Graduate Assistant (GA) Student Guide
The Graduate Assistant program at Sacred Heart University provides an opportunity for graduate students to serve in professional roles and establish professional relationships with faculty and administrators.
Only graduate students who are fully accepted into a degree program are eligible for Graduate Assistantships. Tuition beyond the allocated tuition waiver and fees are the responsibility of the Graduate Assistant; these must be paid on time or Student Accounts will assess finance charges and/or restrict future registration. As a Graduate Assistant at Sacred Heart University, you will be governed by the policies and procedures listed in your job description, as well as those in the Employee Policy Handbook and the Graduate Assistant Policies outlined below.
Responsibilities
Graduate Assistants will be assigned specific duties by their immediate supervisors as teaching, research, or administrative assistants. Graduate Assistants should understand their duties completely before beginning the academic term in which they are assigned. If a Graduate Assistant is unable to fulfill their job expectations, their supervisor may terminate their employment; compensation may be prorated or removed in its entirety.
Length of Service & Enrollment
Length of service for the Graduate Assistantship will be determined by the Graduate Assistant’s graduate program. To be classified as a full-time graduate student, a minimum of 9 credit hours per term is required. Graduate Assistants are required to take a minimum of 6 credit hours (¾-time) per term of appointment. Dropping below these required credit hours may result in reduction of compensation.
Action Needed
As a Graduate Assistant, you must submit the following to the Office of Student Financial Assistance:
- Graduate Student Financial Aid Application
Submitted via SHUAwards or our forms page.- This application indicates which term(s) you plan to take courses in and will ensure that GA funds are allocated properly.
- Work Application
If receiving a stipend as part of your Graduate Assistant compensation package this is to be completed in blue or black ink. If this application is incomplete or lacks sufficient documentation to support eligibility to work, Payroll will not process payment. Questions may be addressed to sfa@sacredheart.edu.- Payroll Direct Deposit
Students will have access to set up direct deposit in Dayforce through MySHU within 48 hours after they are hired by their employer. - W-4 Forms (Employee's withholding Certificates)Students will have access to set up direct deposit and complete their W-4 Forms (Employee's Withholding Certificates) in Dayforce through MySHU within 48 hours after they are hired by their employer.
- Payroll Direct Deposit
- Free Application for Federal Student Aid (FAFSA) (optional)
If you wish to pursue federal financing you will need to submit a FAFSA. SHU’s school code is 001403. - Sign and submit the GA Agreement that is sent to you via email by SFA after your supervisor has submitted all required documentation for the position.
Graduate Assistant Policies
Academic Standards
Graduate Assistants must maintain the minimum cumulative GPA set by their graduate degree program to remain eligible for employment. A cumulative GPA below the minimum will result in one term of probation. If the cumulative GPA has not been restored to the department’s minimum standard by the end of the probationary period, employment as a GA will be terminated. Graduate Assistants who fail to maintain the minimum cumulative GPA set by their graduate degree program for two consecutive terms may be suspended or terminated from their academic programs and lose GA compensation. This policy applies to appointments for the summer term as well as the academic year.
The Graduate Assistant Program Coordinator will notify any GA on probation; the supervisor of the GA will also be notified. It is the responsibility of the Graduate Assistant to resolve any grade or credit discrepancies with their graduate program. All Graduate Assistants must register for and complete a minimum of 6 and a maximum of 9 credit hours per term; a maximum of 18 credit hours per fiscal year. Dropping below the minimum requirements will result in one term of probationary status, during which time the credits need to be regained. At the end of the probationary time, if the total number of credits required has not been achieved, employment as a GA will be terminated. Continuation of the assistantship is based upon satisfactory academic progress toward the degree and satisfactory fulfillment of job responsibilities - please reference your job description.
Employment
The primary purpose of a Graduate Assistant’s affiliation with Sacred Heart University is the pursuit of graduate study, with the assistantship secondary. All prospective Graduate Assistants must be fully admitted and enrolled in a graduate degree program to be eligible for employment as a GA at SHU. Assistantships are for a contract period of one year, renewable for up to two years, contingent upon adherence to the policies and approval of rehire by the supervisor. All Graduate Assistants must meet the minimum employment terms set by their immediate supervisor, including but not limited to: total hours worked, work schedule, evaluation standards, and conditions of contract renewal. A student who accepts a Graduate Assistant position with one department is no longer eligible to work as a Graduate Assistant for another department until the initial contract expires.
No vacation, personal, or sick leave is accrued during this contract period. Any leave must be approved with the supervisor and missed time is to be made up in accordance with arrangements made with the supervisor. Graduate Assistants are eligible for a tuition waiver of no more than 18 credit hours per fiscal year (July 1-June 30). Any charges for credit hours taken over this amount is the responsibility of the Graduate Assistant. The qualifications for and benefits of the University’s Graduate Assistantships vary according to the needs of the hiring department and the credentials of a candidate. Graduate Assistants are responsible for completing all required documents for the Office of Student Financial Assistance and Payroll.