The Graduate School

Graduate Assistantships at Middle Georgia State University provide graduate students with opportunities to develop professional skills and gain meaningful experience while contributing to the academic and operational work of the University.

Graduate Assistants occupy a dual role as both graduate students and University employees. Academic progress remains the student's primary responsibility, while successful completion of assigned assistantship responsibilities is an important condition of the appointment.
This handbook provides Graduate Assistants, supervisors, and hiring units with information regarding eligibility, appointment, compensation, work expectations, supervision, academic requirements, renewal, and other responsibilities associated with Graduate Assistantships at Middle Georgia State University.

Questions regarding an assistantship should generally be directed first to the Graduate Assistant's supervisor. Questions concerning eligibility, appointment, or administration of the Graduate Assistantship program may be directed to The Graduate School. Employment-related questions may be directed to Human Resources.

This handbook provides guidance specific to Graduate Assistantships at Middle Georgia State University. Graduate Assistants are also subject to applicable University System of Georgia policies, Middle Georgia State University policies, Graduate School policies, employment requirements, academic catalog provisions, student conduct requirements, and requirements of the hiring department or unit.

If a provision of this handbook conflicts with an official University or University System of Georgia policy or with applicable law, the governing policy or legal requirement will supersede.

Current University policies may be obtained through the Middle Georgia State University Policy Manual, Student Handbook, Human Resources, The Graduate School, or other responsible University office.

Graduate Assistantships are administered by The Graduate School in coordination with hiring departments and units, Human Resources, and other University offices as appropriate.

The Dean of the Graduate School has final authority regarding Graduate Assistant eligibility, continuation, and termination, in consultation with the hiring unit, Human Resources, and other appropriate University officials when necessary.

Graduate Assistantships are contingent upon:

• student eligibility;
• completion of all required hiring processes;
• available funding;
• satisfactory academic standing;
• satisfactory performance;
• continued enrollment;
• departmental or institutional need; and
• compliance with applicable University requirements.

An assistantship does not guarantee future appointment or continued appointment beyond the period specified in the appointment.

Graduate Assistant - General positions provide support to departments, programs, faculty, staff, or University offices through research, administrative support, student support, professional activity, and other assignments appropriate for a graduate student.

Depending upon the position, duties may include:

• conducting literature reviews or collecting and analyzing data;
• assisting with research projects, reports, presentations, or grant-related activities;
• supporting academic or administrative offices;
• coordinating events, programs, workshops, or outreach activities;
• managing records, databases, or communications;
• assisting with student-success initiatives;
• mentoring or supporting undergraduate students; and
• completing other projects or services that support the mission of the University.

Assignments should provide opportunities for professional or scholarly growth while meeting the operational needs of the University.

Graduate Assistant Instructors provide instructional support and teaching in an area related to their graduate study.

A GA-I may:

• prepare instructional materials;
• grade assignments;
• proctor examinations;
• lead discussion sections, laboratories, or tutorials;
• hold office hours;
• provide appropriate student instructional support; and
• teach an undergraduate course as Instructor of Record under faculty mentorship and supervision.

A GA-I serving as Instructor of Record must:have completed at least 18 graduate credit hours at the 5000 level or above in the area of instruction;

• teach only 1000- or 2000-level undergraduate courses;
• have an assigned faculty teaching mentor; and
• meet all other University credentialing requirements.

A GA-I may teach a maximum of six credit hours per semester.

Graduate Assistant Coaches support Middle Georgia State University athletic programs while gaining professional experience in collegiate athletics and coaching.

Responsibilities may include:

• assisting with practices and competition;
• supporting individual and team skill development;
• assisting with strength and conditioning activities;
• supporting recruiting activities;
• assisting with game preparation and program operations;
• maintaining equipment or athletic facilities as assigned;
• providing academic or developmental support to student-athletes;
• supporting team travel and activities; and
• carrying out other responsibilities associated with the assigned athletic program.

Graduate Assistant Coaches work under the supervision of the appropriate Head Coach and are subject to applicable Middle Georgia State University, University System of Georgia, NCAA, Peach Belt Conference, and Athletics policies and requirements.

Because of the nature of intercollegiate athletics, GA-Coach schedules may include evenings, weekends, travel, practices, competitions, and other activities occurring outside normal University business hours.

Graduate Assistantships may be in-person, hybrid, or remote when appropriate to the position and the needs of the University.

The hiring unit will determine the modality of the position in consultation with The Graduate School and other appropriate University offices. The Graduate Assistant should be informed before beginning the appointment of:

• required work location;
• expected schedule;
• required campus presence;
• communication expectations;
• meetings or other scheduled responsibilities; and
• any position-specific availability requirements.

Remote or hybrid Graduate Assistants remain subject to the same expectations for supervision, confidentiality, communication, productivity, professionalism, and completion of assigned responsibilities as Graduate Assistants working fully on campus.

To be eligible for appointment or reappointment as a Graduate Assistant, a student must:

• be fully admitted to an approved graduate degree or certificate program at Middle Georgia State University with Regular Admission Status;
• be enrolled in at least six graduate credit hours during each semester of the assistantship;
• maintain at least a 3.0 cumulative graduate GPA;
• remain in good academic standing;
• have no graduate course grade below a B;
• be eligible to work in the United States;
• provide proof of health insurance for each semester of the appointment;
• successfully complete the required background check;
• complete all required employment documents and hiring processes; and
• meet any additional qualifications associated with the specific Graduate Assistant position.

Non-degree seeking, special admission, and undergraduate students are not eligible for Graduate Assistantships.

Middle Georgia State University employees are not eligible to hold a paid Graduate Assistantship.

Final-Semester Enrollment Exception

A Graduate Assistant who requires fewer than six graduate credit hours to complete the graduate degree may be permitted to enroll in fewer than six hours during the student's final semester of enrollment.

The student must otherwise remain eligible for the assistantship and must be enrolled in all remaining coursework required for completion of the degree.

This exception must be approved by The Graduate School.

Graduate Assistantships may be offered during the summer semester if funding permits.

Unless the final-semester exception applies, a Graduate Assistant appointed during the summer must:

• enroll in at least six graduate credit hours;
• meet all other academic and employment eligibility requirements; and
• remain within the maximum Graduate Assistant workload of 19 hours per week

Graduate Assistant positions are advertised through Middle Georgia State University's employment/job-posting system.

Students must complete the application process required for the advertised position. Selection is based on the qualifications and needs of the position and is subject to review and approval through The Graduate School and applicable University hiring processes.

An assistantship is competitive, and application does not guarantee selection.

Selected Graduate Assistants are hired through The Graduate School and assigned to an appropriate faculty or staff mentor or supervisor.

Letters of reference are not required as a general Graduate Assistantship application requirement unless specifically requested as part of the recruitment process for an individual position. An interview for the position is a requirement of the hiring process.

All Graduate Assistants are University employees and must successfully complete a background check and all required hiring and employment processes before beginning work.

Appointment periods vary by Graduate Assistant classification.

Graduate Assistant - General: Appointments are normally made for one semester.

Graduate Assistant Instructor: Appointments are normally made for a 10-month academic year and may be prorated for new appointments in the Spring semester.

Graduate Assistant Coach: Appointments are normally made for a 10-month academic year and may be prorated for new appointments in the Spring semester.

Appointments are not automatically renewed. Continued appointment remains subject to eligibility, satisfactory performance, funding, and institutional need.

Renewal or reappointment is not guaranteed.

Reappointment depends upon:

• continued academic eligibility;
• satisfactory performance;
• completion of assigned responsibilities;
• appropriate professional conduct;
• continued enrollment;
• availability of funding;
• departmental or programmatic need; and
• approval by The Graduate School.

A student must meet all Graduate Assistant eligibility requirements at the time of each new appointment.

Graduate Assistant compensation is established by the University and communicated through the applicable appointment or employment documentation. Specific stipend amounts are not established by this handbook and may change from year to year.

Graduate Assistant classifications have different compensation structures.

Graduate Assistant - General

Graduate Assistant - General positions receive a stipend. General Graduate Assistant appointments do not include a tuition waiver.

Graduate Assistant Instructor (GA-I) and Graduate Assistant Coach (GA-C)

GA-I and GA-C appointments receive a full in-state tuition waiver.

The in-state tuition waiver applies to tuition only. Graduate Assistants remain responsible for mandatory student fees and other charges not specifically covered by the waiver.

In addition to the in-state tuition waiver, compensation for a GA-I or GA-C will consist of either:

• a stipend; or
• when available and approved, University housing and a meal plan in place of the stipend.

The applicable compensation arrangement will be communicated as part of the appointment.

Availability of University housing or a meal plan is not guaranteed and may depend upon available resources and the terms of the particular appointment.

An in-state tuition waiver awarded as part of a GA-I or GA-C appointment will be prorated if the Graduate Assistant resigns, is terminated, drops below the required enrollment level, or otherwise becomes ineligible after the semester has begun.

If a Graduate Assistant begins an appointment after the official start date, resigns before the end of the appointment, or has the appointment terminated before its scheduled conclusion, the stipend will be prorated in accordance with University payroll and employment procedures.

All Graduate Assistants receiving a tuition waiver (GA-I and GA-C) must provide proof of health insurance for each semester in which they hold an assistantship. Graduate Assistants are responsible for maintaining required health-insurance coverage throughout the appointment period. If proof of insurance is not provided, a mandatory student health insurance fee will be billed to the student’s account.

Graduate Assistant appointments are administered in accordance with applicable Human Resources, University System of Georgia, and federal employment requirements.

Graduate Assistants do not accrue vacation leave, sick leave, or holiday pay as part of their assistantship. However, supervisors may provide reasonable flexibility for illness, emergencies, significant personal circumstances, or other unavoidable absences, provided that the essential responsibilities of the assistantship can still be met. Graduate Assistants should notify their supervisor as soon as reasonably possible when an absence is necessary and should work with the supervisor to address any responsibilities affected by the absence.

This handbook does not create a contract of employment. Graduate Assistants are employed on an at-will basis, and the University may end an appointment at any time, with or without cause, in accordance with applicable policy.

Graduate Assistant work assignments may not exceed 19 hours per week.

The nature of some assignments may cause the distribution of hours to vary from week to week. This is particularly true for responsibilities associated with athletics, events, travel, or other activities that do not occur on a uniform weekly schedule.

Supervisors should plan assignments so that the overall expectations of the position remain consistent with a part-time Graduate Assistantship and do not interfere unreasonably with the student's academic responsibilities.

Graduate Assistants may not volunteer additional assistantship hours in order to exceed the approved workload, and supervisors may not require or permit Graduate Assistants to work beyond the approved appointment structure.

If a Graduate Assistant believes that assigned responsibilities cannot reasonably be completed within the approved work expectations, the Graduate Assistant should notify the supervisor promptly. The supervisor should review the duties, priorities, schedule, or other expectations and make adjustments when appropriate.

The supervisor will establish the Graduate Assistant's work schedule in consultation with the student and with consideration for the student's academic schedule.
Graduate Assistants are expected to:

• report for assigned responsibilities as scheduled;
• be punctual and dependable;
• meet assigned deadlines;
• maintain appropriate communication with the supervisor;
• notify the supervisor promptly of absences, delays, or scheduling conflicts; and
• fulfill the responsibilities of the appointment professionally.

Graduate Assistants must perform duties consistent with their approved job classification and the responsibilities communicated by the hiring unit.

At the beginning of the appointment, the supervisor should review the position responsibilities with the Graduate Assistant and clarify:

• primary duties;
• expected work schedule;
• work location or modality;
• lines of authority;
• communication expectations;
• applicable deadlines;
• confidentiality requirements;
• performance expectations; and
• position-specific requirements.

Duties may evolve during the appointment as operational needs change, provided that the responsibilities remain appropriate to the Graduate Assistant's classification and approved appointment.

A Graduate Assistant may not simultaneously hold another position with Middle Georgia State University or another University System of Georgia institution during the Graduate Assistant appointment.

Students holding another MGA or USG position must end that employment before beginning the Graduate Assistant appointment.

Graduate Assistants may hold employment outside Middle Georgia State University and the University System of Georgia.

Outside employment must not:

• interfere with the student's academic progress;
• interfere with Graduate Assistant responsibilities or work schedule;
• create a conflict of interest;
• interfere with required University activities; or
• otherwise prevent the student from meeting the expectations of the assistantship.

Academic progress remains the student's primary responsibility.

Graduate Assistants are expected to conduct themselves professionally in interactions with students, faculty, staff, administrators, visitors, and members of the public.

Graduate Assistants must comply with applicable University expectations concerning:

• attendance and punctuality;
• professional communication;
• appropriate workplace behavior and dress code;
• confidentiality;
• use of University resources;
• conflicts of interest;
• student and employee conduct;
• nondiscrimination and harassment;
• information security; and
• other requirements associated with the position.

Graduate Assistants may have access to confidential student, employee, academic, financial, personnel, research, or institutional information.

Such information must be protected and may not be accessed, used, or disclosed except as authorized by the Graduate Assistant's responsibilities and applicable University policy and law.

Graduate Assistants whose duties involve student education records must comply with applicable requirements concerning the Family Educational Rights and Privacy Act (FERPA).

Graduate Assistants may be required to sign confidentiality or other agreements appropriate to their assignment. Confidentiality responsibilities continue after the assistantship ends.

Graduate Assistants must use University information systems, equipment, accounts, records, and electronic resources in accordance with applicable University policies and security requirements.

Graduate Assistants working remotely or in hybrid positions are responsible for protecting University information and accessing University systems only through approved methods.

Graduate Assistants must complete training required for their assigned responsibilities.
Depending upon the position, required training may include:

• FERPA;
• Title IX and sexual misconduct requirements;
• information security;
• research compliance;
• laboratory or workplace safety;
• NCAA, Peach Belt Conference, or Athletics compliance;
• University systems or technology;
• confidentiality; or
• other training required by the hiring unit or University.

Training requirements will vary according to the position.

Each Graduate Assistant will be assigned an immediate supervisor or mentor.

• Graduate Assistant - General positions may be supervised by an appropriate faculty or staff member.
• Graduate Assistant Instructors must have an assigned faculty teaching mentor.
• Graduate Assistant Coaches are supervised through the applicable Athletics reporting structure, ordinarily by the Head Coach for the assigned sport.

A Graduate Assistant may be reassigned to a different supervisor, department, or work assignment when The Graduate School determines that a reassignment would better support the needs of the student, the hiring unit, or the University.

Reassignment may be appropriate when an initial placement is not a good fit, when supervisory or operational needs change, or when another assignment would provide a more appropriate professional experience. A reassignment does not, by itself, indicate unsatisfactory performance or misconduct by the Graduate Assistant or supervisor.

Whenever practicable, The Graduate School will consult with the Graduate Assistant, current supervisor, and receiving supervisor or unit before a reassignment is made. The Dean of the Graduate School has final authority to approve Graduate Assistant reassignments.

A reassigned Graduate Assistant remains subject to the terms, eligibility requirements, compensation, appointment period, and work expectations of the original assistantship unless otherwise communicated in writing.

Graduate Assistant supervisors play an important role in ensuring that the assistantship is both a productive work experience and an appropriate professional-development opportunity.

Supervisors are expected to:

• review position responsibilities with the Graduate Assistant at the beginning of the appointment;
• establish reasonable work expectations and schedules;
• assign work appropriate to the Graduate Assistant's classification;
• ensure that work expectations remain within the approved Graduate Assistant workload;
• provide appropriate instruction, mentoring, and support;
• communicate regularly with the Graduate Assistant;
• provide timely feedback regarding performance;
• address concerns when they arise;
• ensure that required role-specific training is completed;
• safeguard the student's academic responsibilities when scheduling work;
• notify The Graduate School when significant concerns arise concerning eligibility, performance, or continuation; and
• complete Graduate School surveys or other requested assessments regarding the assistantship.

Graduate Assistants are expected to:

• understand the responsibilities of their position;
• communicate regularly with their supervisor;
• complete assignments professionally and on time;
• ask for clarification when expectations are unclear;
• notify the supervisor when workload or scheduling concerns arise;
• maintain required academic eligibility;
• complete required training;
• comply with applicable University policies and procedures;
• maintain confidentiality;
• promptly report changes that may affect eligibility; and
• participate in Graduate School assessment of the assistantship experience.

Supervisors should provide Graduate Assistants with feedback throughout the appointment.

The Graduate School will administer surveys or other assessment instruments concerning the assistantship experience. Supervisors will be asked to provide feedback regarding the Graduate Assistant and the assistantship assignment.

Graduate Assistants will also be given an opportunity to provide feedback regarding their assistantship experience and supervision.

These assessments are intended to help The Graduate School monitor the effectiveness of Graduate Assistantships and identify opportunities for improvement. A separate formal written performance evaluation is not required unless otherwise required by the hiring unit or applicable University procedure.

Graduate Assistants must normally remain enrolled in at least six graduate credit hours during each semester of appointment, including summer.

The final-semester exception described in Section 3.1 may permit enrollment below six graduate hours when fewer than six hours remain to complete the degree.

A Graduate Assistant should consult The Graduate School before withdrawing from a course or making an enrollment change that would reduce enrollment below the required level.

Graduate Assistants must maintain:

• a cumulative graduate GPA of at least 3.0;
• good academic standing; and
• no graduate course grade below B.

These requirements apply to initial appointment and reappointment.

A Graduate Assistant who receives a graduate grade below B, falls below a 3.0 cumulative graduate GPA, or is placed on academic probation during an appointment will ordinarily be permitted to complete the current appointment. However, the student will not be eligible for the next Graduate Assistant appointment unless all Graduate Assistant academic eligibility requirements have been restored.

This provision does not prevent termination during the current appointment for misconduct, failure to perform assigned responsibilities, loss of employment eligibility, disciplinary suspension or dismissal, or another basis for termination unrelated solely to the academic eligibility change.

Graduate Assistants must promptly notify The Graduate School of any change in enrollment, academic standing, or other circumstance that may affect eligibility.

A Graduate Assistant appointment is dependent upon continued enrollment as a graduate student.

A student who completes all requirements for the graduate degree is no longer eligible for a Graduate Assistant appointment after the applicable appointment period ends.

A Graduate Assistant appointment ends on the date specified in the appointment. Reappointment is not automatic and should not be assumed. A Graduate Assistant whose current appointment is allowed to end without a subsequent appointment has been nonrenewed, not terminated.

Nonrenewal may result from:

• lack of funding;
• changes in departmental or institutional need;
• completion of the student's degree;
• loss of eligibility;
• academic performance;
• performance of assistantship responsibilities;
• conduct or professionalism concerns; or
• other legitimate institutional considerations.

A Graduate Assistant who wishes to resign before the end of the appointment should notify the immediate supervisor and The Graduate School in writing as soon as possible.

When a stipend is part of the appointment, compensation may be prorated based upon the effective date of resignation.

A tuition waiver already applied for a GA-I or GA-C appointment will be prorated based on the date of the resignation.

Supervisors should address concerns regarding a Graduate Assistant's performance, attendance, communication, professionalism, or completion of duties promptly and clearly.

The response to a performance concern will depend upon the nature and seriousness of the issue. When appropriate, the supervisor should:

• communicate the concern to the Graduate Assistant;
• clarify the expected standard or responsibility;
• provide the Graduate Assistant with an appropriate opportunity to address the concern; and
• document significant or recurring concerns.

The University is not required to follow a fixed sequence of corrective actions before taking appropriate action concerning an appointment. Supervisors should consult the Graduate School when performance concerns are significant, recurring, or may result in termination or nonrenewal.

A Graduate Assistant appointment may be terminated before its scheduled ending date for reasons including, but not limited to:

• failure to perform assigned duties;
• significant or repeated failure to meet work expectations;
• unprofessional conduct;
• serious attendance or communication problems;
• falsification of University or employment records;
• academic misconduct;
• research misconduct;
• harassment or other serious misconduct;
• violation of University policy;
• misuse or unauthorized disclosure of confidential information;
• loss of eligibility to work in the United States;
• disciplinary suspension or dismissal from the University;
• serious safety concerns;
• failure to comply with required employment or position-specific requirements; or
• other circumstances that make continuation of the appointment inappropriate.

Ordinary academic eligibility changes are addressed under Section 7.3 and do not, by themselves, normally end the current appointment. When appropriate, concerns should be discussed with the Graduate Assistant and the Graduate Assistant should have an opportunity to respond.

Serious misconduct, threats to safety, falsification, harassment, research misconduct, significant policy violations, or similarly serious circumstances may result in immediate suspension from duties or termination without a prior corrective-action period.

The Dean of the Graduate School has final authority regarding termination of a Graduate Assistant appointment, following consultation with the supervisor, hiring unit, Human Resources, or other appropriate University offices as needed.

When a stipend is part of the appointment, compensation may be prorated through the effective date of termination. A tuition waiver already applied for a GA-I or GA-C appointment will be prorated based on the date of the termination.

Graduate Assistants are encouraged to raise concerns promptly so that issues may be addressed at the appropriate level. For concerns involving work responsibilities, supervision, scheduling, performance expectations, or other assistantship matters, the normal sequence is:

1. immediate supervisor;
2. the Graduate School.

Academic grievances, grade appeals, academic standing matters, academic misconduct proceedings, and other academic concerns are governed by applicable University academic policies and procedures rather than by this handbook. Graduate Assistants should consult the Graduate Academic Catalog, The Graduate School, or the appropriate academic unit for applicable procedures.

Graduate Assistants are subject to all applicable Middle Georgia State University and University System of Georgia policies concerning matters including:

• equal opportunity and nondiscrimination;
• accessibility;
• harassment;
• sexual misconduct and Title IX;
• retaliation;
• student conduct;
• employee conduct;
• research misconduct;
• conflicts of interest;
• information security; and
• other applicable institutional requirements.

Because University policies and procedures may be revised, this handbook does not reiterate those policies.

Graduate Assistants and supervisors should consult the current Middle Georgia State University Policy Manual, Student Handbook, Graduate Academic Catalog, Human Resources policies and procedures, or the responsible University office for the current requirements and procedures.

Questions regarding Graduate Assistantships may be directed to the office most closely associated with the matter:

Immediate Supervisor: Position responsibilities, scheduling, work expectations, routine performance questions, and day-to-day supervision.

The Graduate School: Graduate Assistant eligibility, appointments, renewal, academic requirements, assistantship administration, concerns regarding the assistantship experience, and final decisions concerning continuation or termination.

Human Resources: Employment procedures, hiring documentation, background checks, employment classification, and other employment-related matters.

Other University offices should be consulted when a matter falls within their institutional responsibilities.