Graduate Assistantship Guidelines and Procedures

General Guidelines

• An assistant cannot work more 950 hours per year; that is, the total number of hours from all assistantships cannot exceed 950.
• It is recommended the University use only one distribution method: stipend and scholarship model. All academic departments as well as most programs and offices in academic affairs and student development use this method exclusively.
• The funding range for all assistantships across the University will be from $15 to $22 per a hour with a minimum of 40% stipend and maximum of 60% scholarship. The stipend is subject to federal and state income taxes, and the scholarship is applied to the student’s tuition. If the scholarship portion is larger than the student’s tuition for the semester, the excess will be transferred to the stipend portion of the package.
• All departments/divisions will be responsible for monitoring their graduate assistants budget line, which is part of their operating budgets.

All academic departments, as well as most offices in academic affairs, use the below 50 percent stipend and 50 percent scholarship model with the following options:

Graduate Assistant
Hrs/Sem	Scholarship	Stipend	Total
100	$763	$763	$1,526
200	$1,526	$1,526	$3,052
300	$2,289	$2,289	$4,578

 

Doctoral Assistant
Hrs/Sem	Scholarship	Stipend	Total
100	$826	$826	$1,652
200	$1,652	$1,652	$3,304
300	$2,478	$2,478	$4,956

Procedures

Designing, obtaining approval, and advertising the assistantship

1. Sponsoring professor/director prepares a position description and determines the selection process criteria. The sponsoring professor/director should work with their respective appropriate budget administrator, e.g., department chair or program director. 
2. Sponsoring professor/director submits the job description to studentjobs@loyola.edu for review and approval. 
3. HR reviews the job description to ensure compliance with federal and University guidelines. 
4. After the job description is approved by HR, the supervisor will post the position on Handshake. The supervisor can also request to have the position posted on the HR website by contacting studentjobs@loyola.edu. 

Filling the assistantship

1. Graduate student reviews Handshake/HR website for assistantship opportunities.
2. Graduate student contacts sponsoring professor/director and completes the department/program/division selection process.

Completing the process

1. Sponsoring professor/director is responsible for removing the posting from Handshake and notifying studentjobs@loyola.edu to remove the posting from the HR website.
2. Once the graduate assistant is selected, the supervisor will initiate the hire in Workday.
3. New graduate assistants must complete onboarding in Workday. 
4. Once all required onboarding, including the I-9, has been completed, the supervisor will receive a notification when the graduate assistant is approved to start working.
5.  Supervisor will contact SAS regarding the student's scholarship.