The below table provides guidance related to the process of employing graduate assistants during summer months between Spring and Fall semesters. For questions, please contact [email protected].
Graduate Assistant Summer Work Scenarios
Graduate Assistant | Working as GA in Summer | Working as Biweekly in Summer | Spring position will resume in Fall ** | Action Necessary | Additional Notes |
|---|---|---|---|---|---|
Yes | Yes | No | Yes | If the Graduate Assistant will continue to work as normal in their GA position during the summer, no action is necessary as they will continue to be processed and paid on the monthly payroll. | |
Yes | No | No | No | Submit a termination request via MSS to remove the Graduate student from their GA position. | If transferring to a different position, the new unit needs to create a position (if a vacant one is not available) and hire the Individual into this position. |
Yes | No | No | Yes | If the Graduate Assistant does not already have a Short Work Break (SWB), a SWB needs to be requested*. | RWB should be submitted timely – the SWB/RWB Smartsheet process |
Yes | Yes | No | No | If the Graduate Assistant will continue to work as a GA in a different unit and or a different GA position type the unit will need submit a OneUSG Connect HCM MSS Termination request to remove the Graduate student from their current GA position. | The individual needs to be hired into the new GA position. |
Yes | No | Yes | Yes | If the Graduate Assistant does not already have a Short Work Break (SWB), a SWB needs to be requested*. | At the end of the biweekly summer employment, the unit will need to submit a OneUSG Connect HCM MSS Termination request for the biweekly position. |
Yes | No | Yes | No | Submit a OneUSG Connect HCM MSS Termination request to remove the Graduate student from their GA position. | Submit a OneUSG Connect HCM MSS Termination request to remove the Graduate student from their GA position. |
- *Graduate Assistant Management Overview
- **If the Graduate Student is returning to a different GA position in Fall than they held in Spring, but within the same unit, the unit may decide to create a new position and direct hire the graduate into the new Graduate position OR the unit may choose to evaluate the Spring position to meet the needs for the Fall If the position changes exemption status (monthly to biweekly or vice versa), a reclassification is not a viable option and a different position must be used or created if it doesn’t already exist.
- Changes in compensation for the Graduate Students should be processed through OneUSG Connect HCM MSS Adhoc Salary
- Changes in Standard Hours/FTE for the Graduate Students should be processed through UGAJobs by Evaluating the position
Updated April 2024
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