May 23, 2000

 

 

 

 

 

 

 

 

Memorandum

 

 

TO:

Graduate Program Directors, and Administrative Assistants/Secretaries – Graduate Program Coordinator

FROM:

John Chambers, Director of Administration

SUBJECT:

GRADUATE ASSISTANTSHIPS - FALL PA FORMS

 

The process of preparation and approval of PA forms for graduate assistantships and fellowships is beginning and each year the problems and errors seem to multiply. In an effort to make sure that the authorization by my office does not cause any hold-ups and in order to accelerate input onto the Payroll system, I am asking for your help at the PA form preparation stage.

 

For all fall 2000 PA forms for graduate assistantships and fellowships please include the following information in the “Comments” box on the face of the form:

1.      The student’s admission status. A graduate student cannot hold an assistantship unless they have been formally and unconditionally admitted to Graduate School. Conditional admits are disqualified during the period the condition applies unless approval given by Graduate School Dean.

2.      The number of hours of classes in which the student will enroll during the period of appointment. A graduate student must be enrolled in graduate classes throughout the period of appointment and in accordance with minimum requirements for the given level of FTE.

3.      The student’s current major. A graduate student in non-degree studies cannot hold an assistantship unless approval given by Graduate School Dean.

4.      The student’s current cumulative GPA. A graduate student whose GPA falls below 3.0 cannot hold an assistantship.

5.      If a Teaching appointment, a description of the classes to be taught or statement that student will only assist the instructor of record. A graduate student can only teach classes if they have earned the minimum required graduate hours of study in the subject being taught.

 

 

 

These qualifying requirements are detailed in the “Department’s Guide to the Administration of Graduate Assistantships”, copies of which have been distributed to departments. It is also on the Graduate School web site at http://graduate.ua.edu/publications/ga/gaguide.htm#qualifications .

 

Additional hard copies may be obtained from the Graduate School office.

 

I should also like to remind everyone of the combinations of graduate assistantship type, graduate fellowship, budget sub-codes, and occupation codes to be used for every appointment. They are as follows:

 

Type of Appointment

Budget sub-code

Occupation code

Graduate Teaching Assistant – Assisting the Instructor of Record

2520

4401

Graduate Teaching Assistant – Instructor of Record

2520

4005

Graduate Research Assistant - Research

2530

4203

Graduate Assistant – Admin. Or Other

2530

6003

Graduate Fellowship

4720

4006

 

For your assistance I have included a pro-forma PA form with a suggested layout for the inclusion of this information in the comments section. This memo and attachments will also be available on our web site.

 

If you have any queries about any of the information included in this memo please contact me at: jchamber@aalan.ua.edu

 

Thank you for your help with the process of approval of graduate assistant appointments.

 

 

 

 

 

Enc.