HR 002 - Guidelines for Graduate Assistant Hiring

• A Position Request Form must be completed and signed by the Area VP/Equivalent, Finance, Human Resources and the President prior to starting the search process to fill the position (new or replacement). All positions will be posted internally and on the Seton Hill website.
• GA candidates must have a bachelor’s degree and be accepted into one of Seton Hill University’s eligible graduate programs (MBA or Education) prior to being offered a GA position. Graduate programs that require more than 40 hours of practicum, internship, intensive residency or rotations are excluded due to the intensive nature of the work and scheduling required.
• If an international applicant applies for a GA position, she/he must have a valid visa that permits work. Those on F1 visa need to have an active I-20 form, I-94 stamped F-1 Duration of Studies, valid passport, and social security card.
• Candidates that are being seriously considered for a GA position should complete a SHU Application (applications can be found on Griffin’s Lair - Forms - Human Resources or obtained from the Human Resources/Payroll Office during normal business hours). The application should be returned to Human Resources who will then send it to the supervisor.
• If the candidate is a graduate (or prior student) of Seton Hill University the supervisor must notify Human Resources and the Vice President for Administration and the Registrar who will conduct an internal background screening. The process will include checking the prospective candidate’s status internally to ensure that there were not any transgressions nor are there outstanding issues from when the prospective candidate was a student. This includes the following departments: Student Accounts, Student Life, Financial Aid, Academic Affairs, and Campus Police. Should anything arise the Vice President for Administration and the Registrar will present the information to the area council member to consider prior to making a hiring recommendation. No offer may be made prior to receiving notification from the VPA/Registrar regarding the results of the internal check.
• Supervisors should contact at least three (3) references for the GA candidate and document the individual’s name, phone number, the date of the discussion, and a summary of what the reference said about the candidate. The documentation should be sent to Human Resources for the personnel file along with the application, resume, cover letter, and any additional application material.
• When a candidate is selected to be offered a GA position, a personnel request form must be completed and signed by the Area VP/Equivalent prior to the GA starting. Efforts should be made to have the start date and end date coincide with the normal appointment period (July 1 - June 30).
• All offers of employment are contingent on the acceptable results of criminal background checks (PA and FBI) and PA child abuse clearance. If the Graduate Assistant position requires driving, a MVR check will be done in addition to the other mandated clearances. Job responsibilities cannot start prior to the completion and review of the PA State & PA Child Abuse clearances. Job responsibilities may begin prior to the receipt of the FBI clearance if the employee completes an Arrest/Conviction Report and Certification Form. Human Resources anticipates the typical turnaround time will be approximately 48-72 hours for the PA State & PA Child Abuse clearances and 10 days (from fingerprinting) for the FBI clearance.

Tuition Scholarship & Employment

• Graduate Assistants, as part of their position, will be offered a tuition scholarship at Seton Hill University for up to 9 graduate credits per semester (fall, spring which includes J-Term and M-Term, and summer), not to exceed 36 credits over a six (6) semester period. She/he must take a minimum of 3 graduate credits per semester during the academic year. M6 courses will be covered by the tuition scholarship for Graduate Assistants with a July 1 through June 30 appointment.
• Pre-requisite course work, undergraduate courses, courses outside of the GA’s graduate program curriculum, OCICU courses, independent studies, and student teaching are not covered by the tuition scholarship. If a GA wants to register for any of the above-mentioned courses, she/he will be responsible for paying the full per credit tuition rate for those courses. Graduate Assistants are not eligible for any tuition discounts.
• If a GA wants to take more than 9 credits per semester, she/he will be responsible for paying the full per credit tuition rate for the additional credits. Graduate Assistants are not eligible for any tuition discounts.
• Graduate Assistants are required to meet with their graduate program advisor to prepare a schedule for all graduate coursework to ensure adherence to scholarship guidelines. A copy of this schedule (signed by the program advisor and student) must be provided to Human Resources prior to the start of the GA’s first class. Any deviation from this schedule may result in additional expenses for the Graduate Assistant.
• The Director of Human Resources must be informed at least 60 days prior to appointment letters going out (May 31), if a GA will not be working the entire appointment year (July 1 - June 30th).
• All books and fees (including but not limited to parking/transportation, technology, graduation, course fees, etc.) and room and board are the responsibility of the GA. Graduate Assistants are eligible for a tuition scholarship for one Master’s Degree at Seton Hill University.
• Graduate Assistants will be compensated at an hourly wage for all hours worked in a work week (Sunday through Saturday). Each Graduate Assistant must track the actual working hours and submit a biweekly timesheet (approved by the supervisor) by 9AM every other Monday. The payroll schedule can be found on Griffin’s Lair - Documents - Payroll - Bi-weekly Payroll Schedule 20xx. Travel time to/from games and any meal periods are not considered working time and should not be included in ‘hours worked.’
• Any GA on a student visa is permitted to work no more than 20 hours per week while school is in session and must be a full time student (enrolled in 9 credits during the fall and spring semesters).
• The length of time a GA is employed is at most 24 months. The expectation is that graduate assistants will work and take classes according to the two (2) year completion track. However, if academic or job performance is unacceptable, scholarship and employment may be terminated prior to the end of 24 months.
• Tuition scholarship is contingent on successful academic progress and acceptable employment performance. Supervisors will be informed if academic status is at risk. Dismissal from a graduate program automatically results in termination of employment and scholarship. Termination of employment automatically results in termination of scholarship.
• Graduate Assistants are subject to all Departmental and Institutional Policies of the University.
• Graduate Assistants may not live with current undergraduate Seton Hill students.

Graduate Assistants from other Institutions:

This policy is only applicable to approved programs with approved institutions. Any new
arrangements must be approved by the Area Vice President/Equivalent and the President.
Seton Hill will pay the in state tuition rate for a maximum of 9 credits per semester, not to
exceed 42 credits in a six (6) semester period for graduate assistants from other institutions.
Because the program is not at Seton Hill the tuition paid is taxable to the individual student. In
addition, room and board at Seton Hill University will be awarded. The GA will receive a 19
meal/no flex plan. Seton Hill University reserves the right to place the GA in any available
room. Tuition should be billed to Seton Hill University.

Graduate Assistants will be compensated at an hourly wage for all hours worked in a work week
(Sunday through Saturday). Each Graduate Assistant must track the actual working hours and
submit a biweekly timesheet (approved by the supervisor) by 9AM every other Monday. The
payroll schedule can be found on Griffin’s Lair - Documents - Bi-weekly Payroll Schedule.
When on-call - Response time should be logged and will be compensated.