Marquette University Graduate Assistant Handbook

This handbook pertains to graduate assistantships that are offered by, or in conjunction with, the Marquette University Graduate School. These assistantships are administered by individual colleges (including the Graduate School of Management), departments, principal investigators, and the Office of Research and Sponsored Programs. Marquette University reserves the right to change any or all policies, procedures and rules, in whole or in part, at any time with or without notice. Major changes in policies, rules and procedures will be published. It is the responsibility of the graduate assistant to be aware of and abide by these changes.

In some instances, the special nature of the graduate assistant’s department or the grant on which a graduate assistant is working will require policies, rules or procedures that are unique to the needs of that area. Such policies, rules, or procedures will augment but cannot supersede those described in this handbook.

This handbook has been developed with input and review from the Office of General Counsel, the Office of Research and Sponsored Programs, the Office of International Education, the Raynor Memorial Libraries, the University Board of Graduate Studies, the Graduate Student Association and the Graduate Student Task Force. The Graduate School is grateful for the contributions of these groups and other individuals who participated in the development of this handbook.

Please reference the Graduate Assistantship Checklist for convenient reminders for tasks and requirements associated with graduate assistantships.

Congratulations on being awarded a graduate assistantship. These competitive financial aid awards can be an important part of your professional development and source of support for your studies. They also provide a valuable way for you to participate in and contribute to pursuing Marquette’s mission. 

Graduate assistants play important roles in the Marquette community. Research assistants contribute to vital research agendas and the discovery of knowledge. Teaching assistants contribute to the learning and development of undergraduates, often serving as role models and sources of inspiration. Service assistants contribute to non-academic units and community partners as they apply theory to practice in supporting important initiatives and projects.

The guide is intended to support assistants in these endeavors and reflects the Graduate School's ongoing commitment to student learning and achievement.

Acceptance of an offer of financial support* (such as a graduate scholarship, fellowship, traineeship, or assistantship) for the next academic year by a prospective or enrolled graduate student completes an agreement that both student and graduate school expect to honor. In that context, the conditions affecting such offers and their acceptance must be defined carefully and understood by all parties.

Students are under no obligation to respond to offers of financial support prior to April 15; earlier deadlines for acceptance of such offers violate the intent of this Resolution. In those instances in which a student accepts an offer before April 15 and subsequently desires to withdraw that acceptance, the student may submit in writing a resignation of the appointment at any time through April 15. It is further agreed by the institutions and organizations subscribing to the above Resolution that a copy of this Resolution or a link to the URL should accompany every scholarship, fellowship, traineeship, and assistantship offer. 

This Resolution was renewed October 2019.

*Please Note: This Resolution applies to offers of financial support only, not offers of admission.

https://cgsnet.org/resources/for-current-prospective-graduate-students/april-15-resolution

Marquette University is committed to the safety of its students, faculty, staff and visitors. Resources and regularly updated information on the COVID-19 pandemic and the university’s response are available at Coronavirus (COVID-19).

If you have accommodation concerns regarding COVID-19 (for example, you are concerned that serving your TA assignment might lead to significant risks to an immunocompromised individual that you live with), please contact the Office of Disability Services Director, Jack Bartelt, at jonathan.bartelt@marquette.edu, who will work to connect you with resources on campus.

Teaching assistants must review this information and are expected to be responsive to changes in their duties as new protocols are established. They will be directed by their program offices as required.

Mission Statement

Marquette University is a Catholic, Jesuit university dedicated to serving God by serving our students and contributing to the advancement of knowledge. Our mission, therefore, is the search for truth, the discovery and sharing of knowledge, the fostering of personal and professional excellence, the promotion of a life of faith, and the development of leadership expressed in service to others.

Excellence

Our students, whether traditional or non-traditional, undergraduate, graduate or professional, come to Marquette University to share our commitment to the pursuit of excellence in all things as a lifelong endeavor. They come to join a community whose members — faculty, staff, students, trustees, alumni and friends alike — believe that education must encompass the whole person: spiritual and moral as well as intellectual, the heart as well as the mind. And they come seeking the educational, professional and cultural advantages of a university located in the heart of the city. We, in turn, take seriously our responsibility to foster and support excellence in teaching and research, to keep a Marquette education accessible to a diverse population of students, and to offer personal attention and care to each member of the Marquette community.

Faith

As a Catholic university, we are committed to the unfettered pursuit of truth under the mutually illuminating powers of human intelligence and Christian faith. Our Catholic identity is expressed in our choices of curricula, our sponsorship of programs and activities devoted to the cultivation of our religious character, our ecumenical outlook, and our support of Catholic beliefs and values. Precisely because Catholicism at its best seeks to be inclusive, we are open to all who share our mission and seek the truth about God and the world, and we are firmly committed to academic freedom as the necessary precondition for that search. We welcome and benefit enormously from the diversity of seekers within our ranks, even as we freely choose and celebrate our own Catholic identity.

Leadership

As a Jesuit university, Marquette embodies the intellectual and religious traditions of the Society of Jesus. Through an academically-rigorous, values-centered curriculum, our students receive a firm grounding in the liberal arts, preparation for work in a world of increasing complexity and diversity, and formation for life as ethical and informed leaders in their religious, cultural, professional and civic communities. They work with and learn from faculty who are true teacher scholars, whose research not only advances the sum of human knowledge, but also informs their teaching, and whose commitment to students is fundamental to their intellectual and professional lives.

Service

Through both our academic and co-curricular programs, Marquette strives to develop men and women who will dedicate their lives to the service of others, actively entering into the struggle for a more just society. We expect all members of the Marquette community, whatever their faith tradition, to give concrete expression to their beliefs by giving of themselves in service to those in need. All this we pursue for the greater glory of God and the common benefit of the human community.

Statement on Human Dignity and Diversity

As a Catholic, Jesuit University, Marquette recognizes and cherishes the dignity of each individual regardless of age, culture, faith, ethnicity, race, gender, sexual orientation, language, disability or social class. Precisely because Catholicism at its best seeks to be inclusive, we are open to all who share our mission and seek the truth about God and the world. Through our admissions and employment policies and practices, our curricular and co-curricular offerings, and our welcoming and caring campus environment, Marquette seeks to become a more diverse and inclusive academic community dedicated to the promotion of justice. Our commitment to a diverse community helps us to achieve excellence by promoting a culture of learning, appreciation and understanding. Each member of the Marquette community is charged to treat everyone with care and respect, and to value and treasure our differences. This call to action is integral to the tradition, which we share.

Purpose of an Assistantship

Graduate assistantships are a form of financial aid.

An assistantship enhances students’ graduate educational experiences in a number of ways. Graduate assistants work closely with the faculty and staff in their departments. They receive knowledge and skills to teach undergraduates or more junior graduate students, help faculty with their research, and learn administrative procedures that may be applied to their academic disciplines and future professions. In addition to receiving supervised practical experience, some of the benefits of a graduate assistantship include networking and mentorship opportunities and financial support for tuition and living expenses.

Graduate assistantships are not fellowships or university employment. Assistantships are a form of financial aid, rather than positions managed through Student Employment Services. Distinguished fellowships are also a form of financial aid, they may or may not include required responsibilities, but usually those responsibilities are not connected to a specific department/unit. Student employment, such as tour guides, food service, clerical support, is not a form of financial aid. It is administered through Student Employment Services.

Distinguished fellowships and assistantships may not be held concurrently with graduate assistantships. More information about distinguished fellowships and assistantships is available at https://www.marquette.edu/grad/financial-aid-distinguished-fellowships.php

Full-time graduate assistants may only pursue student employment or off-campus employment of 10 hours per week or less without notifying the Graduate School. See Section 4 for more information regarding outside employment.

Types of Assistantships

Assistantships can be full (20-hours per week) or partial (prorated). Partial awards are usually framed as a percentage of a full award (i.e., a half award). The benefits and expectations of partial awards are usually prorated according to that percentage. The specifications of partial awards are delineated in the award letter.

1. Graduate Teaching Assistantships
   Graduate teaching assistants may serve as instructors of record, or assist faculty in teaching courses including functioning as discussion/laboratory section leaders or in providing other appropriate professional assistance including grading examinations, problem sets, and/or lab assignments, setting up displays for lectures and laboratory sections, and preparing or maintaining equipment used in laboratory sections.
2. Graduate Research Assistantships
   Graduate research assistants are graduate students conducting academically significant research under the direction of a faculty member. Graduate research assistantships are awarded by departments with faculty members engaged in research projects.
3. Graduate Assistantships
   Graduate assistants are appointed for the primary purpose of assisting in classroom or laboratory instruction or in the conduct of research. Graduate assistants are included in this category when differentiating between instruction and research duties is difficult.
4. Graduate Service Assistantships
   Graduate service assistants meet the definition of a graduate assistant except students are not appointed for the primary purpose of assisting in classroom or laboratory instruction or in the conduct of research. Graduate service assistant positions are awarded for the primary purpose of gaining experience, practice or guidance that is significantly connected to the students' fields of study and career preparation. Graduate service assistants typically serve the university outside of an academic department and may provide service to off-campus organizations affiliated with the university. Trinity Fellows are included in this classification.

Funding Sources for Assistantships

The primary sources of funding for graduate assistantships are:

1. The University. These are regular university-funded assistantships (typically from the Graduate School or an academic department). They are typically part of a department’s regular allocation of financial aid. Graduate students on university-funded assistantships will receive award letters, on Graduate School letterhead, signed by a representative of the Graduate School. A link to this handbook is included in the letter. The letter will include the title of the assistantship, and information about the stipend and/or tuition scholarship being offered. Regular university-funded assistantships are administered by the Graduate School.
2. Faculty Grants. These are assistantships funded by sources outside of the university (typically from grants or gifts awarded to faculty). Each of these graduate assistants receives an award letter from their academic department, their academic department’s college, or the principal investigator of the outside grant/gift. A link to this handbook is included in the letter. The letter will include the title of the assistantship, and information about the stipend and/or tuition scholarship being offered.
3. Other Sources. On occasion, a college, administrative, or non-academic department on campus may fund and offer a graduate assistantship from their own funds. These graduate assistants will be notified of the terms of their awards in the manner that is set by those individual departments. These assistantships are subject to this handbook. However, it should be noted that assistantships provided by these funding sources may not receive the same perquisites as assistantships in the first two categories.

To be eligible for a graduate assistantship, a student must:

• Be admitted to a degree program administered by the Graduate School.
• Not be admitted conditionally or be on probation.
• Maintain a minimum 3.000 grade point average (each term and cumulatively).
• Be registered full-time (7 credit hour minimum) during each semester of their assistantship.
• Show academic progress toward the degree (renewals).

First-year graduate students apply for assistantships on their applications for admission. When applying, they mark the box that asks if they wish to apply for merit-based aid.

Admitted and returning students who want to be considered for first-time assistantships should apply on Checkmarq by the application deadline (see Instructions for Applying for Financial Aid).

Some service assistantships may require additional steps in the application process.

Although many programs state their intention to support their graduate students through assistantships for multiple years, assistantships are only provided on a semester- or year-basis. Future assistantships are not guaranteed or renewed automatically. Students should not assume their awards extend to any terms beyond those specifically stated in their award letters. Some departments have limits on the number of terms across which a student can receive an assistantship.

Assistants must submit an application for financial aid to be added to the list of applicants reviewed by the department for consideration for support along with other potential recipients. Award decisions are based on academic credentials, and progress, not on financial need. Students interested in reapplying for an assistantship should reapply for aid in CheckMarq by the application deadline each term.

A department’s decision to not renew an award cannot be appealed.

Most assistantships are offered in the fall term and granted for the entire academic year. Exceptions are noted in individual award letters.

Fall and Academic Year

• Application - February 15
• Acceptance - April 15 (See Responding to Offers for more information.)

Spring

• Application - November 15
• Acceptance – Within two weeks of receipt of award letter (See Responding to Offers for more information.)

These are the deadlines for priority consideration. Some departments may accept and review applications received after deadlines and some may not. Students should contact their academic departments for department-specific information. (Also, see Responding to Offers.)

Summer

While some graduate programs and principal investigators may offer assistantships during the summer term, the Graduate School does not typically award summer assistantships and, therefore, does not have a summer application deadline.

Graduate Assistantships are merit based and are not based on financial need. Each academic department reviews their applicants for university-funded assistantships in their programs and makes their recommendations to the Graduate School.

For incoming students, departments may consider admission credentials submitted at the time of application, research interests, potential for success, and the results of personal interviews. Assistants requesting renewals of their awards are evaluated based on past performance and academic progress.

International students studying at Marquette in F-1 or J-1 status are subject to additional regulations established by the federal government and are obligated to know and follow these rules which can be found on OIE's Off-Campus Employment website. International students and relevant faculty/department staff with questions about the impact these rules on graduate assistantships are strongly advised to seek the guidance of the Office of International Education before the start of any graduate assistantship.

Provisions include:

• F-1 and J-1 international students may work on-campus, but this work is subject to certain regulatory limits.
• F-1 international students are prohibited by F-1 regulations from working more than a total of 20 hours a week on-campus including all positions while classes are in session. For students beginning their MU studies during the summer, classes are considered to be in session during that first summer.
• J-1 international students are prohibited by J-1 regulations from working more than a total of 20 hours a week including all on-campus and off-campus positions while classes are in session. For students beginning their MU studies during the summer, classes are considered to be in session during that first summer.
• F-1 and J-1 students may work more than 20 hours per week on-campus when school is not in session (i.e. winter break, spring break and summer break if the student is continuing their MU studies in the next fall semester.)
• F-1 international students with do not require additional authorization through OIE to work on-campus subject to the conditions their F-1 status, but they must complete all relevant MU hiring processes.
• J-1 international students must receive written permission from OIE before beginning any employment.
• F-1 and J-1 international students with assistantships must maintain a seven-credit load, which may include appropriate continuation course registration, each term to be considered full time for immigration purposes.

All international students who are Teaching Assistants (TAs) are required to attend the International Teaching Assistant Program (ITAP) conducted by the Office of International Education and take an English proficiency test administered during ITAP. ITAP is held before the start of the fall term.

Disability services for graduate assistants are provided through the Office of Disability Services. Graduate assistants may be eligible to receive reasonable modifications to policies/procedures that enable them to access university programs related to their assistantship duties. Information about how to engage in that process is available at Accessing Accommodations.

Assistantships are awarded for the academic year or on a semester basis. Stipends for assistantships are provided between August and May based on the term of the award. Within the award period, each department may determine specific beginning and ending dates. In rare cases, departments have unique start and end dates that extend beyond this standard.

Full-time assistants are required to work an average of 20 hours per week throughout a semester. Due to the nature of academic pursuits, there may be some weeks in which students may work more or less than 20 hours per week, but the expectation is that a full-time assistantship will average a 20-hour-per-week commitment. F-1 visa students may not work more than 20 hours per week during the semester. Summer is considered a semester for this purpose for F-1 students beginning their MU program in the summer or ending their program in August. Except in rare cases, graduate assistants may only work during the period of time in which they are receiving a stipend; however the specific starting and ending dates within that time period, duties, distribution of hours over the semester, and assignments to faculty are made by each department chair or director of graduate studies.

Some departments may also require that their assistants work during regular university recesses such as winter and spring holidays. F-1 visa students may not work more than 20 hours per week while school is in session.

The duties of a graduate assistantship should not detract or distract a graduate student from pursuing his or her educational progress. The assignments of assistantships should enhance students’ development by exposing them to advanced professional activities and disciplinary concerns, involving them in university activities related to their academic and professional interests, and giving them opportunities to work closely with faculty and other university personnel.

Performance evaluation of duties and assignments will be conducted by supervisors as specified by the Graduate School. For further information see Performance Evaluation in the Responsibilities of the Assistant’s University Department section of this guide.

I-9 Employment Eligibility Verification Form

Graduate assistants must submit a completed I-9 Employment Eligibility Verification form to the Graduate School within 72 hours of the start of their assistantship. To complete and submit your I-9 Form, you must schedule a time with the Graduate School and bring an acceptable form of identification (see page three of the I-9 form, available at https://www.uscis.gov/i-9, to your appointment.

International Students

In addition to submitting an I-9 form, Assistants on F-1 student visas must also submit a Confirmation of On-campus Employment Authorization for an F-1 Visa Student memo from Marquette’s Office of International Education. 

Form W-4 Employee’s Withholding Certificate

The default for the W-4 Employee’s Withholding Certificate form is Zero/Single. If a domestic student plans to claim anything other than Zero/Single, then they will need to complete the W-4 form and submit it to the Payroll Department. Otherwise, the W-4 form does not need to be completed. All international students, however, must complete the form. The form is available on the Payroll Department’s website (restricted to campus or Marquette VPN).

Social Security Number

All graduate assistants must have, or must have applied for, a social security number. International students work with the Office of International Education to obtain a social security number.

Direct Deposit Form

Graduate assistants are encouraged to sign up for direct deposit of their stipend checks on CheckMarq. Instructions are available on the Payroll Department’s website (restricted to campus or Marquette VPN).

The Graduate School often receives award (sometimes called “employment”) verification requests from employers, lenders, and rental agents, and can provide such verification only with the signed consent of the student. The Graduate School only provides assistantship titles, assistantship, and stipend information. It cannot provide an assessment of work or address specific skills. Requests should be submitted to gradfinaid@marquette.edu. 

Graduate assistant Marquette ID cards have “Grad Assistant” designations on them. They can be used to access university buildings, on-campus recreation centers, university libraries, PrintWise, and MarquetteCASH. More information is available from Union Station. 

Grievances may be pursued regarding conditions of the assistantship. The following grievance procedure is restricted to interpretation or application in accordance with this handbook and applicable Graduate School and university policies. Grievances may include unequal treatment by a supervisor or directing faculty, irreconcilable differences with a supervisor or directing faculty, unresolved difficult collegial working, assignment of responsibilities outside the scope of the assistantship, and unacceptable working conditions, workload or work hour assignments. It does not apply to tuition and fees, stipend level or tuition scholarship or any benefits allocated through an assistantship.

Prior to filing a grievance, graduate assistants are encouraged to seek resolution with their directing faculty or supervising director of graduate studies, as appropriate, using informal discussion, collegial interaction, and existing departmental structures and policies to resolve conflicts and to remedy personal and professional concerns whenever possible. If the student contacts the directing faculty, and the directing faculty is not the supervising director of graduate studies, the directing faculty must notify the director of graduate studies about the nature of the grievance and the resolution. When issues are brought to the supervisor and/or department chair, they should be documented.

If the grievance cannot be resolved at the department level, graduate assistants may bring the grievance to the Graduate School. This must be done in writing by submitting the Graduate Student Grievance Form, including an attachment describing the issue, the relief sought, and the steps taken to resolve the issue, as well as prior correspondence regarding this issue raised in the grievance.

Within 10 business days of having received grievance, the Grievance Committee of the Graduate School, consisting of the associate and assistant deans of the Graduate School and the dean or a dean’s designee from the faculty supervisor’s home college, will schedule a conversation with the student to further understand the situation and gather additional information. The Grievance Committee of the Graduate School will also schedule a conversation with the supervisor, similarly, to gain understanding and for fact finding. The Grievance Committee of the Graduate School will contact other people involved in the situation, as required. In a timely manner, the Grievance Committee will provide resolution of the situation in writing to the grievant, the grievant’s directing faculty and the supervising director of graduate studies.

If the decision of the Grievance Committee of the Graduate School is not acceptable to the grievant, the grievant has 10 business days from the receipt of the decision to file an appeal with the dean of the Graduate School. Appeals must be submitted in writing and include a description of the issue, the relief sought, the steps taken to resolve the issue, and prior correspondence regarding this issue raised in the grievance. In a timely manner, the dean of the Graduate School will provide a response to the appeal in writing to the grievant and the grievant’s supervisor. The dean’s decision is final.

Assistantships may be rescinded prior to the end of the award if assistants are not: maintaining a 3.0 GPA (each semester and cumulatively), making progress toward their degrees, and satisfactorily performing the responsibilities assigned by their departments. In most cases, the department chair or director of graduate studies shall inform the graduate assistant in writing that rescission is possible as soon as the unsatisfactory performance becomes evident. The warning letter should:

• Outline the assistant's performance deficiencies.
• Suggest required remedies.
• Set a date when the matter will be reviewed to recognize improvement or recommend rescission of the award to the Graduate School.

At the specified review date, should the acceptable improvement not be evident, the department chair or director of graduate studies will recommend to the associate dean for strategic innovation and academic program development of the Graduate School or the unit funding the assistantship, in writing, including the reason for the rescission and the opportunity provided for improvement.

In serious cases, a department may recommend to the associate dean of the Graduate School or unit funding the assistantship that an assistantship be rescinded immediately. In these cases, the department is not obligated to use the above warning procedure. However, the supervisor is encouraged to have a conversation with the student, when possible, as a part of their professional development. 

After making such a recommendation to the Graduate School or unit funding the assistantship, the department may immediately suspend any/all duties of the assistant pending the decision of the Graduate School or funding unit regarding the rescission. Serious cases include, but are not limited to, violations of university policy/procedures and violations of ethical or professional codes or standards.

Rescission appeals must be made in writing to the dean of the Graduate School within 10 business days of the rescission decision and include the rationale for the appeal, along with any supporting documentation.

All stipends end on the date of rescission. Tuition scholarships remain in place until the end of the term.

There are two types of leave: short-term (generally one week or less) and long-term leave (generally longer than one week). Short-term leave is paid, and long-term leave is unpaid.

Short-Term Leave

In seeking short-term leave, graduate assistants must be mindful of their assigned duties and how they fit into the departments’ operational needs. Every effort should be made to prevent disruption of those operational needs. If it becomes necessary to ask for time off, the assistant should contact their supervising director of graduate studies, including their directing faculty in the communication, as much in advance of their absence as feasible so that the department can arrange coverage for the assistant's duties.

Appropriate reasons for short-term leave may include illness, injury, bereavement, or celebration of religious holidays that are not observed on the university’s holiday schedule.

Eligibility: All graduate assistants qualify to be considered for short-term leave from the beginning of their appointments.

The Short-Term Leave Process:

1. The assistant must contact their supervising director of graduate studies, including their directing faculty on the communication, as soon as they know they will not be able to come to work. Contact can be verbal or by email.
2. The assistant’s supervising director of graduate studies will approve or refuse the request in a timely manner. Any conditions to the approval (making up hours, work, etc.) will be provided in writing. A refusal will detail, in writing, the reasons why the leave is not acceptable. Assistants may appeal a refusal in writing first to their department chair, or to the associate dean for academic affairs and student development of the Graduate School, if the department chair is the graduate assistant’s directing faculty.
3. If approved, assistants are relieved of all work duties during the short-term leave. Their pay will continue during the leave.
4. All assistantship duties are resumed at the end of the leave period.
5. An excessive number of absences can affect an assistant’s performance evaluation and assistantship renewal.

Every effort will be made to accommodate short-term leave requests, within reason. If a short-term leave request is not granted, the graduate assistant can follow the Grievance procedure detailed in this handbook.

Long-Term Leave

Requests for leaves longer than one week fall into two categories:

1. Long-Term Leave (generally, full-semester or less) from Assistantship While Maintaining Graduate Program Enrollment.
2. Long-Term Leave (generally full-semester or longer) from Assistantship with a Temporary Withdrawal from the Graduate Program.

Appropriate reasons for long-term leave may include illness, injury, caregiving, military service, maternity, and paternity.

International students are advised to consult with the Office of International Education regarding their immigration status prior to applying for a leave from their assistantship or a temporary withdrawal from their graduate programs.

Some key components to keep in mind about a long-term leave:

1. It is unpaid leave. The stipend of the graduate assistant will be suspended on the start date of the leave and will resume after the unpaid period on the date the assistant returns to work, as long as that reinstatement is within the award period.
2. Tuition scholarships associated with a graduate assistantship will be unaffected by the leave unless the leave entails an entire semester and includes withdrawal from the academic program. Students will not be required to pay back applied tuition credits.
3. Departments cannot ask assistants to make up work missed during the time of their unpaid long-term leave. 
4. A leave granted from one’s assistantship is not a leave granted from one’s registered courses. A student who intends both must request both. Students should consult their advisers on the appropriateness of completing courses as planned, withdrawing from them, or requesting incomplete grades.

Long-Term Leave While Maintaining Enrollment

A request for a long-term leave from only assistantship responsibilities, while maintaining enrollment in an academic program, the graduate assistant must be initiated by submitting Temporary Withdrawal from Courses and/or Assistantship Form to the Graduate School at gradrecords@marquette.edu, indicating the requested leave is only from the assistantship. This type of leave is appropriate for assistants who need a leave from assistantship responsibilities but will continue to meet the responsibilities of the courses in which they are enrolled. 

The leave request includes an end date at which point the requesting student is expected to be able to return to their assistantship successfully. Should this not be the case, the student is expected to pursue a subsequent leave (though rarely granted) or resign the assistantship.

Requests are reviewed by the student's directing faculty, supervising director of graduate studies and department chair, as well as the Graduate School. The Graduate School will notify the student of the decision.

Long-Term Leave with Temporary Withdrawal from the Graduate Academic Program

A request for a long-term leave from assistantship responsibilities and a temporary withdrawal from the graduate academic program, for a semester or longer must be initiated by submitting the Temporary Withdrawal from Courses and/or Assistantship Form to the Graduate School at gradrecords@marquette.edu, indicating the requested leave is from both the assistantship and the graduate program (courses or continuous enrollment, for dissertating and thesis-writing students). This type of leave is appropriate for assistants who need a leave from assistantship responsibilities and who also need to a temporary withdrawal from their graduate program. This type of leave is appropriate for a semester or longer. Under unusual circumstances, a leave may extend beyond a semester; however resignation of the assistantship will likely be more appropriate in these situations. 

The leave request includes an end date at which point the requesting student is expected to be able to return classes and their assistantship successfully. Should this not be the case, the student is expected to pursue a subsequent leave (though rarely granted) or resign the assistantship.

Requests are reviewed by the student's adviser, department director of graduate studie and chair, as well as the Graduate School. The Graduate School will notify the student of its decision.

Some key components to keep in mind about temporary leave from an assistantship and courses for a full semester or longer:

1. It must be requested prior to the start of the semester of the leave.
2. It is unpaid leave. The stipends and tuition scholarships of graduate assistants are suspended during each full semester withdrawal.
3. The long-term leave from an assistantship will not affect the renewal of an assistantship. However, students must return to their academic program before resuming an assistantship and resumption of current awards must be within the award period. 

If you are injured in the course of performing your duties, immediately contact your supervisor and Risk Management.

Domestic Students

Unless prohibited by a funding sponsor and notified in their letter of award, domestic students with a full-time (50% effort/20 hour per week) TA/RA/GA appointment at Marquette may, at their discretion, be employed up to 10 additional hours per week. Students electing to have such outside employment up to 10 hours/week, do not need to inform the university, but should consider the following:

1. Working for a company fully or partially owned by the chair of the student’s dissertation or thesis committee represents a possible conflict of interest. In such cases, the student should either not accept the outside employment or find a different chair for the thesis or dissertation committee.
2. Students should not seek outside employment at an organization/company that already funds that student’s assistantship or research.
3. Students should not seek outside employment at an organization/company that directly competes with the organization that funds the student’s assistantship or research. If such employment is sought, see General Standards of Conduct: Conflicts of Interest.

Students wanting to work more than 10 hours per week must disclose their arrangement with the Graduate School by completing the Declaration of Outside Employment Form. The Graduate School will then facilitate a discussion between the student and either the student’s mentor, DGS, or department chair (the student can choose) to ensure the additional employment is not hindering the student’s academic progress or completion of assigned duties.  If the department offers the student a TA/RA/GA appointment, the student understands that duties of the appointment take priority over any external employment.

Information about employment opportunities and career development are available at Graduate Career Resources.

International Students

Due to federal regulations, international students here on a student visa cannot work on campus more than 20 hours per week during the semester. Summer is considered a semester for this purpose for F-1 students beginning their MU program in the summer. With respect to off-campus employment, the Marquette Office of International Education has published guidelines for F-1 Student Employment.

Graduate assistants must register no later than the last date of registration of the first semester of their awards. Graduate assistants must be registered full-time during the fall and spring semesters of their awards. Failure to comply may result in the cancellation of the assistantship.

Departments count on the services of their assistants for the entire academic year. If an assistant resigns, they must:

1. Discuss the resignation with their department chair or director of graduate studies well in advance of the resignation.
2. Submit a signed letter explaining the reason(s) for, and the exact date of, the resignation to the Graduate School.
3. Return their assistantship-issued keys and other university items to their department.

Stipend payments will end and final checks will be prorated to the date of resignation.

Award recipients are expected to accept or decline offers as soon as they can and must follow the instructions for responding included in their offer letters.

Offers issued between January 1 and April 1, for awards beginning in the fall term

Students have until April 15 to respond. If a response is not received by April 15, the Graduate School may rescind the offer. The April 15 deadline is in compliance with the Council of Graduate Schools Resolution Regarding Graduate Scholars, Fellows, Trainees, and Assistantships.

Offers issued on or after April 2 (for both fall and spring terms)

Students must respond within two weeks of receipt of the award letter, or the Graduate School may rescind the offer.

The university’s Severe Weather Policy applies to the work of graduate assistants, including TAs who are instructors of record.

Training for Service Assistants

Training for service assistants is provided by individual departments.

Training for New Teaching Assistants

Each first-time teaching assistant is required to participate in and complete the new teaching assistant training, regardless of the specific responsibilities assigned to the position. The training addresses both discussion-based and lab-based teaching assistants. Topics covered include, but are not limited to:

• Pedagogy and classroom management (first day best practices, facilitating a good discussion/lab, classroom and student management, professionalism).
• Assessing Student Learning (grading).
• Academic Integrity/Plagiarism.
• Implicit Bias Awareness.
• Teaching in the Jesuit Tradition and Creating an Inclusive Classroom.
• Inclusion and Support Offices and Policies (Office of Disability Services, FERPA, Title IX).

The training is offered annually in August, shortly before the start of the fall semester. Graduate assistants who are required to attend will be contacted by the Graduate School with details. This training from the Graduate School is in addition to any training offered and required by individual departments and programs.

TAs should be prepared to pay attention to student's behavior in the classroom, including sudden or significant changes that suggest difficulties or unusual levels of stress, such as  belligerent or antisocial behavior, chronic tardiness or attendance problems, unusual changes in behaviors or mood, abrupt changes in performance level, or an inability to complete assigned work. Any severe problems or activities that appear to negatively impact a student, students, or your entire classroom should be reported to an immediate supervisor or department chair.

Training for New Research Assistants

The National Science Foundation (NSF) requires education in the Responsible Conduct of Research (RCR) for all undergraduate students, graduate students, and postdocs funded by its grants (Section 7009 of the 2007 America COMPETES Act [42 U.S.C. 1862o-1]). Section 7009 of the America COMPETES Act requires that higher education institutions have a plan to provide appropriate training and oversight in the responsible and ethical conduct of research to undergraduate students, graduate students, and postdoctoral researchers participating in the proposed research project.

NSF makes institutions responsible for verifying that their undergraduate students, graduate students, and postdoctoral researchers supported by NSF to conduct research have received RCR training. Undergraduate students, graduate students, and postdoctoral scholars may satisfy the RCR requirement by successfully completing the training assigned by the institution.

Responsible Conduct of Research is a zero-credit, no-cost, semester-long training that is voluntary for graduate students, unless required by the program/department as part of an assistantship. If required, supervisors will notify the graduate assistant and contact the Office of Research and Sponsored Programs to enroll the graduate assistant in this course. This course is available to all students who wish to voluntarily enroll by contacting the Office of Research and Sponsored Programs at postaward@marquette.edu.

Additional Department Training

Teaching assistants and research assistants may be required to complete additional training by the department.  

The following are expectations for acceptable personal conduct for graduate assistants; academic departments may have additional expectations based on the needs of the position.

• Graduate assistants are expected to carry out their instructions, duties, and responsibilities as specified by their directing faculty. When a student reports to two directing faculty, the supervising director of graduate studies will oversee coordination of work, as necessary.  
• Graduate assistants are expected to conduct personal business unrelated to their positions on their own time.
• Graduate assistants are expected to respect university property and equipment, and to use it only for appropriate university purposes.
• Graduate assistants are expected to use care in guarding university keys and must not lend, borrow, duplicate, or use them for inappropriate purposes. University keys are required to be returned at the end of the award period.
• Graduate assistants are expected to perform their duties without impairment or the influence of alcohol or illegal drugs.
• Graduate assistants are required to adhere to all academic regulations as stated in this Graduate Assistant Handbook and the Graduate School Bulletin.

At the beginning of each semester, graduate assistants are expected to schedule a meeting with their directing faculty during which responsibilities and goals for the semester are discussed. Following the meeting, graduate assistants are expected to send an email to their directing faculty documenting the responsibilities and goals discussed.

Periodic check-ins referencing the beginning-of-semester meeting are encouraged and directing faculty are to conduct performance evaluations, with the guidance of the supervising director of graduate studies each semester. (See Performance Evaluation.)

In general, graduate assistants are expected to be professional, respectful of others, as well as helpful and welcoming to all constituencies. Graduate assistants should be aware that they are ambassadors both for their department and for the university. Graduate assistants have significant contact with students and other university stakeholders and the tone and appearance they convey during that contact is important. A combination of professional courtesy and common sense is appropriate and expected.

Graduate assistants are responsible for knowing applicable departmental, college, and institutional policies and for following them consistently. Graduate assistants are obligated to maintain standards of academic and employee honesty and integrity and to follow university academic integrity, processes, and uphold conduct codes and policies.

Student Code of Conduct

The mission of Marquette University can only be achieved in a campus environment in which people feel safe, sustained, engaged, challenged, and appreciated. This environment is created by the active contributions of every member of the Marquette community and in turn creates a campus ethos that calls us to act with integrity and compassion; to promote a culture of learning, appreciation, and understanding; to take responsibility to confront difficult issues and solve problems; and to behave in ways that reflect care, respect, and honesty.

The standards of conduct are intended to incorporate other specific university policies by reference. These policies include the Information Technology Services’ policy on acceptable use of university computer, network, telephone and other electronic resources. The educational mission reflects a commitment to the development of the whole person. As a university, love of the truth is at the center of our enterprise: This ideal is lived out through the virtues of truthfulness, honesty and personal honor. While at Marquette University, students are expected to demonstrate the personal characteristics of honesty and integrity in all aspects of their campus life, both inside and outside the classroom.

Any behavior that violates the Student Code of Conduct will result in appropriate discipline.

Sexual Harassment and Title XI Policies

Sexual harassment is unwelcome conduct that is based on a person’s sex or gender (including pregnancy, sexual orientation and gender identity) or perceived sex or gender. The victim and the harasser can be of the same gender. Sexual harassment can include: unwelcome sexual advances, requests for sexual favors, any verbal or physical harassment of any nature. Other sex-based harassment may include: offensive jokes, slurs, epithets or name calling, physical assaults or threats, intimidation, ridicule or mockery, insults or put-downs, or offensive objects or pictures.

Gender-based physical or verbal conduct violates Marquette University policy when the conduct is sufficiently severe, persistent or pervasive that it has the effect of unreasonably interfering with, denying, or limiting someone’s ability to participate in, or benefit from, the university’s education programs, employment and/or activities. Graduate assistants are subject to Title IX regulations.

Conflicts of Interest

Graduate assistants are expected to be attentive to potential conflicts of interest in which their personal interests or affiliations might compete with their professional responsibilities. For instance, a conflict might arise for a research assistant if their significant other or an immediate family member is working for an organization with interests in the same area as the research project on which they are working.  A conflict might arise for a teaching assistant if a family member is in a class for which the assistant has grading responsibilities. Conflicts of interest sometimes happen in the normal course of one’s professional experiences. When they do, it is appropriate to develop processes that mitigate the conflict. If a graduate assistant identifies a potential conflict of interest, they are to report it to their supervisor to develop a mitigation plan.

Harassment Policy

Marquette University, as a Catholic, Jesuit institution, insists that all human beings possess an inherent dignity and equality because they are made in the image and likeness of God. The university entirely and consistently disowns, as a matter of principle, any unlawful or wrongful discrimination against the rights of others. Marquette University seeks to provide an environment whereby students, faculty, staff, guests and visitors can study, work, and experience the university community without harassment or discrimination.

Marquette University prohibits harassment and discrimination on the basis of race, color, gender, age, sexual orientation, religion, disability, veteran’s status or national origin, or any other characteristics protected by law, in its programs and activities. In addition to being contrary to the university’s Mission and Guiding Values, harassment and discrimination are prohibited by this policy, the university’s Sexual Harassment, and Sex Discrimination Policy, and state and federal laws. The university is dedicated to providing a prompt and thorough response to conduct that adversely impacts, or has the potential to adversely impact, the educational or work environment of Marquette University faculty, students, staff, guests and visitors.

This Harassment and Discrimination Policy (“Policy”) has been developed to provide recourse for individuals who believe their rights as protected by this Policy have been violated, and serves as a means to determine, after the fact, if specific behaviors constitute violations of this Policy.

Prohibited Conduct under this Policy

Harassment, as defined by this Policy, includes any action, language or visual representation, based on any characteristic protected by law including race, color, gender, age, sexual orientation, religion, disability, veteran’s status or national origin, that is sufficiently severe, pervasive, persistent or patently offensive that it has the effect of unreasonably interfering with that individual’s work or academic performance, or that creates a hostile working, educational or living environment.  Sexual harassment and harassment based on gender are prohibited at the university and are covered under the Marquette University Sexual Harassment and Sex Discrimination Policy, as are other forms of Sexual Misconduct defined therein (including sexual assault, dating or relationship violence or stalking).

Non-discriminatory harassment, as defined by this Policy, includes any action, language or visual representation, that is sufficiently severe, pervasive, persistent or patently offensive that it has the effect of unreasonably interfering with that person’s work or academic performance, or that creates an intimidating, hostile, or offensive working, educational, or living environment.

It is a violation of this Policy for a member of the Marquette community (faculty, staff, student, guest or visitor, or anyone else acting at the instigation of a Marquette community member) to:

• Engage in any form of harassment whether intentional or unintentional on the campus or in the off-campus area.
• Retaliate against a person who has initiated an inquiry or complaint having to do with harassment.

Graduate assistants must attend to the ethical conduct of research as students and as graduate assistants, including reporting any suspected research misconduct.

Marquette University has a duty to ensure the integrity of research and will respond to each allegation of research misconduct in a thorough, competent, timely, objective, and fair manner. This policy applies to all disciplines of research including the applied and natural sciences, social sciences, and humanities. Its reach covers all institutional members of Marquette University and any individual who is employed by, is an agent of, or is affiliated by contract or agreement with the institution:  institutional officials, tenured and untenured faculty, staff, researchers, research coordinators, clinical technicians, postdoctoral and other fellows, students, volunteers, agents, and contractors, subcontractors, and subawardees, and their employees. This policy applies not only to recipients of federal grants but also to individuals engaging in non-federally funded research. Students who are accused of research misconduct are subjected to the guidelines of this policy. However, students who are accused of academic dishonesty not relating to sponsored research will be under the jurisdiction of other existing university policies.

Research misconduct is contrary to the integrity of research and to the interests of the university and those entities that sponsor the university's research. The institution has a duty to ensure the integrity of research and primary responsibility for responding to and reporting allegations of research misconduct. The institution will respond to each allegation of research misconduct in a thorough, competent, timely, objective, and fair manner.

Marquette University's policy is consistent with the requirements of federal agencies from which the institution requests and receives funding for research and research training, including 42 CFR part 93, "Public Health Service Policies on Research Misconduct."

Marquette University recognizes an obligation to its students, faculty and staff, and to the friends and organizations with whom it does business, to maintain the highest ethical standards. To facilitate this, the university has chosen EthicsPoint to provide you with an anonymous way to confidentially report activities that may represent misconduct. You may file an anonymous report through this site or by calling EthicsPoint toll-free at (800) 445-7068.  See the Marquette University Reporting Hotline for additional information.

As an institution of higher education, Marquette University is committed to developing the whole person, and academic integrity in all its forms is an explicit value of the university community including students, faculty and staff. The development and practice of academic honesty and integrity, both inside and outside the classroom, are expectations for all members of the university community.

TAs who are instructors of record or support faculty are expected to uphold the university’s academic integrity standards and abide by the Honor Code, which obliges instructors to:

1. Monitor and design exams and assignments so that honest students will not be disadvantaged by other students who might choose to cheat if given the opportunity.
2. Report circumstances that may compromise academic honesty, such as inattentive proctoring or premature posting of answers.
3. Follow all published procedures regarding cases of academic misconduct.
4. Report any observed breaches of this Honor Code and academic honesty.

Reported incidents of academic misconduct are addressed following the steps specified in the Academic Misconduct Overview.

TAs may find it beneficial to review the Best Practices for Faculty made available by the Academic Integrity Office.

Graduate assistants may have access to private or confidential information. This information can range from students’ academic records, medical history and/or proprietary data collected as part of an ongoing research project. The university closely follows several federal regulations regarding the privacy of student information, including the Family Educational Rights and Privacy Act (FERPA) and the Health Insurance Portability and Accountability Act (HIPAA). Graduate assistants are required to follow these Acts, and any other university- or federally imposed rules concerning the privacy or confidentiality of information. Adherence to these privacy and confidentiality requirements includes the time spent at your assistantship and time spent outside your assistantship. Failure to follow established rules concerning private or confidential information may result in immediate dismissal (see Rescission of Assistantship). If you are unsure how to respond to a request for potentially private or confidential information, or whether information is, in fact, private or confidential, speak with your supervisor immediately.

FERPA (Family Educational Rights and Privacy Act)

If your assistantship duties entail working with student data, you will be required to complete FERPA training. You will be informed of this process by your department.

HIPAA (Health Insurance Portability and Accountability Act)

If your assistantship duties entail working with patient data, you will be required to complete HIPAA training by your department.

The Marquette University Health Information Privacy Policy (the "University Policy") is implemented as a matter of sound healthcare practice; to protect the interests of our patients; and to fulfill Marquette's legal obligations under the Health Insurance Portability and Accountability Act of 1996 ("HIPAA"), its implementing regulations at 45 CFR Parts 160 and 164 (Fed. Reg. 82462 (Dec. 28, 2000) ("Privacy Rules"), as amended by modifications proposed by the U.S. Department of Health and Human Services (HHS) in March of 2002, and state law that provides greater protection or rights to patients than the Privacy Rules.

University HIPAA Security Policy

A stipend is a fixed sum of money, intended to defray cost of living, and subject to all applicable taxes. Stipend amounts vary by discipline and program. Assistants will receive W-2 Wage and Tax Statements from Payroll. FICA taxes (social security) are not deducted from fall and spring stipends. FICA is charged to the stipends of assistants in summer unless assistants are registered and provide proof of their summer registration to the Payroll Department.

Stipend checks are standardly issued every other Wednesday and disbursed in 10 payments each semester (10 in fall and 10 in spring) over the academic year (August to May) unless stated otherwise in award offers. Graduate assistants should sign up for direct deposit on CheckMarq. Direct deposit instructions and the payroll schedule (see section titled Grad Memo) are available on the Payroll Department’s website (restricted to campus or Marquette VPN). Students not signing up for direct deposit will have their checks sent to Marquette Central (Zilber Hall, Room 121) where they can be picked up during their regular business hours. Stipend checks cannot be mailed.

The Graduate School provides a stipend supplement each semester to qualified graduate assistants. Students who are eligible will be notified by email. The supplemental stipend is paid each fall and spring semester to qualified assistants and can be used for, but is not limited to, their health insurance costs, or any other expenses, at the discretion of the student.

Amount of Scholarship

Most full assistantships include tuition scholarships to pay for nine credits in fall and nine credits in spring.  Tuition credits are prorated for partial assistantships. Those awarded tuition scholarships that differ from this will be notified in their award letters. The dollar value of the scholarship is stated in the offer letter. Awards will not pay for more than the scholarship amounts in the offer. Students must pay for all charges taken that exceed the dollar amounts of their scholarships and for tuition/fees related to courses that are not covered by scholarships.

An exception is made for the Graduate School Student Fee. Assistantships that are funded by the Graduate School, and that are offered prior to the close of late registration, qualify for an additional scholarship to pay the fee (100%, or $100, for 20-hour assistantships and 50%, or $50, for assistantships between ten and twenty hours). The Graduate School does not provide student fee scholarships for assistantships that are funded by faculty grants or by other departments. The Office of the Bursar distributes 1098-T Tuition Statement forms to all students who receive tuition scholarships from the university to use when filing their taxes.

Distribution of Scholarship Credits in Fall, Spring, Summer Terms

Award letters itemize the amounts of scholarships that are specifically allotted to fall, spring, and summer terms. Students can request a different allocation between fall, spring, and summer terms by contacting the Graduate School.

Unused scholarship money from one term is not automatically carried forward to following terms. Students should contact the Graduate School to request the transfer of scholarship money from one term to another. Award money cannot be transferred from one aid year to another. Each aid year begins with the fall term and includes the following spring and summer terms.

Valid Courses

Scholarships may only be used to pay for valid courses that are directly related to students’ degrees. Scholarships will not pay for more than 6 thesis or 12 dissertation credits.

Valid courses include: Graduate-level courses numbered 5000 and above that count toward a graduate degree.

Invalid courses include: Audited courses, undergraduate-level courses taken for undergraduate credit including prerequisites or deficiency courses, and courses taken for personal development within or outside of the discipline that will not count toward students’ degrees and that have not been approved for scholarship coverage by both the department and the Graduate School in writing.

Disbursement of Scholarships

Initially tuition scholarships appear as anticipated payments on students’ financial aid records, then are applied to Bursar accounts about one week before classes start. Tuition scholarships are then disbursed to Bursar accounts weekly each Friday.

Holidays

1. Paid Holidays: Graduate assistants are paid for, and are exempt from, assistantship duties on holidays observed by the university and on days the university is closed during the semesters of their appointments. See Department of Human Resources’ Holiday Calendar.
2. Regular Student Breaks: Regular student breaks are days in which classes are not held (Winter Break, Easter Break, Spring Break, etc.). Graduate assistants may be expected to perform required duties during regular student breaks. See specific departments for details. Academic Calendars are available on the Office of the Registrar’s website.
3. Religious Holidays not Observed by the University: See policy on Leave Provision: Short-Term Leave.

Library

Raynor Memorial Libraries offers a host of services and resources for graduate assistants. The library’s subject liaison librarians can help graduate research assistants find hard-to-track-down materials, make more efficient use of research databases and citation tools, and more. Faculty members can authorize graduate research assistants to check out library materials and request interlibrary loans on their behalf. Librarians are also available to help graduate assistants explore new and emerging publishing options, data management, and alternative impact metrics. 

Librarians frequently partner with graduate teaching assistants to foster and develop the research skills of students through instruction, online learning modules, and research consultations. For instructors interested in digital assignments for their classes, the Digital Scholarship Lab can help identify tools and resources for your students and offer in-class instruction. More information about how the library supports graduate assistants is available on the Graduate Student’s Guide to Libraries.

PrintWise

PrintWise is the campus-wide network of printers and copying machines. Qualified graduate assistants receive an allocation that is larger than non-assistants’ allocations in order to accommodate their printing needs. The assistantship allocation  is $75 for fall and spring semesters. There is no allocation for summer. If the printing requirements go beyond their allocations, assistants should contact their supervisors. Assistantships funded by faculty grants or non-academic departments do not receive the assistantship PrintWise allocation.

For help, contact TechSquad@marquette.edu

Parking

Graduate assistants can elect to pay for their on-campus parking permits via payroll deduction, rather than paying for them on a semester basis. Additional information is available from Parking Services.

Teaching Excellence Awards

Each January the Graduate School honors teaching assistants who exemplify excellence in teaching and embody the mission and vision of Marquette University. Recipients receive cash prizes, and awards are available in both instructors of record and non-instructors of record categories. Nomination information is distributed to students and their departments in December.

Vacation and Sick Time

Graduate assistants do not accrue vacation or sick hours.

Bus Passes

All graduate students, including graduate assistants, may purchase a U-Pass from Union Station. Additional information is available at Graduate Student Organization Benefits.

Counseling Services

All full-time graduate students, including graduate assistants, are eligible to receive services from the Counseling Center. Additional information is available at the Counseling Center website.

No-cost therapy services and reduced rate psychological assessment services are available through the Center for Psychological Services.

The graduate assistant’s university unit is responsible for reviewing graduate assistantship applications, interviewing qualified applicants, and recommending assistantship offers to the Graduate School. Graduate assistant appointments should be made as soon as possible so that both the graduate assistant and the university unit may plan effectively.

Graduate assistants are under the supervision of faculty who are experienced and knowledgeable in their field. Supervision of graduate assistants includes providing appropriate training prior to and during the assistant’s assumption of responsibility for assigned tasks. The immediate supervisor for each graduate assistant should be identified as early as possible. If there is more than one supervisor per graduate assistant, the specific tasks to be performed for each and the role of each supervisor should be identified.

Whenever possible, each university unit should provide an orientation or other on boarding for graduate assistants. Supervisors should assist graduate assistants in securing access to applicable resources and facilities. The university unit must also follow all health and safety laws and regulations and educate graduate assistants about them. The university unit is responsible for ensuring that the assigned assistantship duties and workload are academically appropriate.

The university unit is expected to extend to graduate assistants the respect and courtesy associated with being a professional in their chosen field of study.

Graduate studies and assistantship responsibilities should complement each other. Assistantships serve graduate students and the university when they are used as an integral part of graduate education. This extensive experience is a valuable part of the professional development of graduate students. Guidelines for determining assistantship duties and work assignments for graduate assistants include the following:

1. Assistantships should not detract or distract a graduate student from pursuing his or her graduate education.
2. Graduate assistant assignments are to enhance the graduate student’s education by exposing them to advanced professional activities and concerns of their discipline, involving them in university activities related to their academic and professional interests, and giving them opportunities to work closely with faculty and other university professionals.
3. Receptionist, secretarial, and clerical work should not be the primary duties of graduate assistants.
4. It is the responsibility of the graduate program adviser or immediate supervisor to provide  graduate assistants with careful directions regarding their assistantship assignment and responsibilities, as well as to monitor assistants’ performance.
5. Program advisers or supervisors are not to expect a graduate assistant to exceed the number of hours of work stated on the assistantship award or to ask the assistant to perform tasks as part of an assistantship that are not appropriate.
6. When shortcomings or weaknesses in performance are identified, graduate assistants will be immediately advised and recommendations for improvement will be provided. A record of this communication must be maintained by the supervisor.
7. Graduate assistants must be notified in writing of all decisions pertaining to or affecting the status of their assistantship.
8. Graduate assistants have the right to respond when concerns are raised.
9. Graduate assistants should reference the Grievances section of this handbook to address issues that cannot be resolved through informal discussion, collegial interaction, and existing departmental structures and policies.
10. Graduate assistants must receive as much advance notice of reappointment procedures as practicable.

All university units with graduate assistants must have an active plan to evaluate their performance overseen by the supervising director of graduate studies (or commensurate position), who is responsible for ensuring the process is applied appropriately to all graduate assistants in the unit. Performance evaluation should be an ongoing process of documented communication between the graduate assistant and directing faculty. It is critical that both the graduate assistant and the university unit/directing faculty have a mutual understanding about expectations of the graduate assistant duties and responsibilities.

At a minimum, each unit is responsible for a process each semester that includes making sure:

• Each graduate assistant schedules, at the beginning of each term, a meeting with their directing faculty to discuss the responsibilities, goals and communication expectations for the semester. When a student reports to two directing faculty, the student must be notified whether to schedule a separate or joint meeting, or if one directing faculty will be solely responsible for performance evaluation. When necessary, the supervising director of graduate studies will coordinate the student’s performance evaluation.   
• Each graduate assistant sends a follow up email to the directing faculty, including the supervising director of graduate studies on the communication, detailing the responsibilities and goals discussed during that meeting.
• Periodic check-ins are recommended between graduate assistants and their directing faculty.
• Each graduate assistant schedules, after midterm, a meeting with their directing faculty (at an agreed-upon timeline) for a formal performance evaluation, using the Graduate School’s Graduate Assistant Performance Evaluation Form or a substantially parallel form, with those reporting to two directing faculty guided by the processes used at the beginning of the term to establish expectations.
• Each department office maintaining a performance evaluation file as part of their graduate assistant records.
• Each directing faculty submitting the performance evaluation form for inclusion in the department’s graduate assistant records within a week of the end of the term.

The Graduate School provides a Graduate Assistant Performance Evaluation Form for this process. Units are not required to use this form. Units are welcome to modify this form for their use, but if the form is modified, the performance of all graduate assistants in the unit must be evaluated with the same modified form.

These processes are the minimum standard for graduate assistant performance evaluation. Directing faculty and university units may choose to include processes in addition to this minimum, as long as those additional processes are applied to all graduate assistants in the unit. Assessment of the quality of performance is the sole responsibility of the university unit, based on academic and professional judgment. Graduate assistant performance evaluations are not conducted by Human Resources or the Graduate School, though the Graduate School may conduct periodic departmental audits of performance evaluation processes to ensure compliance.

• Graduate Assistant Checklist
• Union Station (Card Office)
  414-288-7250
  Alumni Memorial Union, 158
• Career Center
  Holthusen Hall, first floor
  414-288-7423
• Counseling Center
  Holthusen Hall, 204
  414-288-7172
• COVID-19
  • University Information
  • Office of International Education Information
• Office of Disability Services
  707 Building, 524
  414-288-1645
  ods@marquette.edu
• Graduate School
  Zilber Hall, Room 205
  414-288-7137
• Graduate Student Organization
  Zilber Hall, Room 205
  414-288-7137
  gso@marquette.edu
• Information Technology Services
  Raynor Library, First Floor
  TechSquad: 414-288-7799
  techsquad@marquette.edu
• Office of International Education
  Holthusen Hall, Fourth Floor
  414-288-7289
  issservices@marquette.edu
• Library (Raynor Memorial Libraries)
  414-288-7556
• Marquette Central (Bursar, Office of Student Financial Aid, Registrar, Student Employment)
  Zilber Hall, 121
  414-288-4000
  marquettecentral@marquette.edu
• Marquette Police
  749 N. 16th St.
  414-288-1911 EMERGENCY
  414-288-6800 Non-Emergency
• Office of Research and Sponsored Programs
  414-288-7200
• Parking Services
  Alumni Memorial Union, 158
• Payroll Office
  313 Building, Suite 201
  313 N. 13th Street
• Preparing Future Faculty and Professionals
  mupff@marquette.edu
• PrintWise
   TechSquad@marquette.edu
• Writing Center
  Raynor, 240