E-PCR Training Materials
Helpful SAP Instructions
Graduate Student Employment
Graduate Assistant Electronic PCR Checklist
Graduate Student Pay Plan
Doctoral and Graduate Student Job Survey
Doctoral and Graduate Student Stipend Request
Request to Remove Leave Without Pay for Graduate Students
Frequently Asked Questions Regarding Graduate Student Employment
Graduate teaching assistants are employed by an academic department, paid from faculty salaries and reported as the "teacher of record" for an organized class. According to the Southern Association of Colleges and Schools regulations, they must have earned eighteen (18) graduate semester hours in their teaching discipline, report directly to a faculty member and be evaluated regularly. Additional Texas State requirements include enrollment in at least nine (9) SCH in a graduate degree program, must be a degree-seeking candidate and must maintain a 3.0 Texas State grade point average. Any exceptions must be approved by the Dean of the Graduate College.
Graduate teaching assistants receive a faculty contract for a semester or academic year basis, are paid on a monthly basis, appointed via a PCR, and are exempt from FLSA.
Graduate instructional assistants are employed by an academic department, paid from faculty salaries, but are not reported as the "Teacher of Record". Graduate instructional assistants are responsible for a specific group of students and assign some portion of these same students' grade. Additional Texas State requirements include enrollment in at least nine (9) SCH in a graduate degree program, must be a degree-seeking candidate and must maintain a 3.0 Texas State grade point average. Any exceptions must be approved by the Dean of the Graduate College.
Graduate teaching assistants are appointed for a semester or academic year basis, are paid on a monthly basis, appointed via a PCR, and are exempt from FLSA.
Graduate Research Assistants and Doctoral Research Assistants – Texas State requirements include unconditional acceptance into a graduate degree program. The student must enroll in at least nine graduate SCH in a graduate degree program each fall and spring semester of employment and in at least three graduate SCH during the summer, if their initial enrollment is in the summer.
The dean of The Graduate College must approve graduate and doctoral research assistants taking more than 12 graduate semester hours in the fall or spring semester of course work or those taking more than six graduate semester hours per summer session. The student must also maintain a minimum 3.0 Texas State GPA in course work leading toward the completion of a graduate degree. The dean of The Graduate College must approve any exceptions. The graduate advisor, department chair, or school director must submit requests for exceptions in writing to the dean of The Graduate College prior to the first day of employment.
What documentation do I need to include with my PCR to hire a graduate instructional assistant or a graduate research assistant?
The department must make sure that all insurance eligible students (those with an appointment of at least 4.5 months and an FTE of 50%) go the Human Resources Benefits Office prior to their start date. An I-9, W-4, and a graduate insurance eligibility acknowledgement form are sent for new hires. Departments maintain the records on these students since they are not teachers of record and therefore do not receive a contract from the Provost.
From what funding sources can I pay a graduate teaching assistant or a graduate instructional assistant?
Graduate teaching assistant and graduate instructional assistants must be paid from faculty salaries.
Graduate research assistants are paid from graduate student salaries or grants. They should not be paid from E&G funds without prior approval from the Provost Office.
A graduate student should not be appointed for more than 50% FTE without prior approval from the Dean of the Graduate College. A student may work up to 75% FTE with approval from the Dean of the Graduate College.
Can I hire a graduate student in a monthly paid appointment and an hourly paid appointment simultaneously?
No. Individuals cannot be paid from the hourly payroll and monthly payroll within the same month. In addition, if you are changing a student from an hourly position to one paid on the monthly payroll or vice versa, please contact the Faculty Records Office to determine the appropriate way to handle the change.
Candice Satchell (cs49, 5-7563)