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Graduate Award Process – Notes



    • All offer letters are sent out, returned through this account
    • All tuition remission forms are sent out through this account


    ***Person taking over will need to request access to the following folder in G-drive: G:\AS\phy\#private\Graduate Awards


  • Important Contacts:
    • Graduate Awards general inbox:
      • ALL signed TA letters and their corresponding tuition remission forms get sent to this email address for processing
      • ALL signed RA letters on DEPARTMENTAL accounts and their corresponding tuition remission forms get sent to this email address for processing
  • Sponsored Accounting general inbox:
    • ALL signed RA letters on SPONSORED accounts and their corresponding tuition remission forms get sent to this email address AND for processing
  • Marrika Flowers-Dorsey:; x2298 (Graduate Awards Coordinator)
  • Ellen Hobbs:, x1701 (Graduate Awards manager)




TA Award Process

  • Prof. Catterall Ross confirms TA offers and terms of support.
    • All potential offers must go through the College first for approval before any offers can be sent to applicants.
  • All info is entered into AY18-19 support spreadsheet“1.0” in RED implies it is a drafted plan – only those in BLACK are confirmed or in process of being confirmed.the hiring sheet spreadsheet
    • Once a TA is confirmedapproved, the process is:
  1. List it in spreadsheet
  2. Add data into mail-merge list, if using. If not, skip to 3.
  3. Generate TA letter filling in all required fields. Adjust as needed if not using mail merge file.
  4. Print TA letter to PDF.
  5. Send in email from PGA account with due date clearly listed in body of email. Include attachments related to GA benefits and responsibilities, EVS document, and insurance info (last one only once available). See prior emails sent from pga mailbox for samples.
  6. When student returns, note it in the department spreadsheet. Then:
    1. Generate tuition remission form to match support info
    2. Send copy of signed page + tuition remission form to
    3. If system allows, iJAN payroll info for term.



  • Planning letters:
    • AY18-19 salary info
      • If it is a full-TA for full academic year: $25,0000 (Aug 16-May 15) = 18 semi-pays of $1388.889
      • only one term: Salary = $12,500.00 = 9 Semi-Pays of $1388.889
      • you can even have half-TAs for one semester, which would mean 10 hrs/wk for 9 semi-pays ($694.444 per pay = $6250)
  • To determine tuition student will receive:
    • I have listed all tuition needs I am aware of in the “AY2018-2019 Support Spreadsheet” for each of our students
    • When in doubt, consult the student and/or their academic advisor for their tuition needs before making the offer
    • Note: for summer, tuition is awarded through their Fall and Spring awards. So someone with a fall-only award, for instance, can get 12 credits of tuition in the form of 9 Fall, 3 summer if they prefer.
    • See department rules for more details about how tuition is awarded. Awards can be up to 24 credits per year for GAs, with amount per term given not to exceed what they need to fulfill program requirements. So if John Smith needs 6 credits more to be done, he shouldn’t be awarded more than 6 credits. 
  • To determine the number of HOURS the student will work each week (when in doubt, confirm with Prof. Catterall):
    • Full-TAS will work 20hrs/week
    • Half- TAs will work 10hrs/week
  • Start & end dates:
    • Full AY: Aug 16 – May 15
    • Fall only: Aug 16 – Dec 31
    • Spring only: Jan 1 – May 15
  • PAYROLL Start & end dates, in terms listing when checks will be received in letters
    • Full AY: Aug 31 – May 15
    • Fall only: Aug 31 – Dec 31
    • Spring only: Jan 15 – May 15
  • Number of pays per term: 9, full AY = 18
  • Response Date required for any TA, RA offer (technically): offer date + 15 days