Graduate Studies
Application and Guidelines
for
Graduate Assistants
April 2005
Graduate Studies
Nicholls State University
APPLICATION AND GUIDELINES FOR GRADUATE ASSISTANTS
These guidelines contain the policies of Nicholls State University concerning graduate
assistants. They are intended to provide information to both the students and their supervisors,
and are to supplement the contents of the University Bulletin. If conflicts are found to exist, the
Bulletin takes precedence.
Graduate Assistant Defined
A graduate assistant is a graduate student who has been accepted into a graduate program
and who is employed by the University to perform assigned duties.
Graduate assistantships are contractual agreements between the student and the
University. The student is employed to work for a specified period at the rate of 20 hours
per week in a regular semester and 16 hours per week during a summer session.
Appointment of Graduate Assistants
An application for employment as a graduate assistant is included at the end of this
document. Additional copies may be obtained in the graduate offices in the Colleges of
Education and Business Administration, the Department of Mathematics, or from the
Director of Graduate Studies. An application, transcripts, resumé, and three letters of
recommendation (Applicant Evaluation forms are attached) are required. Also attached is
a sample resumé, although you may wish to submit a different format of your own
choosing. The completed application should be given to the appropriate graduate
coordinator or to the supervisor of the unit in which employment is sought.
The applicant must have been admitted into a graduate degree program before he or she
can be hired as a graduate assistant. Students with full-time employment are not eligible
for assistantships, unless on leave from that employer.
Once the department has decided to employ an individual, an R-2 Request for
Authorization of Employment is prepared by that unit and submitted, along with the
proper attachments required by Personnel, to the appropriate Department Head, Director,
Dean, and/or Vice President for approval. The form then goes to the Director of Graduate
Studies, the Vice President for Business Affairs, and the President. A contract will then
be prepared for the signature of the graduate assistant.
Rev. April 1998
Assistantships are awarded on a one-semester basis by the individual department or
college; therefore, a separate R-2 must be submitted for each new semester of
employment. Reappointment is at the discretion of the employing unit and is contingent
upon performance of assigned duties and satisfactory progress toward the degree as well
as the needs of the department. All assistantships are subject to budget approval and
funds availability. A student may be employed for a maximum of six semesters (to
include Summer sessions) per degree. Exceptions must be approved by the Director of
Graduate Studies.
Course Load
Minimum Load
Each semester, the graduate assistant is expected to earn a minimum of six hours of
coursework applicable toward the degree. At least a three hour load or registration for
comprehensive examinations is expected in a summer session. In the final semester of
the degree program, the student must register for at least one hour. A graduate assistant
carrying six semester hours of applicable coursework (three hours in a summer term) will
be considered a full-time student.
Maximum Load
A graduate assistant may not schedule more than twelve hours during a regular semester.
Six hours is the maximum load during a summer session.
Compensation
Graduate assistants are paid monthly on a semester basis. Full assistantships include a
waiver of resident and non-resident tuition. Certain fees, such as the technology fee, are
not waived. The rate of pay in a summer session is reduced because of the reduction in
work requirements.
Duties and Responsibilities
In return for compensation, the graduate assistant has certain duties and responsibilities,
which must be carried out. Assistantships are always contingent upon satisfactory
completion of the assigned duties. The assistantship may be revoked whenever the duties
and responsibilities are not fulfilled. Appointments are normally effective with the first
official day of the semester and end with the last official day as stated in the University
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Rev. April 1998
calendar. One who wishes to resign his or her assistantship is expected to submit written
notification of the resignation to the supervisor or graduate coordinator who will then
forward it to the Director of Graduate Studies for processing.
A teaching assistant will be responsible for the equivalent of two lower-division classes.
The assistant will not be assigned primary responsibility for a class which may be applied
toward a degree until he or she has completed at least eighteen graduate hours in the field.
Non-teaching assistants are expected to work twenty hour per week in a regular semester
(sixteen in the summer). Specific assignments and work schedules are made in the
employing unit.
Graduate assistants are required to assist in staffing registration express terminals during
all registration periods. Once notified of the dates and times of registration and training,
it is the responsibility of the student to contact the Office of Records and Registration to
schedule training and work times.
First-time graduate assistants are required to attend departmental and/or college
orientation sessions. Additional orientation activities may also be required.
Because of the dual roles as student and employee, graduate assistants assume particular
responsibility for upholding the University policy on academic honesty. Violation will
result in termination of employment and may result in disciplinary action. Students
should refer to the University Code of Student Conduct for policy and procedures
concerning academic honesty, grievances, and other conduct issues.
Supervision of Graduate Assistants
The assistantship is intended to provide the student with a learning experience which will
be useful in the chosen career. The supervisor should provide the guidance necessary to
ensure relevant experience.
The academic department head employing teaching assistants will designate full-time
faculty to supervise and coordinate the work of the graduate assistant. The supervising
faculty shall provide teaching assistants with an orientation session, prior to the start of
classes, to discuss such topics as instructional strategies, testing, and policies of the
department, college, and University. The mentoring faculty will visit each assistant’s
class for at least one entire class period just prior to mid-term and hold a follow-up
conference to discuss the teacher=s performance.
3
Rev. April 1998
Evaluation of Graduate Assistants
Each graduate assistant will be evaluated near the end of the semester, or summer term.
The supervisor will assess the performance of the assistant. The assessment is to be used
in the reappointment decision-making process.
Evaluation of teaching assistants will include departmental evaluations in addition to
class visitations by the supervising faculty.
University Policies
University policies and procedures concerning appeals, grievances, sexual harassment,
anti-discrimination, students with disabilities, computer use, alcohol and drug abuse, and
smoking are found in the Code of Student Conduct. A copy of the Code can be obtained
in the offices of the graduate coordinators, deans, and Student Affairs. A graduate
assistant should be familiar with the Code and should consult it if further information is
desired. The following paragraphs briefly summarize the policies on sexual harassment
and anti-discrimination.
Sexual Harassment
It is the policy of Nicholls State University that no member of the academic community
may sexually harass another. Sexual advances, requests for sexual favors, disparaging
remarks and other conduct of a sexual nature constitute harassment when:
$
They are unwelcome.
$
They are made under circumstances implying that one=s response might affect
academic or personnel decisions.
$
Such conduct is persistently abusive.
$
Such conduct has the effect of unreasonably interfering with an individual=s
academic or work performance or creating an intimidating, hostile, or offensive
learning or work environment.
Anti-Discrimination
The University is ethically committed and legally bound not to discriminate against
students, faculty or staff on the basis of their sex, race, religion, national origin, age,
marital status, disability or veteran=s status.
4
Rev. April 1998
To:
Nicholls State University
P.O. Box
Thibodaux, Louisiana 70310
GRADUATE ASSISTANTSHIP APPLICATION
(please print or type)
Name of Applicant
Date of Application
Mailing Address
Number & Street or P.O. Box
City
State
Telephone
Zip Code
Country
Fax
E-mail address
Place of Birth
City
U.S. Citizen? Yes
State
No
Country
If no, what country?
Social Security Number
Colleges or Universities Attended (most recent first):
Years Attended
College / University
From
To
Degree
Major
Rev. April 1998
Academic Grades and Test Scores (as appropriate):
Undergraduate Grade Point Average (4.0 scale)
Test of English as a Foreign Language (TOEFL) Total Score
Total
Verbal
Quantitative
Analytical
Total
Verbal
Quantitative
Writing
GRE General Test
GMAT
References have been solicited from the following individuals:
Reference #1
Reference #2
Reference #3
Name
Position or Title
Address
If an assistantship is not currently available, would you like to be considered at a later time?
Yes
No
NOTICE TO APPLICANT: Incomplete applications will not be considered. Complete all
applicable items, including a resumé, and submit to the graduate
coordinator or to the supervisor in the department in which
employment is sought.
Signature of Applicant
Date
Rev. April 1998
To:
Nicholls State University
P.O. Box
Thibodaux, Louisiana 70310
GRADUATE ASSISTANTSHIP APPLICANT EVALUATION
(Confidential)
I am an applicant for a graduate assistantship at Nicholls State University, and am seeking a
recommendation from you for that position. I would appreciate very much your completing the
evaluation below and submitting this confidential form directly to the above address.
APPLICANT INFORMATION (please print or type):
Name of Applicant
Date
Mailing Address
Number & Street or P.O. Box
City
State
Telephone
Zip Code
Country
Fax
E-mail address
Graduate Degree Sought
I do hereby waive my right of access to this confidential evaluation made for the purpose of
accompanying my application for employment as a graduate assistant at Nicholls State University.
Signature of Applicant
Date
Please check the appropriate box based upon your observation of the applicant:
Characteristic
Outstanding
Above
Average
Average
Below
Average
Not
Observed
Potential for Success
Quantity of Work
Quality of Work
Ability to Complete Work
Rev. April 1998
Characteristic
Outstanding
Above
Average
Average
Below
Average
Not
Observed
Judgement and Common Sense
Emotional Adjustment
Cooperativeness
Initiative
Problem-Solving Ability
Dependability
Conduct
Integrity
I have been acquainted with the applicant for
years.
My relationship with the applicant has been as:
Employer
Advisor or Supervisor
Co-worker
College Instructor
Friend
Other (please explain)
Comments (If you wish, please comment on the strengths and weaknesses which might affect the
performance of the applicant as a graduate assistant. For example, you might comment on the
applicant=s personality, attitude, dependability, integrity, etc. Attach additional sheets if necessary.)
Signature of Evaluator
Title
Date
Organization
Address
Number & Street or P.O. Box
City
State
Zip Code
Country
NOTE TO EVALUATOR: Please accept the thanks of both the applicant and Nicholls State University
for your time and effort in this evaluation.
Rev. April 1998
To:
Nicholls State University
P.O. Box
Thibodaux, Louisiana 70310
GRADUATE ASSISTANTSHIP APPLICANT EVALUATION
(Confidential)
I am an applicant for a graduate assistantship at Nicholls State University, and am seeking a
recommendation from you for that position. I would appreciate very much your completing the
evaluation below and submitting this confidential form directly to the above address.
APPLICANT INFORMATION (please print or type):
Name of Applicant
Date
Mailing Address
Number & Street or P.O. Box
City
State
Telephone
Zip Code
Country
Fax
E-mail address
Graduate Degree Sought
I do hereby waive my right of access to this confidential evaluation made for the purpose of
accompanying my application for employment as a graduate assistant at Nicholls State University.
Signature of Applicant
Date
Please check the appropriate box based upon your observation of the applicant:
Characteristic
Outstanding
Above
Average
Average
Below
Average
Not
Observed
Potential for Success
Quantity of Work
Quality of Work
Ability to Complete Work
Judgment and Common Sense
Rev. April 1998
Characteristic
Outstanding
Above
Average
Average
Below
Average
Not
Observed
Emotional Adjustment
Cooperativeness
Initiative
Problem-Solving Ability
Dependability
Conduct
Integrity
I have been acquainted with the applicant for
years.
My relationship with the applicant has been as:
Employer
Advisor or Supervisor
Co-worker
College Instructor
Friend
Other (please explain)
Comments (If you wish, please comment on the strengths and weaknesses which might affect the
performance of the applicant as a graduate assistant. For example, you might comment on the
applicant=s personality, attitude, dependability, integrity, etc. Attach additional sheets if necessary.)
Signature of Evaluator
Title
Date
Organization
Address
Number & Street or P.O. Box
City
State
Zip Code
Country
NOTE TO EVALUATOR: Please accept the thanks of both the applicant and Nicholls State University
for your time and effort in this evaluation.
Rev. April 1998
To:
Nicholls State University
P.O. Box
Thibodaux, Louisiana 70310
GRADUATE ASSISTANTSHIP APPLICANT EVALUATION
(Confidential)
I am an applicant for a graduate assistantship at Nicholls State University, and am seeking a
recommendation from you for that position. I would appreciate very much your completing the
evaluation below and submitting this confidential form directly to the above address.
APPLICANT INFORMATION (please print or type):
Name of Applicant
Date
Mailing Address
Number & Street or P.O. Box
City
State
Telephone
Zip Code
Country
Fax
E-mail address
Graduate Degree Sought
I do hereby waive my right of access to this confidential evaluation made for the purpose of
accompanying my application for employment as a graduate assistant at Nicholls State University.
Signature of Applicant
Date
Please check the appropriate box based upon your observation of the applicant:
Characteristic
Outstanding
Above
Average
Average
Below
Average
Not
Observed
Potential for Success
Quantity of Work
Quality of Work
Ability to Complete Work
Judgment and Common Sense
Rev. April 1998
Characteristic
Outstanding
Above
Average
Average
Below
Average
Not
Observed
Emotional Adjustment
Cooperativeness
Initiative
Problem-Solving Ability
Dependability
Conduct
Integrity
I have been acquainted with the applicant for
years.
My relationship with the applicant has been as:
Employer
Advisor or Supervisor
Co-worker
College Instructor
Friend
Other (please explain)
Comments (If you wish, please comment on the strengths and weaknesses which might affect the
performance of the applicant as a graduate assistant. For example, you might comment on the
applicant=s personality, attitude, dependability, integrity, etc. Attach additional sheets if necessary.)
Signature of Evaluator
Title
Date
Organization
Address
Number & Street or P.O. Box
City
State
Zip Code
Country
NOTE TO EVALUATOR: Please accept the thanks of both the applicant and Nicholls State University
for your time and effort in this evaluation.
Rev. April 1998
(Sample Resumé)
John Deaux
1492 Columbus Street
Lafourche Crossing, LA 7000
Personal:
555-555-5555
545-545-5454
jdeaux@Byunet.com
28 years old. Married to Jane Faisdeaux. Two children.
Professional Objective:
Education:
Telephone
Fax
Email
To become a project manager in a large-project manufacturing firm, with
the goal of becoming a top-level manager in the organization.
B.S. in Mechanical Engineering, 1991, Tulane University.
Post-baccalaureate study at Louisiana State University.
Work Experience:
Computer Skills:
1988-1990
J.C. Nickel & Co., Bayou, LA.
Retail Sales: Started out as a part-time clerk in the Shoe
Department. After nine months, promoted to Assistant Manager of
the Department. Responsible for all display work and some sales
promotion.
1991-1998
Fredrick Shipbuilding, Inc., Amelia, LA.
Design Division Head: Responsible for the computer assisted
design of small ships for government contracts. Licensed
Professional Engineer in Louisiana.
Advanced level skills in CAD/CAM software. Intermediate level skills in
Microsoft Word, Excel, Access, and Power Point, and in the use of Internet
Explorer and Netscape. Basic knowledge of HTML and web page design.
Background: Grew up in the Lafourche Crossing and bay areas of Louisiana. Attended South Central
Lafourche High School. Traveled extensively in the US and in Europe.
Rev. April 1998