Student PCR Processing

Graduate/Doctoral Teaching Assistants: In accordance with the “Credentials Guidelines” in the SACSCOC Principles for Accreditation for graduate teaching assistants, all teaching assistants are required to hold “a master’s in the teaching discipline or eighteen graduate semester hours in the teaching discipline, be under the direct supervision of a faculty member experienced in the teaching discipline, and complete regular in-service training, as well as planned and periodic evaluations.” Additional Texas State requirements include unconditional acceptance into a graduate degree program. The student must enroll in at least nine graduate semester credit hours (SCH) in a graduate degree program each fall and spring semester of employment and in at least three graduate SCH during the summer, if their initial enrollment is in the summer. Teaching assistants, who are employed in the spring and fall semesters, may spread out their required enrollment hours (18 graduate SCH) over the entire academic year, if their department allows it.

The dean of The Graduate College must approve graduate and doctoral teaching assistants taking more than 12 graduate semester hours of course work per fall or spring semester or those taking more than six graduate semester hours per summer session. The student must also maintain a minimum 3.0 Texas State grade point average (GPA) in course work leading toward the completion of a graduate degree. The dean of The Graduate College must approve any exceptions. The graduate advisor, department chair, or school director must submit requests for exceptions in writing to the dean of The Graduate College prior to the first day of employment.

Graduate/Doctoral Instructional Assistants:  Texas State requirements include unconditional acceptance into a graduate degree program. The student must enroll in at least nine graduate SCH in a graduate degree program each fall and spring semester of employment and in at least three graduate SCH during the summer, if their initial enrollment is in the summer.

The dean of The Graduate College must approve graduate and doctoral instructional assistants taking more than 12 graduate semester hours in the fall or spring semester of course work or those taking more than six graduate semester hours per summer session. The student must also maintain a minimum 3.0 Texas State GPA in course work leading toward the completion of a graduate degree. The dean of The Graduate College must approve any exceptions. The graduate advisor, department chair, or school director must submit requests for exceptions in writing to the dean of The Graduate College prior to the first day of employment.

Graduate/Doctoral Research Assistants: Texas State requirements include unconditional acceptance into a graduate degree program. The student must enroll in at least nine graduate SCH in a graduate degree program each fall and spring semester of employment and in at least three graduate SCH during the summer, if their initial enrollment is in the summer.

The dean of The Graduate College must approve graduate and doctoral research assistants taking more than 12 graduate semester hours in the fall or spring semester of course work or those taking more than six graduate semester hours per summer session. The student must also maintain a minimum 3.0 Texas State GPA in course work leading toward the completion of a graduate degree. The dean of The Graduate College must approve any exceptions. The graduate advisor, department chair, or school director must submit requests for exceptions in writing to the dean of The Graduate College prior to the first day of employment.

Graduate/Doctoral Research Assistants: Students engaged in research in the course of obtaining an advanced degree and the research is performed under the supervision of a faculty member in a research environment provided by the institution under a grant or contract. This group is also eligible to receive stipends with prior approval and are exempt from FLSA, therefore does not have to enter time.

Graduate/Doctoral Assistants Non-Exempt:  Texas State requirements include unconditional acceptance into a graduate degree program. The student must enroll in at least nine graduate SCH in a graduate degree program each fall and spring semester of employment and in at least three graduate SCH during the summer, if their initial enrollment is in the summer.

The dean of The Graduate College must approve graduate and doctoral assistants taking more than 12 graduate semester hours in the fall or spring semester of course work or those taking more than six graduate semester hours per summer session. The student must also maintain a minimum 3.0 Texas State GPA in course work leading toward the completion of a graduate degree. The dean of The Graduate College must approve any exceptions. The graduate advisor, department chair, or school director must submit requests for exceptions in writing to the dean of The Graduate College prior to the first day of employment.

Graduate/Doctoral Assistants Non-Exempt:  Students employed by a department or university and may receive pay from grants or university funds. Responsibilities may include research (not under the supervision of a faculty member), technical assistance, and institutional support. This group is not eligible to receive stipends and must enter time to receive extra compensation. DAs and GAs are also subject to minimum wage and overtime provisions of FLSA, and must enter time for hours worked that deviate from their default schedule, i.e., 4 hours a day. Cannot hold an exempt position concurrently with a Non- Exempt position.

The department must make sure that all insurance eligible students (those with an appointment of at least 4.5 months and an FTE of 50%) go the Human Resources Benefits Office prior to their start date.  An I-9, W-4, and a graduate insurance eligibility acknowledgement form are sent for new hires.  Departments maintain the records on these students since they are not teachers of record and therefore do not receive a contract from the Provost.

Graduate/doctoral research assistant salaries are paid from outside sources, and may not be funded by using funds from the instructional budget (IA/TA) or by using M&O without prior approval from Faculty and Academic Resources.

A graduate student should not be appointed for more than 50% FTE without prior approval from the dean of the Graduate College.  A student may work up to 75% FTE with approval from the dean of the Graduate College.

No. Individuals cannot be paid from the hourly payroll and monthly payroll within the same month.  In addition, if you are changing a student from an hourly position to one paid on the monthly payroll or vice versa, please contact the Human Resources Office to determine the appropriate way to handle the change.

Initiators, supervisors, and account managers with graduate assistants are responsible for separating graduate assistants in a timely manner.  Separations are often triggered when a student graduates, is no longer enrolled, no longer meets eligibility requirements, is no longer funded by grant/contract, withdraws during the semester, etc.  Separations should be implemented via PCR as soon as the department is aware of the situation.  Otherwise, overpayment and collections processes may result.  Reminder: End dates on PCRS do not equate to separations.