Graduate Assistantships
Everything you need to start and maintain graduate assistantships in your department.
How to Initiate an Assistantship Appointment
First steps
Advertise the position and search for applicants
The hiring process for graduate assistants varies by department. Generally, you should have a clear job description that also outlines pay, tuition, and insurance benefits. If your position is going to be work-study funded, be sure to include that in the description. You can post the job listing to CareerLink, your department’s website, or our funding opportunities page (email the description to Amanda Quiring at amanda.quiring@maine.edu). You can also advertise the position via email.
Making an Offer
The student should receive an award letter that includes their stipend, tuition and insurance benefits, and a job description. We recommend that you use an award letter template to ensure all required information is included:
Assistantship award letter template
Fellowship award letter template
(What’s the difference?)
Set up the appointment
The steps to set up the appointment depend on the funding source: Department or Grant-Funded Assistantships, Federal Work-Study Assistantships, or Graduate School Funded Assistantships.
Department or Grant-Funded Assistantships
If your department or grant is funding an assistantship, you can complete the appointment form with either of these two options:
Option 1
Fill out the Graduate Assistant Appointment Form (GAAF) via Smartsheet. Click here for detailed instructions on the GAAF.
Please note that you cannot save your progress on the form.
Option 2
Batch upload sheet – This option is best if you want to submit several appointments at once and you are familiar with the GAAF. To use it, download the Excel sheet and read the instructions within it. When you have finished filling it out, email it to Allyson Davis at allyson.davis@maine.edu.
NOTE
*Appointments cannot span multiple academic years. For example, an appointment that starts on September 1st, 2022 and ends August 31st, 2023 is allowed, but to extend it beyond that point, a new appointment must be submitted.
**Please keep in mind that Payroll needs to receive appointment information by the 15th of any given month in order to process a check for that month. This means that all approvers must approve the form before the 15th. Form preparers are responsible for following up with approvers.
Federal Work-Study Assistantships
These positions are only available to domestic students who have completed the FAFSA and are eligible for work-study. You will need to complete the Work-Study Nomination form and email it to Connie Smith, the Director of Financial Aid (csmith@maine.edu). She will verify that the student is eligible for work-study and then complete the GAAF.
Graduate School Funded Assistantships
To set up assistantships that are funded by the Graduate School, please email Allyson Davis (allyson.davis@maine.edu) with the student’s name, ID, and the number of the position that the student will take. The Graduate School will complete the GAAF and, if desired, can send you a copy of it for your records.
Revisions and Terminations
Most revisions to appointments, including terminating an appointment early, can be made by emailing Allyson Davis (allyson.davis@maine.edu) with the desired changes. However, changes to stipend amount for appointments already in progress require Payroll forms:
Add Compensation
To pay a student who is working beyond their typical amount of hours.
Pay Change
To change a student’s stipend amount
Earnings Distribution
To change the accounts a student is being paid from
Budgeting for an Assistantship
When budgeting for an assistantship, you should factor in the cost of stipend, tuition coverage (most will cover 6 credits for spring and fall each), and at least 50% of the cost of the Graduate Assistant health insurance premium. See below for academic year 2023-24 figures:
Standard Minimum Monthly Stipend for Doctoral Students
Standard Minimum Monthly Stipend for Master’s Students
Insurance Premiums
Note: The GA health insurance plan is required for all graduate assistants unless they already have adequate coverage.
Click here for more information about insurance.
Full Year Insurance
Fall Insurance Only
Spring Insurance Only
Summer Insurance Only
Types of Assistantships
The Graduate School categorizes assistantships into the following three types:
Teaching Assistantships (TA)
TAs are assigned to specific undergraduate courses that they teach, grade, and answer general student inquiries for.
Research Assistantships (RA)
An RA’s job is primarily conducting research.
Graduate Assistantships (GA)
A catch-all term for assistantships that don’t fit into the other two categories. A student in this category might be working on general administrative tasks, answering emails, secretarial work, etc.
Hours, Responsibilities, and Requirements
Students on assistantships usually work 20 hours/week. Domestic students can work up to 30 hours/week during the academic year, and international students can only work 20 due to visa restrictions. Both domestic and international students can work up to 40 hours/week during breaks (spring, summer, and winter).
Work responsibilities vary widely according to the type of assistantship and what is needed for the role. It is important to provide a job description in the offer letter that outlines general responsibilities. Students should not be asked to complete tasks outside the scope of their original offer unless it is agreed to in writing. Students should never be asked to complete personal tasks for their supervisors.
Students are required to be enrolled full time during the semester(s) they are on an assistantship. For fall and spring semesters, this means at least 6 graduate-level credits. For summer, only 1 credit is required. If a student has applied for graduation and/or if they are a doctoral candidate, only 1 credit is required for any semester.
Performance Concerns, Coaching, and Disciplinary Action
If you are concerned about a graduate assistant’s performance, you should address the situation as soon as possible to give the student an opportunity to improve. The Graduate School recommends the following process:
- Discuss concerns with the student as they arise – clearly let them know the expectations.
- If behavior does not improve – move to a verbal warning that is documented in their file.
- If the behavior still does not improve – move to a formal written warning that includes the following:
- Outlines the supervisor’s concerns with GA performance.
- References the Performance Improvement Plan (PIP) form and says the supervisor will be meeting with the student to go over it.
- Sets a timeframe for re-evaluation noting that if there is not improvement in the items described on the PIP, that employment may be terminated.
Please feel free to use the following templates for addressing performance concerns:
If you are unsure of how to proceed or want advice about a particular situation, you are always welcome to reach out to Allyson Davis, Graduate Student Employment Manager, at allyson.davis@maine.edu or 207-581-3891.
Fellowships vs. Assistantships
Fellowships, like assistantships, provide a monthly stipend and tuition and insurance coverage. The main difference between fellowships and assistantships is that fellowships don’t come with work requirements – the student is supported by the funds to complete their research or other academic projects.
Because fellowships aren’t considered employment income, they are paid via Strategic Procurement instead of Payroll. Students will receive paper checks by default, but have the option of receiving direct deposit via Zelle (instructions here).
Use the Fellowship Appointment form to initiate a new fellowship. This fellowship letter template can be used for the student’s award letter.
Helpful Resources
Teaching Assistantship Handbook
This handbook is directed towards TAs and contains useful information and strategies for students in teaching positions.
Graduate School Financial Award Nomination Information
This page contains information about the Graduate School funded awards, which includes shared TAs, teaching assistantships and fellowships.