Graduate College

Graduate support staff

Graduate support staff: meeting schedules

    Tempe campus

     
    Date Time Location Coordinator
    July 19 1 - 2 p.m. Goldwater Center, room 409 Sean Sederstrom
    July 20 1 - 2 p.m. Conference Call Karen Winters
    July 27 1 - 2 p.m. Wexler Hall (WXLR), room 206 Lee Vandendriessche
    July 27 2 - 3 p.m. Conference Call Karen Winters
    August 17 1 - 2 p.m. Interdisciplinary B, room 286 Karen Winters
    August 24 1 - 2 p.m. Wexler Hall (WXLR), room 206 Lee Vandendriessche
    August 24 2 - 3 p.m. Conference Call Karen Winters

    Downtown Phoenix campus

    Date Time Location Coordinator
    July 27th 2 - 3 p.m  University Center (UCNTRA), 822 Karen Winters
    August 24th 2 - 3 p.m  University Center (UCNTRA), 822 Karen Winters

    Polytechnic campus

    Date Time Location Coordinator
    July 20th 1 - 2 p.m  Conference Call Karen Winters
    July 20th 9 - 10 a.m  Conference Call Sean Sederstrom
    August 17th 1 - 2 p.m  Conference Call Karen Winters

    Thunderbird campus

    Date Time Location Coordinator
    July 20th 1 - 2 p.m Yount Building 105, Distance Learning Classroom Karen Winters
    August 17th 1 - 2 p.m  Conference Call Karen Winters

    West campus

    Date Time Location Coordinator
    July 20th 1 - 2 p.m  Conference Call Karen Winters
    August 17th 1 - 2 p.m  Conference Call Karen Winters

    Graduate support staff: how-to instructions

    Admissions self-help

    Academic advising self-help

    General self-help

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

    PeopleSoft access, how to request
    Updated: 2-12-15

    GPortal Financial Air Business Process Guide 
    Updated: 2-2017

    Deadlines for entering awards and tuition waivers:

    Summer 2017:

    July 28 - TA/RA Tuition Waivers

    May 5 - UGF Block Grants

    Fall 2017: 

    October 20 -  TA/RA Tuition Waivers

    October 27 -  UGF Block Grants

    Spring 2018: 

    March 16 -  TA/RA Tuition Waivers

    March 23 -  UGF Block Grants

    Summer 2018: 

    July 27 -  TA/RA Tuition Waivers

    May 4 -  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 – graduate.asu.edu/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 graduate.asu.edu/ta-ra. 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 TA/RA tuition waivers

    Spring 2017: March 17

    Summer 2017: July 28

    Fall 2017: October 20

    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 for at least 6 hours of appropriate credit 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 for at least 6 hours of appropriate credit 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