Graduate Assistantship
Scheme Guidelines and Procedure
Contents
Introduction ............................................................................................................................................ 2
Assistantship details................................................................................................................................ 2
Application Process ................................................................................................................................. 2
Eligibility .............................................................................................................................................. 2
Benefits of Graduate Assistantship ..................................................................................................... 3
Method of Application ........................................................................................................................ 4
Selection Process ................................................................................................................................ 4
Graduate Assistantship ........................................................................................................................... 6
PhD and Graduate Assistantship............................................................................................................. 6
Duration of Graduate Assistantship .................................................................................................... 6
Academic Progress Reports ................................................................................................................ 6
Variations to Candidature ................................................................................................................... 7
Termination of Graduate Assistantship .............................................................................................. 8
Relinquishment of Graduate Assistantship......................................................................................... 8
Right of Appeal.................................................................................................................................... 8
Specific obligations of the Graduate Assistantship holder ................................................................. 9
Academic position................................................................................................................................... 9
Workload............................................................................................................................................. 9
Professional Development ................................................................................................................ 10
Line Management ............................................................................................................................. 10
Conditions of employment ............................................................................................................... 10
APPENDIX 1 – Graduate Assistantship Training .................................................................................... 11
Teaching & Learning Professional Development & Training Requirements For Graduate
Assistants ...................................................................................................................................... 11
Graduate Assistantship Guidelines and Procedure 2013
Page 1
Introduction
Most graduates in health related areas choose employment over further study, and those already in
the workforce seem reluctant to forego a regular salary to return to post graduate study. The Faculty
has established the Graduate Assistantship as an incentive to encourage clinical professionals to
return to study and enrol in a doctoral degree. This Assistantship is particularly focused on
attracting talented clinicians and practitioners from Allied Health, Nursing and Midwifery disciplines,
who wish to investigate pursuing an academic career.
The Assistantship consists of a tax free Graduate Assistantship together with a three year paid
position, 0.2 full time equivalence with the Faculty. Up to ten Graduate Assistantships will be offered
to commence each year, with a maximum of 30 Graduate Assistantships at any one time.
Students begin their full-time candidature in approximately October, and concurrently undertake
training for teaching in Higher Education. At the beginning of first semester, students begin teaching
in the core first year program.
Assistantship details
The Graduate Assistantship will provide successful applicants with:
I.
II.
III.
IV.
V.
A tax-free stipend equivalent to an Australian Postgraduate Award Industry(APAI), currently
$29,843 per annum, for up to three years;
A teaching appointment equivalent to seven hours per week at the Associate Lecturer Level
1 (0.2 EFT three years fixed term is a proportional salary of approximately $11,120.80 per
annum i.e. 20% of $55,604).
A research grant of $5,000 (once only grant) in the second year of candidature, subject to
satisfactory progress (plus other conditions contained in the guidelines);
A workstation and facilities in the associated academic research team;
Being an active member of staff for the duration of the Graduate Assistantship
The total package has a potential annual tax-free income in excess of $40,000 per annum including
the teaching appointment.
Graduate Assistantship candidates will apply for full-time candidature specific to Faculty research
priority areas and candidates will be selected through a competitive process.
Application Process
Eligibility
To be eligible to apply to become a Graduate Assistant, a person must:
i.
ii.
have an application for enrolment in a full-time doctoral research program in the Faculty of
Health Sciences accepted (application for candidature to be submitted concurrently with the
application for the Graduate Assistantship);
be an Australian citizen; or have been granted permanent resident status and lived in
Australia for at least the 12 months prior to application. This includes New Zealand citizens
Graduate Assistantship Guidelines and Procedure 2013
Page 2
iii.
iv.
v.
vi.
who are granted Permanent Residency status on arrival, but who must also satisfy the
residency rule;
not be in receipt of another equivalent award, Graduate Assistantship or salary to undertake
the proposed program of study;
not previously have held an Australian Postgraduate Award or a La Trobe University
postgraduate Research Graduate Assistantship for more than 3 months;
have applied for a La Trobe University Postgraduate Research Graduate Assistantship or
Australian Postgraduate Award simultaneously with this application;
not have already completed a degree at the same level as the proposed candidature, or at a
higher level at La Trobe University;
Benefits of Graduate Assistantship
Stipend
The Graduate Assistantship provides a stipend which matches the stipend provided by an Australian
Postgraduate Award Industry (APA) Graduate Assistantship and will be paid fortnightly direct to a
recipient’s bank account. Full-time stipend payments are indexed annually and may be tax-exempt.
Research Training Scheme place
Graduate Assistants will normally hold a funded Research Training Scheme place by virtue of their
enrolment.
Research Grant
A one-off research grant of up to $5,000 is available to the scholarship holder in the second year of
candidature (after 12 months full time equivalence enrolment), subject to satisfactory progression,
upon presentation of signed and dated receipts, invoices or quotes. The intention of the grant is to
provide support to the Graduate Assistant in the conduct of their research up to a total value of
$5,000 and will only be available when appropriate documentation is supplied.
The research grant must be used to directly contribute to research undertaken as part of the
research candidature. Any request should first be discussed with the Graduate Assistant’s PhD
supervisor and requires permission from the supervisor and the Associate Dean (Research). The
Associate Dean (Research) reserves the right to not approve a funding request.
Graduate Assistants must not enter into contracts with consultants or vendors without the approval
of the Faculty Office Resources Officer. Any purchase of goods, hardware or software will remain the
property of La Trobe University.
Original receipts and/or invoices from the persons who provided the goods/services showing the
amount, the date of issue of the receipt, the service provided and the name, address and telephone
number of the person who supplied the goods/services are required. In addition, expenditure of the
research grant must also be in accordance with any relevant University policy (e.g. University travel
policy). Any funds remaining at the end of candidature will be retained by the Faculty for the benefit
of other students.
Graduate Assistantship Guidelines and Procedure 2013
Page 3
Receipt of top-up funding, awards, etc.
Award holders may enter into contractual arrangements and receive top-up funding from industry.
They also may obtain funds for fieldwork, equipment or other expenses not covered by the award.
Funding for overseas travel costs may be obtained from Australian Government awards or any other
source.
Award holders may also receive minor awards, allowances or other earnings which are
supplementary to the Graduate Assistantship, or income derived from part-time work undertaken
within the University’s guidelines.
Top-up funding may not exceed 75% of the base Graduate Assistantship stipend rate. Graduate
Assistantship holders are recommended to seek advice from their financial consultant regarding
possible taxation implications associated with any top-up funding.
Family Allowance Benefits
Graduate Assistantship holders with dependent children may be eligible for Family Payment from
Centrelink. Applicants should contact Centrelink without delay for details of this and other programs
for which they might be eligible (for example, Rent Assistance, Guardian Allowance or Health Care
Cards), as benefits are not payable retrospectively.
Employment
Graduate Assistants will be guaranteed employment by the Faculty of Health Sciences on a fixed
term, three year, 0.2FTE teaching fellowship appointment at the Associate Lecturer level.
During the Graduate Assistantship period, it is not possible to engage in concurrent paid
employment with the University in any capacity including casual, fixed term or continuing.
Method of Application
Applications will be called for in the first half of each year. Candidates should discuss the application
with the Head of School and research program leader before submitting an application.
The following documentation is required as part of the application:
I.
II.
III.
IV.
V.
Application for admission to Higher Degree Research Programs form;
a summary of supporting information, including proposed work arrangements
a signed letter of support from the Head of School/Director of Centre
current Curriculum Vitae
cover letter addressed to Associate Dean (Research)
Selection Process
Ranking
Applications will be considered by a Sub-Committee chaired by the Associate Dean (Research) or
his/her nominee. The Associate Dean (Research) will then advise the Dean of the recommended
Graduate Assistants. The Dean will endorse the final result.
Graduate Assistantship Guidelines and Procedure 2013
Page 4
Applications will be ranked based on the established Faculty’s procedure for ranking scholarship
applicants. This ranking is made on the basis of one of the following, using established methods to
be able to compare applicants:




An Honours degree completed at La Trobe
An Honours degree completed at another Australian (or New Zealand) university
A Master’s degree with a research component completed in Australia or overseas
Equivalent training and experience
This ranking will be reviewed in the light of consideration by the Committee of the information
contained in the application of each applicant. Preference will be given to candidates whose
research is part of one of the Faculty research programs. The current Faculty research strengths are:







Sex, Health and Society
Healthy Motherhood
Lower Extremity and Gait Studies
Living with a Disability
Physical Activity and Rehabilitation
Building Health Rural Communities
Food for Life, Health and Performance
Interviews
Interviews may be held as part of the selection process in addition to the scholarship ranking
process. Applicants may be offered Graduate Assistantship positions based on this ranking and
interview with an academic panel.
University Ranking
Successful Graduate Assistants will then be included in the University Scholarship Ranking process in
November. While they will not be re-ranked, they will be included in the pool of students to be
considered for a University Scholarship. The outcome will not affect the position or salary of the
successful Graduate Assistant; it may only affect the internal funding sources on an administrative
level.
Notification and acceptance of offer
All applicants will be notified in writing of the outcome of their application.
The award must be taken up (full-time), no later than 31 October of the year of the application; any
extension beyond this date, arising from exceptional circumstances, must be approved by the
Associate Dean (Research). The Associate Dean (Research) reserves the right to withdraw the offer
of the award if an applicant does not reply to the offer by the date specified or does not commence
studies by the allowed date. Continuation of the Graduate Assistantship after one year is contingent
on satisfactory progress being maintained by the candidate. Satisfactory progress must be endorsed
by the Review Progress Panel required for research students.
Candidates wishing to appeal the decision of the Committee should write to the Associate Dean
(Research) within 14 days of receiving notification of the original application decision. Appeal
applications should clearly outline the basis for the appeal. Documentation not submitted with the
original application will not be considered.
Graduate Assistantship Guidelines and Procedure 2013
Page 5
Subcommittee
The Associate Dean (Research) will establish a committee to consider the applications. The
committee membership will be the Associate Dean (Research) as Chair and a representative from
each School (usually the Head of School or nominee) in the Faculty. The Committee will consider all
applications individually, and will then meet to discuss the results, rank their applicant and
determine the recommended Graduate Assistants.
Graduate Assistantship
The Graduate Assistantship program will be the responsibility of the Associate Dean (Research).
Meanwhile, the Associate Dean (Academic) assisted by the First Year Co-ordinator, will be
responsible for the teaching aspect of the scheme, including the teaching preparation, professional
development, and workload allocation.
The Associate Dean (Research) will meet with Graduate Assistants as a group at least twice a year
(with the Executive Dean attending at least one meeting). This will include a meeting in October, to
welcome the new Graduate Assistants and another meeting mid to end of the first semester.
PhD and Graduate Assistantship
Duration of Graduate Assistantship
The research doctorate candidature associated with the Graduate Assistantship is tenable as follows:
i.
ii.
iii.
iv.
A full-time award may be held for up to three years.
An award holder is expected to submit a thesis for examination in the minimum possible
time, i.e. within three years of commencement of the Graduate Assistantship.
Normally, periods of study already undertaken towards the degree prior to the
commencement of the Graduate Assistantship or undertaken during suspension of the
Graduate Assistantship, will be deducted from the maximum period of tenure. Such
deductions will be on a one-to-one basis for every day of full-time candidature. Variations to
this must be approved by the Associate Dean (Research).
An annual renewal of the Graduate Assistantship may be made, subject to satisfactory
academic progress, to the maximum period indicated above.
Academic Progress Reports
The University Higher Degrees Committee (Research) (HDC(R)) requires all full time doctoral
candidates to submit a progress report twice a year, in March and August. The appropriate form will
be forwarded by the University Research Services Office (RSO) at the relevant time. Failure to
submit a progress report by the due date may result in suspension of payment of the Graduate
Assistantship. Some Graduate Assistantship holders, especially in the first year of receipt of the
Graduate Assistantship, may be required to submit an additional report.
The HDC(R) requires all doctoral candidates to participate in two Research Review Panels each year
to monitor and provide advice on their progress. The first of these may be a ‘virtual’ panel.
Graduate Assistantship Guidelines and Procedure 2013
Page 6
If the HDC(R), on the advice of the supervisor and the Head of School, does not consider that
academic progress is satisfactory, the Graduate Assistantship may be temporarily suspended or
terminated.
Variations to Candidature
While an award holder is expected to continue a program of study and research during the period
for which the award is held (i.e. there are no breaks between academic terms or academic years)
leave of absence may be granted in the following circumstances:
Recreation leave
Graduate Assistantship holders are entitled to paid recreation leave each year calculated on a prorata basis. No more than twenty days recreation leave may be accumulated and leave must be
taken during the tenure of the Graduate Assistantship. The supervisor’s agreement, which may not
be unreasonably withheld, must be obtained before leave may be taken. No leave loading is payable
on the Graduate Assistantship component of the leave taken. However, Graduate Assistantship
holders who continue to hold a part-time academic position will be eligible for the normal pro-rata
leave associated with that position.
Sick leave
A Graduate Assistantship may take sick or personal leave each year (full time students 10 working
days) and up to 12 weeks sick or personal leave during the duration of their candidature for which a
medical certificate is provided and when approved by their Head of School.
Maternity leave
Graduate Assistantship recipients who have completed 12 months of their Graduate Assistantship
are entitled to up to 12 weeks maternity leave.
The expiry date of the candidature and Graduate Assistantship, and the due date for submission of
thesis will be adjusted to allow for approved sick, personal and maternity leave.
Field studies: locally or overseas
The HDC(R) may approve a candidate conducting substantial amounts of the required study at
organisations outside the higher education system. In such cases the University remains responsible
for the academic aspects of the award holder’s candidature and must ensure adequate support,
supervision, training and research freedom for the candidate.
Also, approval for overseas research will need to include negotiation of the Graduate Assistant’s
teaching load. This is to ensure the candidate’s teaching input is considered before approval to study
overseas is given.
Provided the HDC(R) has approved fieldwork away from the University, the Associate Dean
(Research) may permit continuation of the Graduate Assistantship during the approved fieldwork
period.
Note: The HDC(R) normally will not approve periods for overseas research earlier than six (6)
months into the candidature. In any case such periods will be approved only if adequate supervision
is provided, the candidate remains enrolled on a full-time basis, the research work can be credited to
the candidate’s course of study and the research is essential for the completion of the degree.
Graduate Assistantship Guidelines and Procedure 2013
Page 7
Suspension of a Graduate Assistantship
In special circumstances and with the approval of the principal supervisor and the Head of School, it
may be possible to suspend the Graduate Assistantship for up to twelve months within the tenure of
the award. Such suspensions normally will not be approved earlier than six months into the
candidature.
Periods of study undertaken towards the degree during suspension of the award will be deducted
from the maximum period of Graduate Assistantship tenure.
The period of tenure of a Graduate Assistantship will not be reduced when a Graduate Assistantship
holder suspends both candidature and the Graduate Assistantship for the permitted period.
Students who discontinue their studies but suspend rather than relinquish their Graduate
Assistantships will (subject to also meeting the University’s requirements relating to suspension of
candidature) keep open the option of resuming their Graduate Assistantship at a later date.
Termination of Graduate Assistantship
A Graduate Assistantship will be terminated upon submission of the thesis or at the end of the
Graduate Assistantship tenure, whichever is earlier.
A Graduate Assistantship will be terminated if the holder does not resume study at the conclusion of
a period of suspension, and does not make arrangements to extend that period of suspension.
The Graduate Assistantship may be terminated before the completion of the period of tenure if after
due inquiry, the Associate Dean (Research) concludes that a Graduate Assistantship holder has not
fulfilled the requirements of the Graduate Assistantship or has not met the eligibility criteria, or
HDC(R) determines that the student has not been making satisfactory academic progress.
If a Graduate Assistant withdraws from all or part of the scheme (i.e. teaching or research degree),
their 0.2 EFT academic position and candidature and scholarship will cease.
A Graduate Assistantship will be terminated on the death, incapacity, or withdrawal of the holder.
Relinquishment of Graduate Assistantship
A Graduate Assistant may resign from the Graduate Assistantship but is expected to give the
required notice according to the conditions prescribed in their contract of employment.
Right of Appeal
Graduate Assistantship holders may, at any time, request a review by the Associate Dean (Research)
of any decisions made by the Associate Dean (Research) in relation to the Graduate Assistantship.
Such requests must be made in writing to the Associate Dean (Research) within 30 days of the date
of receipt of the disputed decision, setting out the reasons in full.
Notwithstanding the information above, in accordance with the appeal procedures of the University,
a Graduate Assistantship holder may exercise the right of appeal directly to the University
Ombudsman.
Graduate Assistantship Guidelines and Procedure 2013
Page 8
Specific obligations of the Graduate Assistantship holder
A Graduate Assistantship holder will diligently and to the best of his/her ability apply him/herself to
the successful completion of the degree within the period of the award.
Graduate Assistantship holders will abide by the National Health and Medical Research Council
codes on human and animal experimentation, guidelines established by the Recombinant DNA
Monitoring Committee of the Australian Government and rulings of the Safety and Ethics
committees of the University.
All Graduate Assistantship holders are required to conform to the regulations, policies and
guidelines of the University governing their candidature, including disciplinary provisions.
Other provisions
Any areas not covered by the above conditions will, subject to a decision by the Associate Dean
(Research), normally follow University regulations for similar Graduate Assistantships and awards.
Academic position
Graduate Assistants will be employed by the Faculty in a 0.2 EFT Academic position, at the Associate
Lecturer Level, to teach into the core first year program. This is a three year and 2 month
appointment (from October year of appointment to December three years post appointment), while
the candidate is completing their doctorate. The position commences simultaneously with that of
the Graduate Assistantship, usually in October of the year of application.
When Graduate Assistants are appointed, the Associate Dean (Academic) will confirm which core
first year subject coordinator will be the line manager. The Associate Dean (Academic) will contact
the Graduate Assistants in relation to the professional development and teaching requirements, as
per the program in Appendix 1.
Usually, Graduate Assistants teach into HLT1IPP and HLT1RAE core first year subjects. If there is a
compelling reason why a Graduate Assistant should teach into another subject, a request can be
made to the Associate Dean Academic for a different teaching load. This will only be considered,
once a Graduate Assistant has taught into the core first year for at least one year. If this request is
approved, the department that teaches the other subject needs to provide 0.2 EFT ongoing staff
member to be allocated to the core first year teaching, by the first year coordinator. The Graduate
Assistant’s line manager will not change while the Graduate Assistant is teaching into another
subject.
If a Graduate Assistant withdraws from all or part of the scheme (i.e. teaching or research degree),
their 0.2 EFT academic position and candidature and scholarship will cease.
Workload
Incumbents will normally conduct workshops in HLT1IPP and HLT1RAE core first year subjects as
directed by the first year coordinator. However, where a Graduate Assistant’s professional
background aligns more appropriately with other core first year subjects, they may be able to
conduct workshops in those subjects. They will not be permitted to have coordination or significant
administration responsibilities, nor conduct lectures while in the first two years of their candidature.
Graduate Assistantship Guidelines and Procedure 2013
Page 9
They will teach up to 104 contact hours per year, as well as undertaking required marking and
teaching preparation.
The First Year Coordinator will determine the number of workshops the Graduate Assistant is
required to teach into allocated Core First Year subjects. The First Year Coordinator will then allocate
specific Assistants to a workshop group.
Professional Development
All Graduate Assistants are required to undertake the professional development program in
Appendix 1; including participating in CTLC training, specifically the Effective Tutoring 1 workshop,
before teaching is commenced. Once teaching has commenced, Graduate Assistants are required to
participate in Faculty online teaching support. It is a requirement that the Graduate Assistants are
involved in subject orientation and attendance at subject related meetings, totalling approximately
six hours for each semester. There may be additional professional development requirements during
the contract, as directed by the Associate Dean (Academic).
Line Management
Graduate Assistants will be line managed by a core first year subject coordinator, including for the
approval of leave, PEDS and other management issues. It is expected there will be some liaison
between the supervisor, and other relevant subject coordinators when the incumbent’s Career
Success through StaffOnline is being completed, when leave requests are received, or if any issues
are identified.
Conditions of employment
A Graduate Assistant will need to refer to their contract of employment for terms and conditions
relating to length of probation, recreation and personal leave, notice of resignation, superannuation
and so on.
Graduate Assistantship Guidelines and Procedure 2013
Page 10
APPENDIX 1 – Graduate Assistantship Training
Teaching & Learning Professional Development & Training Requirements for Graduate Assistants
Graduate Assistants play an important role in the delivery of the Faculty’s first year program. It is
important that our first year students feel supported as they manage their transition to university. A
range of training and professional development activities exist to support Graduate Assistants as
they prepare for their teaching role in the Faculty. Outlined below are the minimum training and
professional development requirements for Graduate Assistants. Where a Graduate Assistant can
demonstrate prior completion of a training or professional development activity listed below, then
the Graduate Assistant would not be expected to undertake this activity again. This should be
discussed with the Academic Supervisor during the initial orientation to their teaching role.
Proposed training schedule (subject to change at any time)
October:
1. Online Induction for New Staff
This is a compulsory requirement of all new University Staff. You can access the online
induction via the Induction for New Staff intranet site at
https://intranet.latrobe.edu.au/people-culture/recruitment/induction
You will also receive an invitation to attend the University’s Induction to LaTrobe and
Welcome to University Life sessions, one month prior to their scheduled delivery. These
usually take place in February and July.
2. Observation of First Year Workshops
In October, each Graduate Assistant will be assigned a current Workshop Facilitator in a core
first year subject as appropriate, who will serve as an initial Mentor. This provides an
opportunity for the Graduate Assistant to attend a weekly workshop in a core first year
subject and to observe their Mentor as they facilitate an EBL class.
February:
Prior to the commencement of semester one, a number of training activities should be completed as
follows:
1. Introduction to Enquiry Based Learning (EBL)
This workshop is provided by the Faculty of Health Sciences and is designed to introduce
participants to EBL and their role of workshop facilitator in the first year program.
Workshops are delivered by experienced EBL Facilitators from the Faculty.
2. First Year Subject Orientation
Each first year subject provides a pre-semester orientation for staff facilitating workshops.
You will be notified by the relevant Subject Coordinator of session details. In this
Graduate Assistantship Guidelines and Procedure 2013
Page 11
orientation, you will meet other Facilitators and Subject Coordination staff and will be
provided information in relation to subject delivery and assessment.
3. Learning Management System (LMS) Training – LMS Basics
The first year program, and indeed most subjects offered by the Faculty of Health Sciences,
uses the University’s Learning Management System (LMS) to support the delivery of subject
material and to engage students in their learning. The University’s LMS is Moodle™. If you
have not previously used the LMS at La Trobe, then it is a minimum requirement that you
complete the LMS Basics workshop provided by the CTLC. Booking and registration for
these training workshops is done through the Staff Online Training Centre which you access
via your Staff Online login. A range of guides and training video clips are also available to
view on the Teaching and Learning Hub which is accessed via LMS. Please visit:
http://www.latrobe.edu.au/lms/support
March:
1. Effective Tutoring 1 – Practical Strategies for Engaging Students &Promoting Learning
The University requires that anyone demonstrating, tutoring or facilitating at La Trobe
completes this workshop. It provides research-informed fundamentals of learning and
teaching to enhance student learning and is delivered by the University’s Curriculum,
Teaching & Learning Centre (CTLC). These workshops are usually offered in the second week
of March. For further information, please visit:
http://www.latrobe.edu.au/ctlc/career/tutoring
July:
1. Effective Teaching for Higher Learning: Practical, Research-based Strategies
This three day workshop (or two day intensive workshop), provided by the CTLC, is an
orientation to the principles and practices of curriculum, teaching and learning at La Trobe.
It is held several times, and at different regional campuses, throughout the year. Graduate
Assistants are required to complete one of the mid-year offerings of this workshop.
Registration is required through the Staff Online Training Centre. Further information about
this workshop can be found at: http://www.latrobe.edu.au/ctlc/career/workshop
There may be other training and professional development sessions that are identified as a
requirement for Graduate Assistants during their candidature. Similarly, a Graduate Assistant and
their Academic Supervisor may identify other training or professional development needs during the
period of candidature. This may be undertaken with the approval of the Associate Dean (Academic).
Graduate Assistantship Guidelines and Procedure 2013
Page 12