Graduate Council Policy Statement

As a matter of general principle, teaching by graduate students, whether they are graduate teaching assistants or adjunct faculty, should be at the undergraduate level.  In unusual circumstances, graduate students who have completed all coursework and examinations toward the doctorate and who have been advanced to candidacy may teach a lower level graduate course in any academic program.

Graduate students who are GTAs or who are hired as adjunct faculty should not teach graduate courses that enroll students in the same program or programs in which the GTA or adjunct will take courses. (Graduate Council Motion #188.8, adopted March 28, 1990.)

Refer to p.1 of the GA Hiring Guidelines

Eligibility

• Students must be admitted to graduate study at George Mason University.  Eligibility may further be limited to students in degree programs.
• Students hired as teaching assistants to teach a class must have at least 18 hours of graduate work in the field in which he or she is to teach.  The student must be under the direct supervision of a faculty member in the discipline, receive regular in-service training and be evaluated regularly. 
• A transcript(s) documenting the required number of graduate hours must accompany the Graduate Assistantship Appointment Form when the student is hired (even if this is the student's second appointment as a TA).  Students who conduct labs, grade papers, or perform other teaching support services are not required to have 18 hours of graduate work in the pertinent field.
• Students must be in good academic standing; that is, the student must have a minimum 3.0 GPA and may not have any recent unsatisfactory grades.
• International students whose native language is not English must have a TOEFL score of at least 600 (or an equivalent score on the computer based test version) to be hired as a teaching or research assistant.  This requirement must be met for every graduate assistant, whether or not the student actually teaches a class.  The TOEFL test may be waived if the student has a bachelor's or master's degree from an English speaking institution.
• If the student's native language is not English and they have primary responsibility for a class or lab, they must also pass the "SPEAK" test with a minimum score of 230.  Arrangements are made with the English Language Institute, 202 Krug Hall (993-3660). Evidence of the “SPEAK” test must accompany the Graduate Assistantship Appointment Form

Refer to p.1 of the GA Hiring Guidelines

Types of Assistantships
Graduate assistants fulfill a number of different roles at GMU, as described below.  All forms of assistantship are intended to contribute to the graduate student’s educational experience.  Therefore, they may not be assigned to perform secretarial or clerical duties.

• Graduate Teaching Assistants (Codes 01361/2/3/4)
  GTAs are GMU graduate students who participate directly in instructional activities under faculty supervision for not more than 20 hours per week.  GTAs may not teach more than two lower-division lecture courses, six semester hours of recitation sections, or nine semester hours of laboratory.
• Graduate Research Assistants (Codes 01381/2/3/4)
  GRAs are GMU graduate students who participate directly in research or research support activities under faculty supervision for not more than 20 hours per week.
• Graduate Information Technology Assistants (Codes 01391/2/3)
  GITAs are graduate students with specialized technical qualifications who participate in specialized teaching or research.

Refer to p.2 of the GA Hiring Guidelines

How Students Apply for Assistantships
Persons applying for admission to graduate programs at GMU may indicate their interest in being considered for a graduate assistantship by checking the appropriate box on their Graduate Admissions Application. Continuing graduate students may apply for assistantships by following the procedures outlined by the colleges, schools or institutes.

Refer to p.2 of the GA Hiring Guidelines

The Hiring Process
Graduate Assistants must be selected from the available applicant pool of all students who have requested consideration.  Each department or program establishes procedures to ensure that students are selected fairly and in accordance with university hiring guidelines.

1. The department or sponsored project director prepares and sends an Appointment Offer Letter with an Acceptance Form to the student.

2. The student returns the signed acceptance form and reports to the department or sponsored project director to complete the following forms:

1. Graduate Assistantship Appointment Form (for data entry purposes only)
2. Tax Forms (W-4 and VA-4, D-4 or MW507 as appropriate)
3. Direct Deposit Payroll Form
4. I-9 Form
   The Federal I-9 Form must be verified in person and signed by the hiring department or Office of International Programs and Services (OIPS).  If the appointment is for an international student, the student MUST go the OIPS to verify immigration documents, and to complete the I-9 and prepare tax forms.  Students should take their immigration documents, passport and I-94 and other appropriate information to OIPS.
5. Commonwealth Alcohol and Drug Policy
6. Emergency Contact Information
7. Selective Service Compliance Document (To be completed by male employees only).

3. The department forwards completed paperwork to the collegiate dean/institute director for approval.  The package should include the following items:

1. Appointment Letter
2. Signed Acceptance Form
3. Graduate Assistantship Appointment Form (For data entry purposes only)
4. Direct Deposit Payroll Form
5. I-9 Form
6. Completed Tax Forms (W-4 and VA-4, D-4, MW507 as appropriate)
7. Commonwealth Alcohol and Drug Policy
8. Emergency Contact Information
9. Selective Service Compliance Document (Male Employees Only)
10. Copy of “Speak Test” results, if required by assignment
11. Copy of TOEFL score, if required by assignment
12. Copies of transcripts, if required by assignment

Refer to p.3 of the GA Hiring Guidelines

Work Expectations
Full-time graduate assistants can sign contracts for no more than 20 hours per week during the academic year.  Work expectations will be established and monitored by the supervising faculty member.  The supervising faculty member also has the responsibility to evaluate the graduate assistants.

Students should communicate with their supervisors at the beginning of each semester to determine a schedule of office time, tasks, and expectations.

When Changes in Graduate Status Occurs

Prorating GTA/GRA Stipends When an Appointment Ends Early
Graduate assistants who are terminated early, regardless of reason, should be compensated in direct proportion to the total time worked up to the point of termination, as compared with the time of work expectation for the original appointment period.

Refer to p.7 of the GA Hiring Guidelines

Enrollment Requirements
With certain exceptions noted below, all full-time (20 hrs/wk) graduate assistants must be enrolled for at least 6 hours of graduate work during the Fall and/or Spring Semesters during which they are employed.  Part-time graduate assistants (10 hrs/wk) must enroll for a minimum of 3 hours of graduate coursework during the Fall and/or Spring Semesters during which they are employed. Each academic unit should monitor enrollment at the end of the schedule adjustment/registration period.  A graduate assistant not enrolled for the minimum hours of coursework must relinquish his or her assistantship.

Exceptions to the 6-hour enrollment required are only considered for students who need fewer than 6 hours to complete their degree and graduate.  If the student falls into this category, the student's graduate coordinator must forward a written request to carry a reduced load to the unit by the latest Schedule Adjustment Date.  This request should include the student’s status in his or her program and the number of remaining hours and specific courses that remain.  If all dissertation or thesis hours have been expended, the student must still register for one credit of dissertation or thesis work per semester.

Refer to p.7 of the GA Hiring Guidelines

Tuition Waiver Benefits
Tuition benefits are awarded at the discretion of the unit.  The awards will vary depending on the amount of tuition dollars allocated to the unit.  Receipt of a Teaching or Research Assistantship does not guarantee a tuition waiver.  Tuition for summer is not guaranteed to students receiving waivers in the fall and spring semesters.  Tuition benefits must not be used as a substitute form of compensation.  All compensation must be paid through payroll.

University policy allows full tuition support (in-state or out-of-state) to graduate students regardless of the source of funds.  To be eligible for a tuition waiver, the student must earn a minimum of $4,000 from academic related activities during the academic year, be hired as a Graduate Assistant, and take a minimum 6 hours of course work during each of the Fall and Spring semesters (12 hours total).  Fellowship monies may not be included or used when determining a student’s eligibility for tuition waivers.  The value of the tuition waiver must be described in the award letter.

Refer to p.9 of the GA Hiring Guidelines

Job Description: Graduate Teaching Assistant
A graduate teaching assistant (GTA) assists in the instruction of an upper or lower division course at the University under the supervision of a faculty member. The GTA primarily assists the faculty member in charge of the course by conducting discussion or laboratory sections that supplement faculty lectures and by grading assignments and examinations.

A GTA may also assist with the development of assignments or exams, hold office hours and proctor examinations.  In the case of basic language, reading and composition, some skills-building courses, and a few other courses, a teaching assistant may lead the class meetings, but as with all other GTAs, the general instructional content of the course, as well as the official assignment of student grades and decisions on grade appeals, are the responsibility of the faculty member in charge of the course.  In special instances, an advanced graduate student (advanced in PhD coursework) will be assigned responsibility for the entire instruction of a course and is referred to as a Graduate Instructor (GI).

Your responsibilities will vary by program and department, and it is necessary to set up a meeting with your faculty supervisor or department chair prior to the start of the semester to determine the specifics of your assignment. Each department, program, and professor will have different needs from their GTAs, depending on the nature of the course, the number of students in the course, and the particular semester in which the course is taught. 

Communicating with your Supervisor
It is understood that you are a student who is working your way through school. Your academic responsibilities are paramount.  You should communicate with your supervisor if your GTA responsibilities compromise your academic work.  If you have specific tasks, projects, or exams, you should make your supervisor aware in order that you both can arrange your time appropriately.  As a professor, your supervisor is interested in your success both academically and as a GTA.  Communication is integral in this process.

A good way to address such issues is to establish a weekly "touch base" with your supervisor.  During this meeting, you should ask for feedback on your performance as well as provide feedback regarding your interactions with individual students and administrators, your own academic responsibilities and progress, and any concerns you have regarding your GTA experience.

Interaction with Students
As a representative of the University, your interaction with students is governed by the same rules and regulations as faculty and administrators.  Professional conduct, demeanor, and attitude are required both within and outside of the classroom. 

It may be challenging for some GTAs who are close in age and experience to the students they are working with.  In some instances, a GTA may be familiar with students outside of the classroom in a social or other academic setting.  The dynamics of the relationship are altered in a GTA to student dyad.  If a conflict of interest or challenge arises in any situation, you should discuss it with your supervisor as soon as possible. 

Familiarize yourself with FERPA policies.  Your position as a GTA will provide you with access to student records, and you are responsible for maintaining confidentiality. 

Familiarize yourself with additional resources regarding the teaching process.  Your role as a GTA will require you to be familiar with all of the information provided on the syllabus and you will serve as an alternative resource to the students in the course(s) for which you are assigned.

Documenting your Teaching Assistantship
Your Teaching Assistantship is the first opportunity you will have to establish your teaching portfolio. Your portfolio will provide you and potential employers an opportunity to reflect on your experiences, strengths, and skills as an educator.

In addition to feedback established in regular meetings with your supervisor, it is important to obtain a written evaluation at the end of each semester. This feedback will allow you to discover your strengths and improve your skills. In addition, evaluations will establish the basis of your teaching portfolio and provide evidence of your improvement over time. Click here for a sample evaluation form.