We have tried to mirror the work-study process as closely as possible to maintain familiarity with a process already in use. However, some details have been tweaked slightly to suit Graduate Studies’ needs.
All information regarding Graduate Assistantships (GAs) can be found on the Graduate Studies Campus Office page. Please reach out to the Graduate Studies Program Manager if questions remain.
There are three job types for GA positions: Graduate Teaching Assistant (GTA), Graduate Research Assistant (GRA), and Graduate Student Assistant (GSA).
If unsure which job type suits the needs of your department best, please see the descriptions for each of these roles in the Graduate Assistantship Policy document.
Please note that Graduate Assistants are paid out of a specific budget account overseen by the Graduate Studies Department. The limited nature of the account means that each request will be reviewed by the Graduate Studies Program Manager (PM). This is both to ensure that sufficient funds will be available to cover the position and that the work being assigned is of GA level.
The following describes the process for hiring a graduate assistant. Detailed instructions are also available for the two forms that need to be submitted in this process (Addendum 1 & 2 to this document).
- Department: determines the need for a Graduate Assistant and submits an online position description.
The Job Description Form is a WordPress document, linked on the Graduate Studies page. Certain requirements of the position description are generic. These fill automatically according to the Job Type selected. However, each position will also have unique requirements that the faculty or staff member will provide. These unique details are to be added in the form under “Position Specific Responsibilities” as well as any specific skills or technology needs under “Required for Position”.
In the field “How Students will Apply” the person completing the form’s email will automatically be added. However, additional email addresses can be entered if wished.
Please “check” which documents the students are required to send when applying for the position. Add any extra or different requirements under “other” if necessary.
When completed click on “next” to be taken to a review page where any edits to the entered information can be made. Once satisfied with the content click on “submit”. The form will not be sent without clicking on “submit”.
The person submitting the form will receive a confirmation email.
Separate instructions explaining this process in more detail are available. See Addendum 1: “Instructions for Completing the Job Description Form”.
- Graduate Studies: Reviews, approves and posts the position
The Graduate Studies Program Manager (PM) will receive an email stating that a Job Description has been submitted for approval.
After reviewing the document the PM will approve (or deny with clarification if appropriate) the position for posting and the person who submitted the request will receive email confirmation of the posting. This email is to be saved as a pdf as it will be needed later during the hiring process.
The position will be added to the “Current Positions” list on the Graduate Studies Office page and will remain there for 6 weeks, or until filled whichever occurs sooner.
- Student: Submits an application
Graduate students will be able to find open positions by going to the “Current Positions” list on the Graduate Studies Office page.
After determining if they have the skills and time required, students will be able to apply for the position directly using a link in the Job Description. They will attach/provide the application materials requested.
- Department: Conducts Interviews
The position supervisor will review all submitted applications. After reviewing the applications, the department will schedule interviews for the applicants they deem most suited for the role.
All applicants should receive an email response – whether being invited for an interview or not being considered for the role.
- Department: Completes GA Authorization to Hire form.
Once a successful applicant has been identified, the department will submit the “GA Authorization to Hire form” linked on the Graduate Studies Office page.
The GA Authorization to Hire form is a fillable pdf, which is subsequently uploaded to DocuSign and matched with a template.
When submitting the hire form the job description will also need to be uploaded.
Signatures in the approval process:
- Supervisor
- Student
- Grad Studies PM
- HR
- Payroll
Please see Addendum 2 “Instructions for Completing the GA Authorization to Hire Form” for the details on how to complete this process.
- HR: Coordinates with GA to complete the hire process
Once the document has collected Supervisor, Student and Grad Studies signatures, HR will contact the student to begin the onboarding process.
Once complete HR will email the Student, Supervisor, Grad Studies and Payroll to confirm that the student can begin to work.
- Payroll: Registers GA in TimeClockPlus
Payroll receives the document once HR signs-off on it.
Payroll will set up the student in TimeClock Plus (TCP) and will notify the supervisor and the Grad Studies PM.
For each GA the following authorized approvers of hours will be added in TCP: Supervisor, Dept. PM where appropriate, and Grad Studies PM.
Please note:
Many Graduate Students are international and may not yet have a Social Security Number (SSN). In such instances, the Graduate Studies PM and the Global Engagement Office provide the student with documentation required in the process of applying for their SSN.
The process itself can be initiated only after the student has been at CCS for two weeks, generally taking a couple of weeks to be completed, and can run in parallel to the HR process.
Addendum 1: To Graduate Assistantship Process
Department: determines the need for a Graduate Assistant and submits an online position description.
The Job Description Form is a WordPress document, linked on the Graduate Studies page.
See the “Instructions for Completing the Job Description Form” below for the details.
Instructions for Completing the Job Description Form:
- Open the WordPress form from the Graduate Studies Office page by clicking on “submit your job description online” and logging in using CCS ID.
- The form filler’s name and email address will auto-fill
- Select the job type the department is seeking to fill: GTA, GRA, or GSA
- Certain requirements of the position description are generic. These fill automatically according to the job type selected.
- However, each position will also have unique requirements that the faculty or staff member will provide. Add these details in the form under “Position Specific Responsibilities” as well as any specific skills or technology needs under “Required for Position”.
- The form filler’s email address will auto-fill in the “How Students Will Apply” section but additional emails can be added if needed.
- “Check” which documents the students are required to send when applying for the position. Add any extra or different requirements under “other” if necessary.
- By clicking on “next” the review page will be opened. Once the content has been checked for correctness or any changes made, clicking on “submit” will send the request to the Graduate Studies PM for approval. Don’t forget to click on submit!
- The position will be reviewed by the Graduate Studies PM and when approved an email confirming that the position has been posted will automatically be sent. The email will include the position description.
- This confirmation email is to be saved as a pdf as it will be needed later when submitting the GA Authorization to Hire Form.
- If a position were to be denied the confirmation email will explain the reason for denial.
Please note:
Students will be able to see the position under “Current Positions” on the Graduate Studies Office page as soon as it is posted.
Slightly different from the work-study job postings is that graduate students will be able to click on a link in the job description allowing them to directly apply for the position.
Addendum 2: To Graduate Assistantship Process
Department: Completes GA Authorization to Hire form.
Once a successful applicant has been identified, the department will submit the “GA Authorization to Hire Form” which is linked on the Graduate Studies Office page.
The GA Authorization to Hire form is a fillable pdf, which is subsequently uploaded to DocuSign and matched with a template. When submitting the hire form in DocuSign the job description pdf will also need to be uploaded.
See the “Instructions for Completing the GA Authorization to Hire Form” below for the details on how to complete this process.
Instructions for completing the GA Authorization to Hire Form:
- Open the fillable pdf that can be found on the Graduate Studies Office Page by clicking on “GA Authorization to Hire Form”.
- Select the Job Type using the drop-down menu. Enter the other required information in the boxes outlined in red.
- Once completed save the form as a pdf.
- Go to DocuSign and start an envelope. Using the Browse function upload the completed GA Authorization to Hire Form pdf and the Job Description pdf saved previously.
- Apply the Matching Template “Graduate Assistantship Authorization to Hire” (and “x” out of the info box if one opens up!).
- Some signatures auto-fill as does the email subject line which imports the student’s name.
- Please add the supervisor as the first signee, followed by the student. This should be the only information you need to add in DocuSign.
- When each person signs, the date will be inserted automatically.
- The student will be required to add their student ID number and have the option to enter the last four digits of their SSN.
- The Graduate Studies PM confirms the details and signs.
- HR reaches out to the student to start the hire paperwork. When the hiring process is complete, HR will confirm with an email, letting the Student, Supervisor and Grad Studies know that the student can begin to work. HR signs DocuSign document.
- Payroll receives the HR confirmation by email and in DocuSign, adds the GA to TimeClock Plus, and includes the Supervisor, Department PM where appropriate, and Graduate Studies PM as approvers of hours.
Please note:
Many Graduate Students are international and may not yet have a Social Security Number (SSN). In such instances, the Graduate Studies PM and the Global Engagement Office provide the student with documentation required in the process of applying for their SSN.
The SSN application process can only be initiated after the student has been at CCS for two weeks, generally taking a couple of weeks to be completed, and can run in parallel to the HR process.