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Graduate support staff

Meeting schedules for Graduate Support Staff

Tempe campus


DateTimeLocationCoordinator
Aug 161 - 2 p.m.Interdisciplinary B, room 286Karen Winters
Aug 2311 - 12 p.m.WXLR 206Lee Vandendriessche
Aug 232 - 3 p.m VirtualJulie McLain-Berger
Sep 191 - 2 p.m.TBDSean Sederstrom
Sep 201 - 2 p.m.Interdisciplinary B, room 286Karen Winters
Sep 2711 - 12 p.m.WXLR 206Lee Vandendriessche
Sep 272 - 3 p.m VirtualJulie McLain-Berger
Oct 181 - 2 p.m.Interdisciplinary B, room 286Karen Winters
Oct 2511 - 12 p.m.WGHL 481Lee Vandendriessche
Oct 252 - 3 p.m VirtualJulie McLain-Berger
Nov 151 - 2 p.m.Interdisciplinary B, room 286Karen Winters
Nov 211 - 2 p.m.TBDSean Sederstrom
Nov 2911 - 12 p.m.WGHL 481Lee Vandendriessche
Nov 292 - 3 p.m VirtualJulie McLain-Berger

Downtown Phoenix campus

Polytechnic campus

DateTimeLocationCoordinator
Sep 209 - 10 a.mVirtualSean Sederstrom
Sep 201 - 2 p.m VirtualKaren Winters
Oct 181 - 2 p.m VirtualKaren Winters
Nov 151 - 2 p.m VirtualKaren Winters
Nov 22 9 - 10 a.mVirtualSean Sederstrom

Thunderbird campus

DateTimeLocationCoordinator
Sep 281 - 2 p.m VirtualKaren Winters
Oct 181 - 2 p.m VirtualKaren Winters
Nov 151 - 2 p.m VirtualKaren Winters

West campus

DateTimeLocationCoordinator
Sep 281 - 2 p.m VirtualKaren Winters
Oct 181 - 2 p.m VirtualKaren Winters
Nov 151 - 2 p.m VirtualKaren Winters

      How to instructions

      Admissions self-help

      Academic advising self-help

      Committee Approval Request through DocuSign

      Below are the steps for staff members to submit electronic Committee Approval Requests through DocuSign. This process applies to both the One Time-Individual form and the Five Year-Blanket form. The process will remain the same for those applying to join Graduate Faculty.

      Please note: These instructions are for staff members submitting a Committee Approval Request. Students should contact their academic advisor for assistance. 

      Step 1: Access the DocuSign link.

       

      Step 2: Complete the landing page. The “Requester” is the academic advisor or the person initiating the form. The “Head of the Academic Unit” is the individual in the unit who is authorized to approve a committee request prior to sending to the Graduate College.  

      Step 3: Complete the DocuSign form and attach the required CV.

      Step 4: Click FINISH.

       

      What Happens Next?

      • The “Head of the Academic Unit” or “Authorized Signer” will review the form via email. They may approve or reject the nomination.
      • If approved, the electronic form and CV are routed to the Graduate College for approval.
      • Once approved by Graduate College and input into PeopleSoft, the requestor/advisor will receive an email notification from the Graduate College that the request is complete.
      • Advisors should communicate to the student that their request has been approved (or denied) and follow up appropriately.

       

      Additional Resources:

       

      Please contact the Graduate College with any questions. 

      General self-help

      Academic plan extension update instructions
      Updated: 9-10-13

      Access for Graduate Support Staff, how to request
      Updated: 10-25-17

      GPortal Financial Air Business Process Guide 
      Updated: 2-2017

      Deadlines for entering awards and tuition waivers:

      Summer 2018

                       July 27 - TA/RA Tuition Waivers

                       May 4 - UGF Block Grants

       Fall 2018

                       October 19 - TA/RA Tuition Waivers

                       October 26 - UGF Block Grants

       Spring 2019

                      March 15 - TA/RA Tuition Waivers

                       March 22 -  UGF Block Grants

       Summer 2019

                      July 8 - TA/RA Tuition Waivers

                       May 10 - UGF Block Grants

       

      GPS Top Ten Support Topics
      Updated: 6-2016

      Announcements

      Graduate Support Staff,
      Feel free to share the following information with undergraduates or colleagues within your units. These are two programs Graduate College is indirectly involved with:

      1. We are thrilled to announce that ASU students now have access to The Princeton Review’s innovative self-prep programs for graduate school admissions tests – at no or greatly reduced cost to eligible students!  We hope you will share this exciting news with ASU undergraduate students you come in contact with by encouraging them to get more information at the following websites:
        1. Career Services Test Prep information page – https://eoss.asu.edu/grad-test-prep
        2. Graduate College Explore Graduate School Workshops – https://students.asu.edu/graduate/egss
        3. The Princeton Review ASU Test Prep details page – princetonreview.com/partner/asu

      Graduate appointments

      Teaching and Research Assistantships/Associateships
      A common form of professional development and financial support for graduate students at ASU are graduate teaching and research assistantships and associateships. They provide graduate students with professional development opportunities that are unique to academia while also supporting the university’s teaching, research, and service missions. The graduate TA/RA Policy and Procedures Handbook describes the roles and responsibilities of TAs and RAs as well as policies regarding their supervision and evaluation. Students in these positions are eligible to receive a full or partial tuition award for the semester.

      Graduate Service Assistants
      These positions perform tasks within a specified unit in order to gain working knowledge and develop career-specific skills.  Students provide professional level support, performing various administrative tasks/projects that contribute to the mission of the unit.   A student will be responsible to an administrator or professional member of the unit who will supervise and train the student.  Students in these positions are not eligible to receive a tuition award.

      Graduate Interns
      These positions collaborate with an assigned company or organization external to the university in order to gain working knowledge and develop career-specific skills appropriate to the student’s area of study.  The student will provide professional level support to an assigned organization, assisting with projects, research and analysis, procedural studies, and planning. Students in these positions are not eligible to receive a tuition award.

      Appointing Process
      Graduate students are appointed to assistantships, associateships, or internships via a Personnel Transaction Request (PTR). Additional information on the hiring process can be found at https://asu.service-now.com/hress/kb_view.do?sysparm_article=KB0012712

      Additional information and forms regarding appointments can be found below.

      .25-.49 FTE Offer Letter

      [Date]

      Name
      Address
      City, State, Zip

      Dear _______________:

      The [department/division/unit] of _________ is pleased to offer you a position as a [teaching/research] [assistant/associate] [(TA)/(RA)] for the [fall semester 2016/academic year 2016–2017, etc.]. This is a [third-time/quarter-time/eighth-time, etc.] appointment with a compensatory stipend of [$_________]. ASU stipends are paid bi-weekly; your first pay date will be [list first pay date]. 

      The university provides an award covering a portion of the tuition costs for TAs/RAs with .25-.49 FTE appointments. The estimated tuition cost for students enrolling in 7 or more hours is $2,703 per semester. If you have applied for and/or received financial aid, acceptance of this assistantship may decrease your financial aid funding eligibility. . 

      Add a paragraph describing, as specifically as possible, the assistantship assignment and any orientation/training required by the department. Be sure to include dates, responsibilities, and faculty supervisor.
      Please be advised that as an employee of ASU, you will be subject to Arizona Board of Regents Policy 6-908 relating to the ownership of intellectual property (see www.abor.asu.edu/1_the_regents/policymanual/index.html). ASU retains the right to retain ownership in intellectual property developed by its employees. Employees receive recognition for and share in the revenue of intellectual property with commercial value. The Arizona Technology Enterprises (AzTE) is responsible for the development and commercialization of intellectual property developed by ASU employees (see www.azte.com). As an employee, you have an obligation to disclose any intellectual property you create to AzTE. 

      Add a paragraph on TA training if it is applicable to your hire, as follows:
      New TAs are required to attend an Orientation and Training Program for Teaching Assistants and Associates. Two sessions are available: Thursday, August 11 from 12:30 – 4:30 p.m. and Friday, August 12 from 8:30 a.m. – 12:30 p.m. For further information, please visit Teaching Assistant Development (TAD) program. The first pay period of the [fall/spring] semester includes the hours spent at the TA orientation sessions. Failure to comply with orientation requirements may jeopardize eligibility for Graduate Education awards programs and graduate appointments (e.g., travel grants, research awards and the assistantship). 

      If this offer is being made to a student whose primary language is not English, add the following:
      Graduate teaching assistants/associates whose native language is not English are required to take the TSE/SPEAK test or TOEFL iBT test. In order to assume primary teaching responsibilities students must earn a minimum score of 55 on the TSE/SPEAK test or 26 on the TOEFL iBT. A score of 50 on the TSE/SPEAK test is acceptable if the position is for a lab assistant or tutor.

      Please note that TAs and RAs must enroll for a minimum of six (6) non-audit units each fall and spring semester of their assistantship/associateship appointment. See the TA/RA Handbook for additional information.
      We are pleased to be able to provide this [teaching/research] [assistantship/associateship] appointment and appreciate your interest in our program and faculty. We would like to hear of your decision by [date]. If we have not received your acceptance by this date, the assistantship may be offered to another candidate. 

      Please indicate your acceptance of this [assistantship/associateship] by signing below and returning this form to the department. If you have any questions about these offers or the program, please call 480-965- ____. 

      _______ I accept this assistantship.

      _______ I am unable to accept this assistantship.

       

      Print Name: _____________________________________________

      Signature: ______________________________________________

      Date: __________________________________________________

      .50 FTE Sample Offer Letter

      [Date]

      Name
      Address
      City, State, Zip

      Dear _______________:

      The [department/division/unit] of _________ is pleased to offer you a position as a [teaching/research] [assistant/associate] [(TA)/(RA)] for the [fall semester 2016/academic year 2016–2017, etc.]. This is a half-time (20 hours per week) appointment carrying a compensatory stipend of [$_________]. ASU stipends are paid bi-weekly; your first pay date will be [list first pay date]. 

      The university provides an award covering the cost of tuition and covers individual student health insurance premiums for TAs/RAs with half-time appointments. If you elect to enroll in the individual student health insurance program, please be sure to select that option when registering for classes at MyASU. If you decline, you will be without coverage. If you have applied for and/or received financial aid, acceptance of this assistantship may decrease your financial aid funding eligibility.

      Add a paragraph describing, as specifically as possible, the assistantship assignment and any orientation/training required by the department. Be sure to include dates, responsibilities, and faculty supervision.
      Please be advised that as an employee of ASU, you will be subject to Arizona Board of Regents Policy 6-908 relating to the ownership of intellectual property (see www.abor.asu.edu). ASU retains the right to retain ownership in intellectual property developed by its employees. Employees receive recognition for and share in the revenue of intellectual property with commercial value. The Arizona Technology Enterprises (AzTE) is responsible for the development and commercialization of intellectual property developed by ASU employees (see www.azte.com). As an employee, you have an obligation to disclose any intellectual property you create to AzTE. 

      Add a paragraph on TA training if it is applicable to your hire, as follows:
      New TAs are required to attend an Orientation and Training Program for Teaching Assistants and Associates. Two sessions are available: Thursday, August 11 from 12:30 – 4:30 p.m. and Friday, August 12 from 8:30 a.m. – 12:30 p.m. For more information, please visit Teaching Assistant Development (TAD) program. The first pay period of the [fall/spring] semester includes the hours spent at the TA orientation sessions. Failure to comply with orientation requirements may jeopardize eligibility for Graduate Education awards programs and graduate appointments (e.g., travel grants, research awards and the assistantship). 

      If this offer is being made to a student whose primary language is not English, add the following:
      Graduate teaching assistants/associates whose native language is not English are required to take the TSE/SPEAK test or TOEFL iBT test. In order to assume primary teaching responsibilities students must earn a minimum score of 55 on the TSE/SPEAK test or 26 on the TOEFL iBT. A score of 50 on the TSE/SPEAK test is acceptable if the position is for a lab assistant or tutor.

      Please note that TAs/RAs must enroll for a minimum of six (6) non-audit units each fall and spring semester of their assistantship/associateship appointment. See the TA/RA Handbook for additional information. 

      We are pleased to be able to provide this [teaching/research] [assistantship/associateship] appointment and appreciate your interest in our program and faculty. We would like to hear of your decision by [date]. If we have not received your acceptance by this date, the assistantship may be offered to another candidate. 

      Please indicate your acceptance of this [assistantship/associateship] by signing below and returning this form to the department. If you have any questions about these offers or the program, please call 480-965-____.  
      Cordially, 

      _______ I accept this assistantship.

      _______ I am unable to accept this assistantship.

       

      Print Name: _____________________________________________

      Signature: ______________________________________________

      Date: __________________________________________________

      Add tuition remission award using gPortal

      Enter the information into gPortal (cs.oasis.asu.edu) to ensure that student receives appropriate tuition and health insurance benefits. For information and a training guide on entering awards into gPortal, go to Business Process Guide

      Deadlines for entering awards and tuition waivers:

      Summer 2018

                       July 27 - TA/RA Tuition Waivers

                       May 4 - UGF Block Grants

       Fall 2018

                       October 19 - TA/RA Tuition Waivers

                       October 26 - UGF Block Grants

       Spring 2019

                      March 15 - TA/RA Tuition Waivers

                       March 22 -  UGF Block Grants

       Summer 2019

                      July 8 - TA/RA Tuition Waivers

                       May 10 - UGF Block Grants

      If the TA/RA’s academic unit and hiring unit are not the same, the academic unit is responsible for entering this information.

      The HR Customer Service Center initiates payroll action.

      Graduate Service Assistant Job Description

      Prime function
      Performs tasks within a specified unit in order to gain working knowledge and develop career-specific skills.  Provides professional level support, performing various administrative tasks/projects that contribute to the mission of the unit.  Will be responsible to an administrator or professional member of the unit who will supervise and train the student.

      Examples of responsibilities
      Serves in an administrative capacity for a specified unit within the university, which may include the following duties and responsibilities.

      • Performs tasks related to specific function/program assigned
      • Develops work plans in accordance with program/organizational objectives
      • Assists in the collection of data and/or conducts independent research for the unit specific to the assignment
      • Assists in development of new programs, policies or procedures; coordinates programs as assigned
      • Assists with advisement of students regarding information, procedures and academic requirements of a specific program or major
      • Assists in specialized administrative or technical projects in area of assignment
      • May analyze procedures and makes recommendations for improvement
      • Prepares reports as needed
      • Supervises student employees

      Knowledge, skills and abilities

      • Knowledge of issues pertaining to area of assignment
      • Knowledge of management principles and practices
      • Knowledge of program coordination
      • Skill in organizing resources and establishing priorities
      • Skill in planning, organization, coordination of activities
      • Skill in establishing and maintaining effective working relationships
      • Skill in both verbal and written communication
      • Skill in the use of personal computer and related software applications

      Minimum qualifications

      • Currently admitted to a graduate degree program at Arizona State University
      • Maintain a 3.00 cumulative GPA for all ASU graduate credit courses
      • Must enroll in at least 1 credit hour during each fall and spring semester during the appointment

      Graduate Intern Job Description

      Prime function
      Collaborates with assigned company or organization external to the university in order to gain working knowledge and develop career-specific skills appropriate to the student’s area of study.  Provides professional level support to assigned organization, assisting with projects, research and analysis, procedural studies, and planning.

      Duties and responsibilities
      Serves in an intern capacity for a specified division, program or organization external to the university, which may include the following duties and responsibilities.

      • Performs tasks related to specific function/program assigned
      • Develops work plans in accordance with program/organizational objectives
      • Conducts independent research of administrative or operational areas specific to the assignment
      • Assembles and analyzes statistical data and makes interpretations for application to area of assignment
      • Assists in development of new programs, policies or procedures; coordinates programs as assigned
      • Assists in specialized administrative or technical projects in area of assignment
      • Creates and maintains databases
      • May analyze procedures and makes recommendations for improvement
      • Prepares reports as needed

      Knowledge, skills and abilities

      • Knowledge of issues pertaining to area of assignment
      • Knowledge of management principles and practices
      • Knowledge of program coordination
      • Knowledge of basic project management
      • Skill in organizing resources and establishing priorities
      • Skill in planning, organization, coordination of activities
      • Skill in establishing and maintaining effective working relationships
      • Skill in both verbal and written communication
      • Skill in the use of personal computer and related software applications

      Minimum qualifications

      • Currently admitted to a graduate degree program at Arizona State University
      • Maintain a 3.0 cumulative GPA for all ASU graduate credit courses
      • Must enroll in at least 1 credit hour during each fall and spring semester during the appointment

      Satisfactory progress and dismissals

      Types of Dismissals and Probations Defined

      Provisional Admission: At the end of each semester, Graduate College reviews students who were admitted provisionally to determine if they have successfully met the conditions of admission. If a student has met the conditions, the provisional admission hold will be removed from the student’s record. If a student has not successfully met the conditions of admission, Graduate College will dismiss the student from the program. Overseen by Graduate College. No appeal process.

      Admission with Deficiencies: At the end of each semester, the Academic Unit reviews students that have been admitted with deficiencies. If a student has successfully completed the deficiency requirements outlined by the Academic Unit in the student’s admission letter, the Academic Unit will send a letter to the student informing them that they have met the conditions of admission and are in good academic standing. If a student has not successfully met the deficiency requirements, the Academic Unit will notify Graduate College that the student did not meet the conditions of admission and recommend the student for dismissal from the program. Overseen by the Academic Unit. No appeal process.

      Automatic Low GPA Probation: Graduate College will conduct a GPA audit at the end of each semester. Any graduate student with a cumulative GPA below 3.00 will automatically be placed on academic probation. Students will receive an alert on MyASU and an email notifying them that they have been placed on academic probation and that they must contact their Academic Unit. Automatic Low GPA Probation does not replace a Probation Notice from the Academic Unit.

      Satisfactory Progress Review: At the end of each semester, the Academic Unit reviews their graduate students’ academic records to ensure that students have met the degree, Academic Unit, College/School and Graduate College satisfactory progress policies.

      Satisfactory Progress and Dismissals Resources