GS61 Assistantships and Appointment Requirements

GS61 User Training

What is the GS61? The GS61 is a system of record used to document assistantships, fellowships, and grants for graduate students. See Graduate School Policies & Procedures Handbook for related policies and the GS61 section on the Faculty & Staff Tools page (Graduate School website).

Assistantships A paid academic appointment for graduate students that involve part-time teaching, research, or other duties. Students with assistantships receive a stipend and tuition support. Students are responsible for paying the associated mandatory fees. Eligibility: Student must be enrolled in an on-campus graduate degree program that has a full- time tuition rate. Students in online programs, certificate programs, or enrolled part-time are not eligible.

Assistantships Appointment Requirements Appointments: 9-months (fall and spring) or 12-months (full calendar year) Students must be enrolled full-time Fall/Spring = 9 graduate credit hours Full Summer= 6 graduate credit hours First or Second Summer only = 3 graduate credit hours Maximum enrollment allowed is 15 graduate credit hours, exceptions may be requested Students must be paid a stipend of at least 1.2x minimum wage The GS61 entry for stipend must be entered as an annual amount, either 9-month rate or 12-month rate Students must work between 10-28 hours/week International Students are limited to 20 hours/week in Fall/Spring

Assistantships Appointment Types Award Type: 12-month Award Type: 9-month Title Definition Hours/Week Graduate Administrative Assistant 2GAA 9GAA up to 20 hours/week Assists department with administrative duties Principal Graduate Administrative Assistant 2PGA 9PGA 21-28 hours/week Graduate Extension Assistant 2GEA 9GEA up to 20 hours/week Assists in carrying out supervised extension services of the University Principal Graduate Extension Assistant 2PGE 9PGE 21-28 hours/week Graduate Grader Assistant 2GGA 9GGA up to 20 hours/week Assists faculty in grading homework, quizzes, etc. Principal Graduate Grader Assistant 2PGG 9PGG 21-28 hours/week Graduate Laboratory Assistant 2GLA 9GLA up to 20 hours/week Assists in undergraduate laboratories but is not responsible for assigning grade Principal Graduate Laboratory Assistant 2PGL 9PGL 21-28 hours/week Graduate Research Assistant 2GRA 9GRA up to 20 hours/week Conducts supervised research or assists with research funded from any source administered by the University Principal Graduate Research Assistant 2PGR 9PGR 21-28 hours/week Graduate Teaching Assistant 2GTA 9GTA up to 20 hours/week Teaches undergraduate classes or laboratories under supervision of a faculty member who assigns grades Principal Graduate Teaching Assistant 2PGT 9PGT 21-28 hours/week Teaches undergraduate classes or laboratories and is responsible for assigning grades *must complete FERPA training, Confidentiality Form, and 18 graduate credit hours in teaching discipline Graduate Teacher of Record* 2GTR 9GTR up to 20 hours/week Principal Graduate Teacher of Record* 2PRT 9PRT 21-28 hours/week Premier Graduate Research Assistant (in GS61 only) Only for CU-ICAR and some College of Ed. Programs 2GRP 9GRP up to 28 hours/week

Assistantships GS61 Requirements Annual Fall Requirements: Annual contracts Departments are required to issue contracts in fall terms using the approved Graduate School contract template for new and continuing students. Must be completed at least once a year starting in fall terms but may be completed more often. Microsoft Word and fillable PDF templates can be found on the Graduate School website. Department specific information can be added as an addendum to the GS contract template if needed. A copy of the signed contract must be kept in the departmental office. Annual review of performance (evaluation) NEW STARTING FALL 2023: We will no longer collect this information in the GS61, but all departments are still required to complete evaluations at least once a year for all returning students to ensure they are meeting expectations and keep a copy in the departmental office. The Graduate School will perform periodic audits on randomly selected departments for this information. Please make sure you keep copies of these documents.

Assistantships GS61 Requirements All assistantship types must have the following information: Student information Assistantship type Term Waive % Hiring Department Hours/week Supervisor CUID All Department Approvals Obtained (contract) Annual Stipend Information GAD information GAA and GEA only: Must provide brief description of job duties in Fall terms only (unless duties change) GGA, GLA, GTA, and GTR only: Must provide an updated brief description of job duties every term

Fellowships Monetary awards that require no service or work from the student. Awarded internally through the institution or externally awarded and portable to Clemson University. Must award student with a minimum of $1,000 stipend for the academic year. Provides student with the in-state rate for tuition and fees Students must be enrolled full time Fall/Spring = 9 graduate credit hours Full Summer= 6 graduate credit hours First or Second Summer only = 3 graduate credit hours There are fellowships that allow the student to have an assistantship as well, but NSF and some others do not.

Fellowships Fellowships can provide stipend funds only, tuition funds only, tuition and fees funds, or a combination. Tuition and fees: Cannot be for more than the total bill. Fellowship stipend funds can be dispersed through the following options: Only for Fall term one payment (F1) or two payments (F2) Only for Spring term one payment (SP1) or two payments (SP2) Only for Summer term one payment (SU1) or two payments (SU2) Fall and Spring terms one payment per term (Y2) or two payments per term (Y4) Users will enter the award, award amount, and funding source (chartstring) for the stipend and/or tuition/fees. Please enter the full award amount, even if the stipend is split over terms. Example: if a fellowship provides $20,000 in stipend funds for fall and spring terms, you will enter a fall row for $10,000 and a spring row for $10,000 for both terms so FA can see the full award amount.

Grants The Grants section is a mechanism to award funds to a student for any reason. Cannot use fund 15 accounts unless there is an exception. Student must be enrolled in a minimum of 1 graduate credit hour and can be in any program. Method to provide a one-time award/payment or pay for a student s tuition and/or fees. Cannot be for more than the total tuition and fees bill. Grant stipend funds can be dispersed through the following options: F = only fall (1 payment) SP = only spring (1 payment) SU = only summer (1 payment) Users will enter the award, award amount, and funding source (chartstring) for the stipend and/or tuition/fees every semester. Only enter the award amount for one semester.

Graduate Assistant Tuition Differential - GAD The Graduate Assistant Tuition Differential (GAD) is the difference between full time resident (in-state) graduate tuition & fees and graduate assistant tuition & fees. Full-time Resident (in-state) Tuition & Fees Graduate Assistant Tuition & Fees = GAD The GAD value is different for each tier and program code. All PhD programs are the same (some exceptions). MS students employed as GRAs will be charged the PhD tuition rate. The GS61 automatically calculates the GAD amount for you. All GAD must be charged to the appropriate account: Institutional (instructional), Sponsored Research (research grants), Departmental, or Institutional Overage.

Source of GAD Institutional Sponsored Research Used for GRAs paid from fund 20 and if the grant allows GAD. Can be used for GAA depending on the job duties. Account codes: 5301 for MS, 5351 for PhD Departmental Funds Used when the position does not qualify for an Institutional GAD and are not paid from a fund 20 with appropriate SPNGAD budget. Account codes: 5303 for MS, 5353 for PhD Must be used for all teaching/instructional-type assistantships (GTA, GTR, GLA, and GGA). Can be used for GAA depending on job duties. Occasionally used for GRAs depending on funding source. Account codes: 5302 for MS, 5352 for PhD Institutional Overage Used to cover the GAD overage when the GAD amount is higher than the maximum amount allowed to be charged against the grant. Only used in conjunction with Sponsored Research GAD. Account codes: 5304 for MS, 5354 for PhD Always communicate with your area s accountant/financial analyst and post-award manager regarding GAD.

Sponsored Research Maximum GAD (GRAs) There is a maximum amount that can be charged to Sponsored Research Projects and it can change every year. For Fall 2023, the maximum amount is $4,559, except for Premier Programs. Enter the GAD charged to the Sponsored Research Project for a total of $4,559. Enter a second line for the remaining GAD amount charged to Institutional Overage. If splitting GAD for a GRA between two Sponsored Research Projects, amount will be based on splitting the $4,559 (not the total GAD). Example: 50% split would be $2,279.50 per Sponsored Research Project. Create a line for each $2,279.50 GAD charge for each Sponsored Research Project. Create a third line for the remaining GAD amount charged to Institutional Overage. Please use the drop down to auto populate the correct coding.

How does the GS61 work? 1. Users enter the assistantship, fellowship, or grant information for a student before a term begins. The Graduate School reviews the records to ensure all requirements are met and approves or denies the record. a. If denied, users are responsible for checking the denial reason and making the necessary changes. Student Financial Services runs an interface from the GS61 to Banner that pulls Assistantship and Fellowship records into Banner and updates the student bill. a. It runs once an hour, Monday-Friday, 7am-5pm b. Only loads approved or denied records c. Interface stops running after the last day to add/edit for a term i. Fellowships only adjusts the tuition rate (removes the out-of-state portion) Student Financial Aid manually extracts Fellowships/Grants and applies the funds to the student bill. a. Record must be approved before SFA will process it b. No set schedule but usually at least once a day 2. 3. 4.

GS61 - Overview Main page view Assistantships, Fellowships, and Grants have individual tabs. Search area and term coding Four-digit year and month semester starts. Summer 2023 = 202305 Fall 2023 = 202308 Spring 2024 = 202401 You may select other categories to define your search if desired but must select at least the term.

GS61 Overview Columns: Student XID (CUID) Contact (Student Name) Waive % Primary: Hiring department = department that is hiring the student Program = graduate program the student is enrolled in Type = type of assistantship/fellowship/grant Hours = hours per week the student will work C = number of graduate credits student is enrolled in for that term UG = number of undergraduate credits student is enrolled in for that term E = total number of credits the student has earned during their graduate education at Clemson Stipend (Assistantships and Fellowships tab) or Grant (Grants tab): Assistantships: Full account string from which the student will be paid from and the annual amount they will be paid Fellowships: Payment term and full account string from which the student will receive funds from (annual amount so FA can view full award amount) Grants: Payment term and full account string from which the student will receive funds from (only amount the student should receive for the 1 term)

GS61 Overview Tuition Differential (Assistantships tab) or Tuition (Fellowships and Grants tabs): Assistantships: Full account string from which the student s tuition will be paid from aka the GAD Fellowships and Grants: Payment term and full account string from which the student s tuition and/or fees will be paid from GS (Graduate School Decision): D = denied (needs to be reviewed and corrected by user) A = approved FA (Financial Aid mostly applicable to Fellowships and Grants tabs): E = exported by Financial Aid U = updated and needs review by Financial Aid R = has not been reviewed by Financial Aid and needs to be Status: New Record has not been approved or denied. Assistantship has not been loaded by Financial Aid Current Record has not been modified and is approved Pending Change has been made and needs approval Remove Record has been removed from report (make sure the student is removed/terminated in HR as well, if applicable)

GS61 Semesterly Rollovers Before a new term is available in the GS61, the previous term information will be rolled over. Spring to Fall all assistantship records are pending with no duties and must re-check departmental approvals, re-enter fellowships and grants from scratch Fall to Spring GRA and GAA types are current, all others are pending and need updated duties, update fellowships, re-enter grants from scratch Spring to Summer only 12-month assistantships, GRA and GAA types are current, all others are pending and need updated duties, re-enter fellowships and grants from scratch GAD will roll over from previous semester for assistantships and fellowships, that are coded as fall and spring, but will likely need updates for tuition $ amount at minimum.

GS61 Resources Faculty & Staff Tools Page Link to GS61 and training materials This PowerPoint and step-by-step user guide with screenshots and FAQs Assistantship/Fellowship Deadlines: Updated calendar of important dates related to the GS61 and processing of records Sent out yearly with updated information for that academic year Graduate School Policies & Procedures Handbook Contact Kelsey Loftus (klloftu@clemson.edu) for all GS61 items.