[HRMS] Graduate Assistant Summer Appointments Update

[HR Important Message]

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An important message from FSU Office of Human Resources

This message has been approved by Renisha Gibbs, Associate Vice President for Human Resources and F&A Chief of Staff, and Dr. Mark Riley, Dean, Graduate School, for distribution to all Department Representatives.

As we near the start of the summer semester, we have an important update regarding Graduate Assistant (GA) appointments. As teaching and research are an integral part of the requirement of obtaining a graduate degree at Florida State University, the primary relationship with the university for GAs receiving a stipend for degree-related work is one of being a student. Accordingly, if a GA completes degree-related work during any semester, and they are to continue degree-related work in the summer semester, they must be appointed in a GA job code and take the required full-time class enrollment, as outlined in The Graduate School's Waiver Management Manual. All work in a graduate student's general field of study is considered degree-related because it is connected to professional preparation.

For example, if a student is completing research as a GA (M9182), and the home department wants them to continue with research in the summer, the student must be fully enrolled and appointed as a GA (M9182).

Any requests for underloads must be approved by the Graduate School prior to offering an assistantship.

What's New This Year?
The Office of Human Resources and The Graduate School must prioritize compliance with federal and university rules, and departments must make GA appointments in line with those rules. Therefore, the GA Summer Leave of Absence (LOA) will no longer be utilized.

If the student completes non-degree-related work and the appointment does not meet the criteria for an assistantship, the department must terminate the GA record and initiate an OPS appointment through OPS Express<https://nam04.safelinks.protection.outlook.com/?url=https%3A%2F%2Fhr.fsu.edu%2Fsites%2Fg%2Ffiles%2Fupcbnu2186%2Ffiles%2FPDF%2FPublications%2Ftraining%2FCreatingOPSExpressUpdatedAppointmentProcess.pdf&data=05%7C02%7Chrms%40lists.fsu.edu%7C4f0138fb5c164b019dd008dc5d4bf275%7Ca36450ebdb0642a78d1b026719f701e3%7C0%7C0%7C638487827960598333%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C0%7C%7C%7C&sdata=JLKSRBWIKjXLLKQffw0z72ELFyTYYUayfNSmqW0qfb0%3D&reserved=0>. A future dated ePAF to terminate the summer appointment can be entered when the last day of work is confirmed. Then, the department can initiate the fall GA appointment through GA Express<https://nam04.safelinks.protection.outlook.com/?url=https%3A%2F%2Fhr.fsu.edu%2Fsites%2Fg%2Ffiles%2Fupcbnu2186%2Ffiles%2FPDF%2FPublications%2Ftraining%2FAppointingGraduateAssistantsviaGAExpress.pdf&data=05%7C02%7Chrms%40lists.fsu.edu%7C4f0138fb5c164b019dd008dc5d4bf275%7Ca36450ebdb0642a78d1b026719f701e3%7C0%7C0%7C638487827960598333%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C0%7C%7C%7C&sdata=8pZZTzb8Ty97gQAMkgWP9WZu%2B6x576ANoZVbFk9yS9E%3D&reserved=0>. An additional invitation will be launched, and the GA Offer Letter will be the only required supplemental document upload.

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Graduate Assistants not working in any capacity over the summer semester do not need to be terminated. The GA record can be left unfunded for the summer and reappointed for the fall semester through the Fall Mass Appointments process.
Questions? For questions related to the termination and appointment process, please contact Brianna Sorne at bsorne at fsu.edu<mailto:bsorne at fsu.edu> or (850) 645-2781. For questions related to graduate student enrollment requirements, please contact James Beck at jbeck at fsu.edu<mailto:jbeck at fsu.edu> or (850) 644-8843.

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