Mission of Graduate and Professional Studies
The mission of Graduate and Professional Studies is to ensure graduates acquire the
knowledge, skills, and habits of mind necessary for intellectual growth, full and
participatory citizenship, employability, and entrepreneurship in a diverse and changing
environment.
Purpose of the Handbook
The Graduate Assistantship Handbook serves as a comprehensive guide designed to establish
a clear and transparent framework for the management of the Graduate Assistant Program
at Fairmont State University. This handbook encompasses an overview of the policies
and procedures pertinent to the administration of graduate assistantships. Both graduate
assistants and their supervisors are expected to familiarize themselves with the contents
of this handbook, as well as with the broader policies and procedures outlined in
the Graduate Catalog and on the Fairmont State Human Resources webpage.
Introduction to Graduate Assistantships
Graduate assistantships positions at Fairmont State provide students with financial
support and professional experience while contributing significantly to our academic
and administrative capabilities. Graduate Assistants (GAs) are, first and foremost,
graduate students pursuing an education at Fairmont State University. The opportunity
to work closely with faculty members and undergraduate students in teaching, research,
or administrative environments is an integral part of that education. The addition
of a GA to a department or unit is intended to benefit both the unit and graduate
student.
GAs are considered student employees. As such, their primary purpose for being at
the institution is to obtain an education. A student employee is not eligible for
benefits and is not covered by the classification program. Service in this capacity
does not apply to any seniority or years of experience.
Benefits of Graduate Assistantships
GAs provide financial support for graduate students while they are pursuing a master’s
degree. The financial support (e.g., stipend, tuition, benefits) is part of the University’s
commitment to the success of our graduate students. The assistantship should mutually
benefit the educational and professional trajectory of the graduate student and the
department or unit they serve. As supervisors, your role in mentoring and guiding
GAs is crucial in maximizing these benefits, thereby enhancing their educational experiences
and future career prospects. Supervisors are encouraged to foster an environment where
GAs can thrive, making the most of the opportunities presented during their time at
FSU.
Benefits of a GAs at FSU include, but are not limited to:
- Gain a deeper level of expertise in the field of study
- Network with faculty, administration, and professionals in the field.
- Collaborate with other graduate students and assistants
- Develop leadership skills
- Develop teaching skills
- Acquire administrative experience
- Enhance research skills
- Enjoy an opportunity to contribute to an office, department or unit on campus
- Receive tuition assistance and a stipend
Types of Graduate Assistantships
A GA is a graduate student who is appointed as a University employee to provide the
student with apprenticeship experience and with financial support for graduate education.
Fairmont State University recognizes student employment as an assistantship only under
the definitions, conditions, and categories below. Student employment outside these
parameters will not be deemed Assistantships. The three categories of Graduate Assistantship
include Graduate Teaching Assistant (GTA), Graduate Research Assistant (GRA), and
Graduate Service Assistant (GSA).
Graduate Teaching Assistant
Graduate Teaching Assistants (GTA) assist faculty with instructional responsibilities
or serve as the secondary instructor in one or more courses. GTAs are selected based
on past teaching experience or academic promise as effective instructors in their
field of study. Duties may include assisting faculty with teaching-related tasks (e.g.,
leading discussion groups, lecturing, laboratory, preparing instructional materials,
grading exams), responsibilities associated with a self contained class, and/or advising
students.
GTAs who have the primary responsibility of teaching a course for credit and/or assigning
final grades for such a course must have earned at least 18 graduate semester hours in the teaching discipline, be under the direct supervision of a faculty member experienced in the teaching
discipline, receive regular in-service training, and be regularly evaluated. All first-time
teaching assistants are required to attend the Graduate Assistant Professional Development
Workshop that is held prior to the beginning of each semester.
Graduate Research Assistant
Graduate Research Assistants (GRA) are selected for excellence in scholarship and
promise as researchers. GRAs work in research, administrative, academic, and other
university settings to assist faculty or other university personnel on research projects.
They do part-time research as a 5 portion of their training under the direct supervision
of regular faculty members or work with administrative units to support the research
initiatives of the institution. Duties vary by discipline and program, but generally
include data collection and entry, data analysis, attending conferences to present
results, and training and supervising less experienced researchers.
Graduate Service Assistant
Graduate Service Assistants (GSA) work with the administrative staff of a college,
department, or office to assist in the operations of the university whose mission
is closely related to the student's area of academic study or interest. Service assistantships
are available for academic and nonacademic units. Duties vary widely, but may include
gathering, organizing, and analyzing information, implementing, and evaluating programs,
academic advising, academic tutoring, athletic administration, career counseling,
preparing marketing materials, and recruitment events.
GSAs should be engaged in duties that are more advanced than those performed by undergraduate
student workers. Ideally, they should be assigned specific projects with clear deliverables.
GSAs should not be expected to provide front desk coverage/reception duties as their
primary responsibilities.
Graduate Assistantship Eligibility
To be eligible for an Assistantship, a student must be fully admitted to a master’s
degree program at Fairmont State University. Non-degree students may not hold an Assistantship.
Students may utilize an Assistantship to pay for one master’s degree. Students pursuing
a second master’s degree will not be eligible for an Assistantship.
Initial Appointment
To be eligible for an initial appointment to an Assistantship position, the prospective
GA must:
- Be eligible for regular admission to a graduate degree program,
- Be enrolled in at least nine (9) credits hours of graduate degree coursework consistent
with their plan of study AND be in good academic standing,
- Demonstrate communication skills appropriate to responsibilities of the graduate assistantship,
- Demonstrate evidence of subject matter competence, and
- Demonstrate qualifications as necessary to perform assigned duties.
- Once a GA has signed their offer letter for a position, they cannot ask to be moved
to another open position on campus for that Academic Year.
Reappointment
In addition to the qualifications listed above, reappointment to a GA position requires
a pattern of significant progress in accomplishing graduate degree requirements. At
a minimum, this means:
- Maintain a 3.0 grade point average or higher,
- Demonstrate satisfactory academic program toward degree completion,
- Be enrolled in, and complete, a minimum of three (3) courses or nine (9) hours of
equivalent graduate level work toward the graduate degree including work toward the
completion of the thesis/project each semester (withdrawal from a course(s) after
the fourth week does not constitute acceptable progress),
- Complete all prerequisite coursework in the first semester of appointment unless such
prerequisites cannot be completed in a single semester including all mandatory trainings
such as Title IX, FERPA, Cybersecurity, etc.,
- Adhere to the University Code of Conduct found in the student handbook,
- Perform GA duties satisfactorily, as evaluated by their immediate supervisor,
- Complete an assistantship evaluation each semester,
- Demonstrate professional communication and interpersonal skills appropriate to the
graduate assistantship, and,
- Adhere to the academic standards and workload requirements.
The Office of Graduate and Professional Studies is responsible for verifying the eligibility
and compliance of all applicants.
Appointment as a GA does not confer any rights to permanent appointment to any person.
The length of service of a GA does not alter the temporary nature of the appointment
or confer additional rights upon such person. Appointments are generally made on an
academic yearly basis.
Normally Fall semester contracts begin the Monday when Fall semester classes begin
and end no later than the end of the week before Final exams. Spring semester contracts
begin the Monday when Spring semester classes begin and end no later than the end
of the week before Final exams. An academic year is the period of time from the beginning
of school in August to the end of school in May which encompasses both the Fall and
Spring semesters.
Graduate Assistantship Compensation
Tuition Waivers
GAs are granted in-state tuition waiver, and the waiver only covers courses required
for the degree program associated with the GA position. Assistantships are typically
one-year appointments, beginning in the Fall semester. No tuition waiver can be retroactive
to semesters before work begins.
In order to have the tuition waiver processed in a timely manner, it is important
that a student registers for their classes as early as possible, but no later than
3 weeks prior to the start of the semester.
Stipend
In addition to the tuition waiver, GAs receive a stipend of $4000 for the Fall and
Spring semesters in which they work. GAs are paid a flat amount each bi-weekly pay
period divided over 8 pays in the semester they are working. Their pay is processed
and paid on the same pay dates as all other employees. GAs are subject to all applicable
Internal Revenue Service and Social Security Administration laws, regulations, and
policies. Because of the U.S. federal tax code revisions effective January 1, 1987,
all graduate students became liable to pay income tax on compensation (i.e., the stipend)
received for GAs. The amount remitted for tuition qualifies as a non-taxable scholarship.
Any significant reduction of hours, or early termination of the placement will result
in a pro-ration of pay and may result in the rescinding of the tuition waiver. GA
stipend is broken into nine pays per semester. GAs are not paid over break periods
such as Winter Break in December and over the summer term. Since FSU employees are
paid in arrears, when starting a new semester, GAs can expect a delay in pay. In example,
based on the new semester starting Jan. 12 that puts them into the Feb. 6 payday.
Please consult the Employee Pay and Holiday calendar on the Fairmont State webpage
for more information.
Non-Covered Fees
The tuition waiver does not cover additional fees, such as course fees, program fees,
e-learning fees, and graduation fees. GAs are responsible for these payments.
Summer Term and Fee Waivers
GAs typically do not work in, and therefore do not receive stipends, during the summer
term. If a student holds an assistantship position for a Spring semester and has met
all the requirements (full-time status, good academic standing, and satisfactory performance
of assigned duties and responsibilities), a fee waiver for the summer semester may
be awarded, based upon the availability of funds.
Duration of Benefits
The tuition waiver is limited to the number of semesters that correspond to the typical
duration required to complete the degree in the GA's academic discipline. At Fairmont
State University, this period is up to two (2) years for master’s students. Exceptions
to this time limit may be requested from the Dean of Graduate Studies.
Payroll Deductions – Tax Status
GAs are subject to all applicable Internal Revenue Service and Social Security Administration
laws, regulations, and policies. Because of the U.S. federal tax code revisions effective
January 1, 1987, all graduate students became liable to pay income tax on compensation
(i.e., the stipend) received for assistantship. The amount remitted for tuition qualifies
as a non-taxable scholarship.
Work Hours Expectation
A full-time graduate assistantship appointment is for a maximum of twenty (20) hours
per week, and a half-time is for 10 hours of work per week. A student may hold two
half-time assistantships to total no more than 20 hours of time per week. The remainder
of a student’s time is typically spent making progress toward degree completion. Graduate
assistants may not work more than a total of 20 hours per week on average.
Full-time GAs may not be appointed concurrently in other Fairmont State University
positions. Appointment as a GA does not confer any rights to permanent appointment
to any person. The length of service of a GA does not alter the temporary nature of
the appointment or confer additional rights upon such person. Appointments are generally
made on a semester-by-semester basis.
GAs and their supervisor should establish a standard work schedule. Variations in
work schedule and any opportunity for remote work will be at the discretion of the
supervisor. You must notify your supervisor, at least one hour in advance, if you
are not able to be at work at your scheduled time. Requests for days off should be
made in advance whenever possible. Every effort should be made to make up the missed
hours.
Excessive lateness or absences may be grounds for the discontinuation of your GA position.
Lunch Breaks
When an employee is scheduled to work more than four (4) hours, the supervisor is
required to give him/her a lunch break of 30 minutes. When an employee works a shift
of less than four hours, it is at the supervisor’s discretion whether she/he takes
an unpaid meal break of 30 minutes, the exact timing of which is at the discretion
of the supervisor. An employee is not allowed to take a lunch break at the end of
his/her shift and leave early.
Rest Breaks
Employees may be granted rest periods not to exceed two 10-minute breaks per 8 hour
day. Break periods shall be granted at the discretion of the supervisor. The purpose
of such break periods is to provide relief from duties and absence from the workstation,
offering employees the opportunity to attend to personal activities (i.e. to make
personal calls). Based upon operational needs, an employee may be required to work
through a break; in such cases, the employee is not entitled to additional compensation.
Breaks are compensated work-release time and may not be used or accrued to make up
work time, leave work early, or extend lunch time, etc.
Residency Classification
All Graduate Assistants on a full-time or half-time appointment are billed at the
in-state rate for credits taken during their appointment. Official residency classification,
however, does not change. Consequently, at any time when a graduate student is no
longer supported by an assistantship, he or she will be billed according to the official
residency status that was assigned upon admission. Thus, a student may pay in-state
rates during the academic year but out-of-state rates during the summer if the student
is classified as out-of-state. Graduate students are urged to be aware of their official
residency classification status and to address any problems immediately.
Responsibilities
The specific duties of a given assistantship will vary with each position. GAs should
meet with their supervisor at the start of the appointment to identify specific responsibilities
and expectations. Parameters and timelines of projects should be clearly defined.
While some administrative duties may be included, the primary role of the GA should
not be to provide administrative support or office coverage for a College or department.
Duties and responsibilities of a GA should serve the needs of the department while
also providing professional development and growth opportunities for the GA. Supervisors
should provide ongoing mentorship throughout the appointment.
Dress Code
All employees are to be suitably attired and groomed during work hours or when representing
the interests of Fairmont State University. The supervisor will determine the appropriate
dress and grooming codes for each department or work area, according to operational
need. Dress and grooming codes will be nondiscriminatory.
Training and Professional Development
All GAs are required to attend an online orientation session before the fall semester
begins (typically in the first week of August) and may complete several training courses
before beginning work such as the required University annual trainings in FERPA, Title
IX, and Cybersecurity.
In addition, GAs with Teaching Assistantships will be required to complete New Faculty
Orientation and the Blackboard Ultra Training Course, both of which are offered by
the Center for Teaching, Learning and Innovation (CTLI). Information on these training
can be found on the CTLI website.
GAs have the option of participating in the Student Professional Corps. The Student Professional Corps (SPC) is an optional professional development program
available to any Fairmont State student working on campus. Through the SPC, GAs have
the opportunity to earn digital badges that showcase the skills they’ve developed
in areas such as communication, teamwork, critical thinking and leadership. These
badges are verifiable credentials that can be displayed on a résumé, LinkedIn profile,
or digital portfolio to demonstrate workplace readiness to future employers.
The SPC curriculum is 100% self-paced so GAs can complete the modules when they have
time to do so. All SPC courses are hosted in Blackboard, under Organizations (Organizations
work just like Courses in Blackboard). Contact Nicole Samson, Career Connections Coordinator,
with questions and to learn more.
Any additional, specialized training required to fulfill the responsibilities of the
GA position will be conducted within the GAs work hours and any costs will be covered
by the department.
Assistantship Application and Selection Process
Each year, the number of applications for assistantships exceeds the number of available
positions, so the selection process is competitive and not everyone who applies is
invited to an interview. Applicants are strongly encouraged to apply early and make
sure their application file is complete and accurate by the annual application deadline
date of March 15. The application deadline may be extended during the search process.
The graduate assistant selection process at Fairmont State involves the following
steps:
- Departments or units requesting a graduate assistant must submit a detailed position
description by March 15. Having an existing Graduate Assistant position in a department
does not guarantee the department a position the following year.
- Eligible students apply for a graduate assistantship through the job posting portal
on the Office of Human Resources webpage.
- Access to applicant materials is limited to persons with authorized access in the
conduct of university business. Individual applicants shall not have access to these
files.
- Each open assistantship position is managed by the department or unit looking to fill
the vacancy. At minimum, the graduate program director, dean, or supervisor will review
the pool of completed student applicant files and select the most qualified candidates
for consideration by April 1.
- Top candidates are invited by the department or non-academic unit to interview. The
Office of Graduate and Professional Studies does not schedule interviews.
- Search Committee members evaluate interviewees and submit a their top candidates (ranked
first choice, second choice and third choice (if applicable) to the Office of Graduate
and Professional Studies by April 30.
- The Office of Graduate and Professional Studies will match applicants with positions
and notify the departments of their GA by May 15. Should an applicant be selected
by more than one department, the student will be given the option to choose their
position.
- After a match has been made, the Office of Graduate and Professional Studies will
contact the candidate to extend an offer.
- If the offer is accepted, the Graduate Office will contact the student via email with
instructions to complete the appointment letter, I-9, and payroll forms as required.
Assistantship positions will not be processed until all forms are completed.
- International students are subject to additional rules articulated by the federal
government. Differences between international and domestic students include work eligibility,
tax status and the ability to have additional on-campus employment. International
students must obtain a social security number prior to becoming eligible to work.
International students are to direct their questions the Office of Global Engagement
at (304) 368-7111 or at the Office located in Turley Center, Room 216.
Applications for Graduate Assistantships are to be treated with the strictest confidentiality.
All deliberations on applications shall be conducted in executive session and remain
confidential as provided by law. Violation of this confidentiality is considered to
be unprofessional conduct and is grounds for disciplinary action.
