Graduate Assistantship Forms

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Please remember that our office has a two-week internal deadline for processing GA paperwork, so we suggest that packets be submitted as early as possible to avoid delays in payment. Only packets that meet the Rules and Regulations for GAs will be processed. Address envelopes to Dante Bryant, 205 Administration Building, Graduate School.

 

Faculty/Staff Use: Graduate Assistant Forms (Now on SharePoint!)

Note: You may need to log in SharePoint before you can view the documents. You will need to enter your UNO LAN username + @uno.edu and password.

 

 

New Appointment Checklist (PDF)

New Appointment Forms:

• Graduate Assistant Biographical Data Card - PDF - This form is to be filled out by the student and should be verified by the department
• Confidentiality Agreement - Word - This form serves to protect the privacy of all student, faculty, and employee data. Must be signed by all Graduate Assistants.
• CGS Resolution - PDF - As a member of the Council of Graduate Schools, the University of New Orleans must include a copy of the CGS Resolution with every graduate assistantship offer.
• Direct Deposit - PDF - This form is (REQUIRED) and is to be filled out by the student. All University of New Orleans payroll disbursements are made electronically.
• Copy of Social Security Card - All new GA’s should provide a copy of their Social Security card for payroll purposes.
• English Proficiency - PDF - All International students should be supported by at least two letters of recommendation addressing their command of the English language: spoken and written. Departments may wish to devise a standard form for recommendations.
• Form I-9 - PDF - This is the State of Louisiana's Employee Withholding Exemption Certificate. It is used to withhold the correct amount of state income tax from an employee's salary.
• Form L-4 - PDF -
• Form W-4 - PDF - This is the United State's Employee Withholding Allowance Certificate. It is used to withhold the correct amount of federal income tax from an employee's salary. International students with questions about filling this form, please visit the Office of International Students & Scholars.
• Job Description - PDF -All graduate assistants must be given a job description when an assistantship offer is made. Job descriptions should be prepared with care. This will be the document against which the graduate assistant will be evaluated. Departments may use the form provided by the Graduate School or they may devise a standard set of job descriptions for their department.
• Loyalty Oath -PDF - All University employees are required to sign a loyalty oath.
• Offer Letter- PDF - A standard form letter that departments are required to use when offering an assistantship. Information can be added to the letter as long as it complies with University regulations, but no information can be deleted.
• Personnel Action Form Instructions - Now on Sharepoint- This is the University form that officially hires or re-appoints a graduate assistant.
• Qualification Form - PDF -This form verifies that a student is eligible to be a graduate assistant based on University and departmental regulations.
• Recommendation Letters - At least two letters of recommendation are required for all graduate assistants. Departments may wish to devise a standard form for recommendations. These letters/forms are kept on file in the Graduate School.
• Rights and Responsibilities - Academic PDF - Fiscal PDF- This form states the graduate assistant rights and responsibilities. Make sure the student reads and understands this form. Give the student a copy of the form: they are responsible for following these guidelines.
• Tuition Exemption Form - PDF - This form is used to designate a graduate assistant's tuition exemption status and the account that the tuition exemption should be charged to or removed from. The request dates should match the 101 form it is attached to. Currently tuition for nine credit hours is $2,122. If enrolled in more than nine hours an additional $30.00 per credit hour will need to be included in the final amount.  

Re-Appointment Checklist (PDF)

Re-Appointment Forms:

• Job Description - PDF
• Evaluation - PDF -This form is used on a yearly basis to evaluate the performance of all graduate assistants. This form must accompany reappointment 101's.
• Personnel Action Form - Now on Sharepoint New!
• Tuition Exemption Form - PDF - Currently tuition for nine credit hours is $2,122. If enrolled in more than nine hours an additional $30.00 per credit hour will need to be included in the final amount.  

Exception Request Form ( Must be submitted prior to student working) - PDF- Any exceptions to the graduate assistant regulations should be submitted on this form along with any supporting documentation. The department will receive notification of approval or denial; if approved, then the 101 can be sent.

Extra Compensation Request Form ( Must be submitted prior to student working) - PDF- Any requests for extra compensation for extra duties should be made on this form and submitted prior to the effective date on the 101. The department will receive notification of approval or denial. New!

Note: Employment of International Students (those on F-1 visas) is subject to federal immigration and labor law. As per the Code of Federal Regulations [8 CFR 214.2(9)]:  “(i)On-campus employment.  Employment authorized under this paragraph must not exceed 20 hours a week while school is in session. An F-1 student may, however, work on campus full-time when school is not in session or during the annual vacation.”

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