Graduate Assistantships: Forms

Please remember that our office has a two-week internal deadline for processing GA paperwork, so we suggest that packets be submitted as early as possible to avoid delays in payment. Only packets that meet the Rules and Regulations for GAs will be processed.

Faculty/Staff Use: Graduate Assistant Forms Now in SharePoint!

Note: You may need to log in SharePoint before you can view the documents. You will need to enter your UNO username + @uno.edu and password.

Download New Appointment Checklist (PDF format) >>

New Appointment Forms:

• Graduate Assistant Biographical Data Card - PDF - This form is to be filled out by the student and should be verified by the department
• Confidentiality Agreement - Word- This form serves to protect the privacy of all student, faculty, and employee data. Must be signed by all Graduate Assistants.
• Direct Deposit - PDF - This form is (REQUIRED) and is to be filled out by the student. All University of New Orleans payroll disbursements are made electronically.
• Copy of Social Security Card - All new GA’s should provide a copy of their Social Security card for payroll purposes.
• Form I-9 - PDF - Documentation of authorization to work in the United States
• Form L-4 - PDF - This is the State of Louisiana's Employee Withholding Exemption Certificate. It is used to withhold the correct amount of state income tax from an employee's salary.
• Form W-4 - PDF - This is the United State's Employee Withholding Allowance Certificate. It is used to withhold the correct amount of federal income tax from an employee's salary. International students must have the tax compliance officer, King Chan, approve their tax forms. His number is (504) 280-3207 and his email is kchan@uno.edu.
• Job Description -PDF- All graduate assistants must be given a job description when an assistantship offer is made. Job descriptions should be prepared with care. This will be the document against which the graduate assistant will be evaluated. Departments may use the form provided by the Graduate School or they may devise a standard set of job descriptions for their department.
• Loyalty Oath - PDF - All University employees are required to sign a loyalty oath.
• Offer Letter-PDF- A standard form letter that departments are required to use when offering an assistantship. Information can be added to the letter as long as it complies with University regulations, but no information can be deleted.
• Personnel Action Form (101) Instructions - Now in SharePoint- This is the University form that officially hires or re-appoints a graduate assistant.
• Qualification Form -Now in SharePoint-This form verifies that a student is eligible to be a graduate assistant based on University and departmental regulations.
• Rights and Responsibilities - Academic PDF - Fiscal PDF- This form states the graduate assistant rights and responsibilities. Make sure the student reads and understands this form. Give the student a copy of the form: they are responsible for following these guidelines.
• Tuition Expenditure Form - Now in SharePoint - This form is used to designate the account that the tuition should be charged to or removed from. The request dates should match the 101 form it is attached to.Please consider the $33.00 per credit hour Graduate Enhancement Fee when calculating the final amount. 
  

 

Download Re-Appointment Checklist (PDF format) >>

Re-Appointment Forms:

• Job Description - Now in SharePoint
• Evaluation - Now in SharePoint - This form is used to evaluate the performance of all graduate assistants with every appointment. This form must accompany reappointment 101's.
• Personnel Action Form - Now in SharePoint
• Tuition Expenditure Form - Now in SharePoint - Please consider the $33.00 per credit hour Graduate Enhancement Fee when calculating the final amount.

 

Note: Employment of International Students (those on F-1 visas) is subject to federal immigration and labor law. As per the Code of Federal Regulations [8 CFR 214.2(9)]:  “(i) On-campus employment.  Employment authorized under this paragraph must not exceed 20 hours a week while school is in session. An F-1 student may, however, work on campus full-time when school is not in session or during the annual vacation.”