provost’s Office of the

outcome. If the decision is made to proceed with the termination, the relevant

documentation must be sent to the Human Resources Office.

Non-resident alien issues/International Students

International students may be considered for graduate assistant positions, if permitted by

the terms of their non-immigrant visa. F-1 international students cannot work more than

20 hrs/wk while school is in session, inclusive of all positions they hold. While school is

not in session, international students may work more than 20 hours with a maximum of

40 hours per week.

GRADUATE ASSISTANT HANDBOOK rev. 3

Graduate Assistant Form

The Adelphi University Graduate Assistantship Form has now been put online. All

information and approvals must be entered electronically. This form can be accessed

through CLASS.

STIPEND AND BENEFITS

Pay Schedule

Hourly rates vary by unit, but compensation cannot be less than the prevailing minimum

wage. Generally, doctoral students are paid higher rates than master’s degree students.

Graduate Assistants receiving stipends are paid four times per semester (end of the month

student payroll date in Sept., Oct., Nov. & Dec.; Feb., Mar., Apr., & May, or summer

months).

Remission of Tuition

The amount of tuition remission varies by unit, but the amount should be similar for

comparable positions.

Graduate Assistant Benefits

All benefits associated with a Graduate Assistantship are listed on the Graduate

Assistantship Form.

Time Off

The academic calendar indicates the days that classes are in session. For vacation and

holidays, Graduate Assistantships follow the working-time schedule of the employing

unit. adelphi.edu/calendar

Sick Leave

Graduate assistants are expected to make up any work sessions that are missed because

of illness, and, to the extent that it is possible, to notify their supervisor in advance so that

the University’s responsibilities to students may be met.

Graduate Assistant Travel Funding

Specific details of grants and traineeships limit and determine travel funding possibilities.

Other Forms of Financial Assistance/Fellowship Programs

Graduate students should inquire at the Office of Student Financial Services, Levermore

001, for complete details and options.

GRADUATE ASSISTANT HANDBOOK rev. 3  
  
   8 
 
Tuition Scholarships  
Graduate students should inquire at their program’s graduate office and at the Office of 
Student Financial Services, Levermore 001, for complete details and options.  
  
External Support  
Contact Office of Research and Sponsored Programs, Social Work, Room 116, and your 
academic unit.  
  
Dissertation Research Awards  
While these are rare, graduate students should inquire within their unit.  
  
Tax Liability of Financial Aid  
In most cases, graduate assistantships are taxable.  Consult your tax advisor, the Office of 
Student Financial Services and the Internal Revenue Service (IRS) for details for your 
specific circumstances.  
  
Credit Union Privileges  
Graduate assistants are eligible to join the Nassau Educators Federal Credit Union.  
  
CONFIDENTIALITY/FERPA/SARBANES-OXLEY ACT  
 
  
Due to the unique position many Graduate Assistants hold, all Graduate Assistants must 
complete the Anti-Harassment Workshop and sign the Acknowledgement within the first 
two  weeks  of  their  appointment.    The  workshop  is  located  at 
intranet.adelphi.edu/hr/training/ and can be accessed from any computer on campus.  
  
  
RESOURCES AND SERVICES OF THE UNIVERSITY  
 
  
Academic and Professional Resources  
Information Technology:  it.adelphi.edu  
Swirbul Library:  libraries.adelphi.edu  
Office of Research, Assessment and Planning:  orap.adelphi.edu  
Administration:  administration.adelphi.edu  
International Admissions:  admissions.adelphi.edu/international  
Continuing Education - University College:  university-college.adelphi.edu  
  
  
Human Resources and Services   
intranet.adelphi.edu/hr/  
Career Services:  career-center.adelphi.edu/ 2. 
Child-Care Centers:  elc.adelphi.edu/  
Clinical Centers:  

GRADUATE ASSISTANT HANDBOOK rev. 3  
  
   9 
 
Communication Science and Disorders: adelphi.edu/communityservices/hwc/ 
Derner Institute Psychological Services: 
adelphi.edu/communityservices/derner/ 
CSI: Commuter Student Services:  students.adelphi.edu/sa/csi/commuter  
Disability Support Services:  students.adelphi.edu/sa/dss   
EEO Statement:  intranet.adelphi.edu/hr/policies/eeo.php   
Accessible Parking:  students.adelphi.edu/sa/dss/index.php  
Pay Schedule:  intranet.adelphi.edu/hr/payroll/pay_schedule.php   
Special Academic Programs for Non-Traditional Students: 
academics.adelphi.edu/special-programs/  
Health Services Center:  students.adelphi.edu/sa/hs  
Student Counseling Center  students.adelphi.edu/sa/scc  
Campus Safety:  administration.adelphi.edu/publicsafety/  
Traffic and Parking:  administration.adelphi.edu/publicsafety/traffic/  
Training:  http://intranet.adelphi.edu/hr/training/  
  
Teaching Assistants – Some Useful Information  
Role – see unit  
Development – see unit  
University Training – see unit  
Department Training – see unit  
Academic Integrity  academics.adelphi.edu/policies/conduct.php  
Honor Code  academics.adelphi.edu/policies/honesty.php  
Code of Conduct:  academics.adelphi.edu/policies/conduct.php   
Referral Information:  academics.adelphi.edu/handbooks/  
  
  
University’s Policies on Discrimination & Harassment  
academics.adelphi.edu/policies/harass.php  
  
More Information  
The Center for Student Involvement is located in University Center room 110 (ext. 
3603). The current Guide to Student Life can be obtained there and in the Office of the 
Dean of Student Affairs, University Center, room 108 (ext 3660). You may also access 
the latest version online at students.adelphi.edu/sa/sa-publications.php.  
  
  
OVERVIEW  OF  PREVIOUSLY  AVAILABLE  GRADUATE 
ASSISTANTSHIPS   
 
  
Academic Programs  
(See charts on the following pages)  
  

GRADUATE ASSISTANT HANDBOOK rev. 3

Unit

Possible Duties

Major of Recent

Student

Hours

Art and Art

History

Ceramic/Sculpture Asst;

Gallery Assistant

Art

15 weeks, 8-16 hrs per week

Fire kilns, room assistant, maintain studio, help with art supplies, mix glazes; gallery assistance.

Biology

Teaching Assistant

Biology

15 weeks, up to 20 hrs per week

Assist in teaching lab class, supervision of room, adherence to safety procedures, setup and cleanup,

grading (possibly)

Chemistry

Teaching Assistant

Chemistry

14 weeks, 6 or 12 hrs per week

Assist in teaching lab class, supervision of room, adherence to safety procedures, setup and cleanup,

grading

Environmental

Studies

Research Assistant

Environmental Studies

15 weeks, 20 hrs per week

Under faculty supervision do database analysis, evaluation of records, digital manipulation of images,

maintain lab, library research, help students, setup and cleanup, grading

Arts & Sciences

– Summer

Teaching Assistant

Biology, Chemistry

5 weeks, up to 20 hrs per week

Assist in teaching lab class, supervision of room, adherence to safety procedures, setup and cleanup,

grading (possibly)

Business

Research Assistant

Management, Finance &

Banking, Business

15 weeks, 7.5 or 15 hrs per week

Assigned to an individual faculty member to assist with research, library search, data collection and

analysis, proctor exams, and help with class management.

Alice Brown

Early Learning

Center

Teaching Assistant

Early Learning Center

20 weeks, 20 hrs per week

RESPONSIBILITIES & DUTIES:

1. Reflect on children’s needs and interests; assist in developing topic focuses, planning,

implementing and assessing curriculum for the classroom setting.2. Supervise and lead small

groups of children in facilitating projects and other curriculum plans.3.Document children’s work

through portfolios, anecdotal reports and photographs. 4. Participate in professional orientation

sessions, staff meetings and curriculum planning. 5. Understand and implement Child Day Care

Regulations as administered by the Office of Children and Family Services.6. Attend parent

meetings and other functions of the ELC.7.Assume the role of head teacher in the event of an

absence on the part of a full-time staff person.8. Supervise the safety of children at all times, and

especially when another professional staff member is not present. 9. Model and maintain

confidentiality in and outside of the classroom setting in regard to children, parents, staff, students

and observers. 10.Perform any other job duties and responsibilities as needed by the program.

GRADUATE ASSISTANT HANDBOOK rev. 3

Derner IAPS

Graduate Assistant

Masters, School

Psychology & Derner - PhD

15 weeks, 5-20 hrs per week

Many Graduate Assistants work as research assistants assigned to individual professors; some work

as teaching assistants assigned to individual professors; some work in the Psychological Services

Clinic; a few work with an administrator on a career related task.

Unit

Possible Duties

Major of Recent

Student

Hours

Education

Research Assistant

Education, Phys Education,

Ed Leadership, Urban Ed,

Summer GC, Art Education

10 weeks, 20 hrs per week

Under faculty supervision duties include research, teaching, recruitment, and clerical assignments

Education –

Summer

Graduate Assistant

Sociology, Communication

Disorders,

As contracted

Under faculty supervision duties include research, teaching, recruitment, and clerical assignments

College of

Education and

Health Sciences:

Ruth S. Ammon

School of

Education;

Communication

Sciences and

Disorders;

Exercise

Science, Health

Studies,

Physical

Education and

Sport

Management

Research Assistant,

Service Assistant

CSD, SOE, EHPS

15 weeks, 2 to 13 hrs per week

Under supervision, students may be assigned subsets of various responsibilities including but not

limited to: support provision of clinical services at the Hy Weinberg, Literacy, Parenting and Early

Learning Centers and in all departments and programs where assigned, assist with administrative

tasks in department offices; support data collection, management and analysis, manage

correspondence, participate in research and special project development, monitor websites and social

media for accuracy, and timeliness and provide technology support and training.

Learning Center

Teaching Assistant

Any major

Hourly, as scheduled, between 3 and 20

Provide tutoring to undergraduate and graduate students in basic student skills and a variety of

academic areas. Openings at Garden City and Manhattan sites and various hours online per

schedule. See current availability via the web-page or E-campus.

Nursing and

Public Health

Lab Assistant

Nursing

15 weeks, 8 hrs per week

Manages Nursing Resource Center during evening hours. Monitor students and equipment; answer

questions.

Research Assistant

Nursing

13 weeks, 6.15 hrs per week

Under faculty supervision, performs research, collects and enters data.

Social Work

Research Assistant

15 weeks, 6 hrs per week

GRADUATE ASSISTANT HANDBOOK rev. 3

Under faculty supervision, collect data, data entry and analysis, library & internet research, general

administrative work, writing.

Alumni

Relations

Administrative Assistant

Finance and Banking

15 weeks

Development

Administrative Assistant

Psychology

20 weeks

Marketing and

Creative

Services

Administrative Assistant

Art Education

15 weeks, 4-15 hrs per week

Other Units

Unit

Possible Duties

Major of Recent

Student

Hours

Health Services

Graduate Assistant

Secondary Education

15 weeks max 27 hrs per week

Coordinates PEER Educators in Health Services

Center for

Student

Involvement

Graduate Assistant

Various Majors

15 weeks max 27 hrs per week

Assist this multifaceted office on various tasks, initiatives, and projects. This includes but is not limited

to New Student Orientation, Multicultural Affairs, Greek Life and Social Fellowships, student

organizations, MYAULIFE, Student Activities, Civic Engagement and Service Programs, Student

Leadership Services, Transfer Student Services, Commuter Student Services, Commencement, and

Campus Programming/Event Planning. Ability to work in a fast-paced and diversified work

environment. Night and weekend hours are required.

Office of

International

Graduate Assistant

International Student

Services

15 weeks max 27 hours per week

GRADUATE ASSISTANT HANDBOOK rev. 3

Student

Services

Responsibilities include assisting the Director in the administration of various programs and daily

operations of both the Office of International Student Services and Interfaith Center. The GA will be

required to interface with other departments and assist with research and statistics for both areas.

The GA will assist with the development of International Education Week, International Orientation,

Campus Orientation Workshop Series, Airport Pickup Program. Interfaith Festivals and Interfaith

Center programs, which also includes the assessment and research development for these areas.

The GA will also coordinate and supervise the International Mentor Program.

Other responsibilities include preparing statistical information and reports, general office duties and

customer service support. This position requires thorough knowledge of Microsoft Office and

databases including PowerPoint, Word and Publisher. Knowledge of Photoshop and preparing art

graphics a plus. Excellent written and oral communication skills, attention to detail and organization

skills and confidentiality are required for this position.

Student Affairs

(Associate Dean)

Graduate Assistant

Various majors

Graduate Assistant

Responsibilities include assisting the Associate Dean in the administration of various programs and

daily operations. The GA will be required to interface with other departments and assist with research

and statistics. GA will have an opportunity to shadow the Dean to learn more about the position of an

Associate Dean. The GA will also have the opportunity to represent the Associate Dean as a

paraprofessional. The GA will assist with the development of Alternative Spring Break and FCAP

programs, which also includes the dissemination of information to the participants. Other

responsibilities include developing statistical information, maintaining a filing system and monitoring

Associate Dean’s calendar and telephone. Excellent computer, organizational, communication and

written skills, and an ability to work independently. 20 hours per week, includes office and site visit

requirements.

Student Affairs

(Assistant Dean)

Graduate Assistant

15 weeks max 27 hrs per week

The Graduate Assistant works for the Assistant Dean to help administer a comprehensive

assessment plan for the Division of Student Affairs and the Office of Student Conduct and

Community Standards. This position requires a Bachelor’s Degree and enrollment in an

Adelphi graduate school program. Previous assessment or research experience is a plus as

well as a thorough knowledge of Microsoft Office and databases. Excellent written and oral

communication skills and confidentiality are a must. Preference may be given to students

enrolled in a program that would allow a two-year commitment. Responsibilities and duties

include but are not limited to the following: 1. 20 office hours per week. 2. Management

and analysis of data contained in Compliance Assist assessment software. 3. Report

generation including statistical analysis. 4. Track assessment efforts in the Division. 5.

Some work directly with other members of the Division. 6. Administrative office work

including creating files, answering phones and scheduling appointments.

GRADUATE ASSISTANT HANDBOOK rev. 3

Unit

Possible Duties

Major of Recent

Student

Hours

Athletics

Graduate Assistant

15 max 27 hrs per week

NCAA Compliance Assistant. Liaison between Athletics, Academic Services, Admissions and

Student Financial Services. This is a confidential position. Must be responsible, detail-oriented and

possess good communication skills. Duties also include data entry into NCAA software filing, phones

and coordinating schedules for NCAA Committee meetings. Applicants may not be an active NCAA

athlete or recruiter. Graduate Assistant will receive 6 tuition credits per semester during the

academic year and 3 tuition credits per summer session.

Athletics

Trainers Office

Graduate Assistant

Physical Education or

Health Education

15 weeks max 27 hrs per week

The Graduate Assistant will be responsible for, but not limited to: 1) Daily coverage, prevention and

rehabilitation of assigned sport. 2) Student Athletic Trainer supervision, instruction and education. 3)

Setup and breakdown of practices and games. 4) Daily records and updating records. 5) Maintain a

monthly informational bulletin board.

Assistant is expected to finish sports seasons, including post-season play. Position is generally from

mid-August through May. Includes home events, away games and overnight and weekend travel.

Assistant is expected to work/travel on weekends and /or holidays if warranted. Assistant is expected

to maintain a professional relationship with the athletic department staff, coaches and athletes.

Includes the following department policies: avoid confrontation with coaches and avoid dating

athletes. Assistant is expected to choose classes around the staff class schedules. Scheduling

classes at the same time is not permitted.

Unit

Possible Duties

Major of Recent

Student

Hours

Athletic Events

G.A. Athletic Event Staff

Supervisor

Childhood Education or

Physical Education

14 weeks max 27 hrs per week

GRADUATE ASSISTANT HANDBOOK rev. 3

The duties of the G.A. Athletic Event Staff Supervisor consist of but not limited to: 1) Hiring and staffing

student workers for all athletic events. 2) Supervising the event staff during athletic events for its pre

and post set up. 3) Assist Event Manager/Special Project Coordinator with half-time promotions,

tickets sales, and concession sales. 4) Assist Event Manager with special athletic events such as

the Annual Athletic Golf Outing, Homecoming/Alumni Games, Midnight Madness, End of the Year

Banquet, etc. 5) In office administrative duties also required for mailings, promotion, data entry, and

research for the Athletic Department.

Campus

Recreation

Graduate Asst for Fitness

and Facilities

Physical Education Sports

Management? Exercise

Science

17 weeks max 27 hrs per week

1) Coordinates all Informal Recreation staff needs including schedules, training, assessment and

Communication for Rec Center Attendants. 2) Conducts Fitness Orientations and assists with CRS

Memberships and Healthy Steps Programs. 4) Assists in the maintenance and upkeep of the

Fitness Center as well as other shared facility maintenance needs. 5) Updates Fitness Center

bulletin Boards. 6) Supervises weekends and some evening open recreation.

G.A. for Special Events

and Promotions

Sports Management

17 weeks max 27 hrs per week

1) Coordinates all Promotional efforts for the activities offered in Recreation including promotional

flyers, UC tables, website updates, maintaining stock of flyers, rec hours, schedules. 2) Plans and

implements all special events including Cat Cup Challenge and co-coordinated events and

sponsorship promotions such as ACIS promotions. 3) Creates and updates the atrium Powerpoints

with current athletic/recreation events. 4) Supervises weekends and some evening open

recreation.

Graduate Assistant for

Intramural Sports

Physical Education

17 weeks max 27 hrs per week

1) Plans and implements all intramural sports such as Flag Football, Basketball, volleyball, and

more. 2) Organizes one-day tournaments in sports such as badminton and racquetball. 3)

Supervises Intramural supervisors and tracks game results and keeps the website up to date. 4)

Planning some outdoor adventure opportunities this year. 5) Supervises weekends and some

evening open recreation.

(For all: Interested Candidates may apply beginning in February for the following fall. Qualified

candidates will be invited for interviews during the period of mid-April through early May. Positions

are ideally filled by the first week of June. More detailed information is on our website at:

campusrec.adelphi.edu).

Unit

Possible Duties

Major of Recent

Student

Hours

GRADUATE ASSISTANT HANDBOOK rev. 3

Athletic Media

Relations

Graduate Assistant

Sports Management,

Journalism,

Communication Desired.

15 weeks max 27 hrs per week

The Graduate Assistant will be responsible for, but not limited to: 1) Working with a predetermined

number of sports as the primary media contact, including in-game statistics, game-day script and pre

and post-game releases 2) layout and design of media guides; writing, editing and distributing press

releases and game programs. 3) Update athletic website as needed. 4) In office administrative

duties as required for mailings, promotion, data entry and research for the Media Relations

Department.

Assistant is expected to finish sports seasons, including post-season play. Position is generally from

mid-August through May. Includes home events, away games and overnight and weekend travel.

Assistant is expected to maintain a professional relationship with the athletic department staff,

coaches and athletes. Includes the following department policies: avoid confrontation with coaches

and avoid dating athletes.

Candidates will be selected by Assistant AD for Media Relations. Special consideration will be given

to candidates with previous athletic media relations experience including, but not limited to, a

minimum of one year working in a media relations environment. Proficiency with StatCrew software

as well as Photoshop and InDesign is required.

INSTRUCTIONS FOR FILLING OUT THE ONLINE GRADUATE

ASSISTANTSHIP FORM

BACKGROUND INFORMATION

The Graduate Assistantship Form, available electronically through the eSAAS service on

eCampus, shows the type of assistantship and an overview of the general terms and

conditions. The form has space for SCHOLARSHIP and/or for STIPEND details. One

or both of these areas will be completed by the unit for each graduate assistant. The

SCHOLARSHIP AMOUNT box lists the maximum amount of money that will be applied

to the graduate student’s account as tuition remission (if a student takes fewer courses

the form is rejected and returned to the Department/ unit for adjustment). The

Graduate Assistantship Form is processed in the following order:

Department/Unit – Fills in form and discusses specific responsibilities with students. It is

approved by the student and by department/unit representative.

Provost’s Office – Checks and approves that unit has provided a description of duties and

responsibilities for the position that is educationally appropriate.

Budget Office – Verifies unit budget is sufficient to cover the amounts listed on form.

Student Financial Services – Verifies that amount of Scholarship is less than or equal to

Tuition and makes all necessary changes to the students financial aid package as required.

Receipt of a Graduate Assistantship may impact a student’s eligibility for other financial aid

awards including scholarships and loans. Graduate Assistantships in combination with other

awards may NOT exceed the cost of tuition. Students with questions about their financial aid

package should contact Student Financial Services prior to signing their contract.

GRADUATE ASSISTANT HANDBOOK rev. 3

Human Resources – Verifies student has completed all necessary employment forms. In the

case of International Students, the office verifies that all necessary employment forms are

completed as well as Work Authorization forms.

Payroll Department – Processes STIPEND details and calculates tax withholding.

Checks cut.

Send checks to the unit for students to pick up.

In the execution of any of these steps, an office may need to contact the student for more

information. A prompt response decreases processing delays and ensures that tuition

remission and stipends are credited to a student’s account on time.

Note that the Scholarship portion of a graduate assistantship is a credit against tuition awarded

to a student. In order for this award to be credited to a student’s account in a timely manner,

and to avoid late payment fees, the paperwork for the graduate assistantship must be processed

by the Student Financial Services Office prior to the beginning of the semester for which it is

intended. [By June 10 for Fall semester, by November 23 for Spring semester, and by the last

day of Spring semester for the Summer semester.]

GRADUATE ASSISTANT HANDBOOK rev. 3

SPECIFIC INSTRUCTIONS:

Graduate Assistantship Online Form

The online Graduate Assistant Form is available through eCampus under the Service tab

by launching eSAAS and then choosing “Graduate Assistantship Form”.

The form entry is similar to the paper form but will streamline the approval process.

Once the form is entered, each level (Dean, Provost, Budget, Human Resources, Student

Financial Services) will be notified that the form is ready for approval.

If at any point, the form is rejected, the Chair will be notified, and the form will need to

be resubmitted.

The following instructions explain the online form and fields required for submission.

1. The first screen allows you to select the student. If you know the Student’s Id Number, you can

enter it or click the “Select Grad Assist” button to select by name.

GRADUATE ASSISTANT HANDBOOK rev. 3

a. When searching by name, enter the first 3 letters of the last name, a comma, and the first 3 letters

of the last name. For example, to search for John Smith, enter SMI, JOH and click the Submit

button.

2. Once the student is selected, you can create a new form or select an existing form (if any).

a. To Select a previously entered form (if any exist), click on the dropdown box.

b. Click the Next button to proceed to the form.

GRADUATE ASSISTANT HANDBOOK rev. 3

3. Fill in the form as follows:

a. Employee Dept – Select the correct department from the dropdown menu.

b. Term – Select Fall, Spring, or Summer Term. If selecting Summer, you will need to specify if its

Session 1 or 2.

c. Year – Select the appropriate year.

d. Supervisor – Select from the dropdown of department supervisors.

e. Type of Assistantship – you can only select ONE.

f. Duties – Enter the duties the student will be performing.

g. Number of Weeks – Enter the number of weeks (no decimals)

h. Total Hours – Enter hours per week. (A warning is displayed if the total hours (including other

assistantships) this student is working is over 20 hours).

i. Choose the payment method(s).

i. Tuition Credits – Enter the Number of Credits OR Dollar Amount (NOT Both) and the GL

Account Number that will be charged.

GRADUATE ASSISTANT HANDBOOK rev. 3

ii. Stipend- Enter the Stipend Dollar Amount and the GL Account Number that

will be charged.

j. Please Note, “Tuition Credits”, and “Stipend” may be selected as payment methods. The

system allows multiple payment methods.

4. When all fields are filled into your satisfaction, click the Submit button.

5. The students will be emailed notification that the form has been submitted for review and,

will be able to approve the form through the system. All forms must be approved by the

student before they can be processed.