What are GA placeholders?
GA placeholders are estimates of GA benefits (tuition and student health insurance premium) that could be applied to a graduate student’s account if he or she is being considered for a GA appointment. They “hold the place” of the actual benefits that the GA will be receiving should the GA be hired. It is not a guarantee of appointment or benefits.
Why are GA placeholders important?
GA Placeholders are important because they allow the Office of Scholarships and Financial Aid (OSFA) to package the financial aid for a graduate student for the entire academic year. This allows the student to budget accordingly and stay within federal financial compliance.
Who can process GA placeholders?
Anyone in an academic unit who has completed the External Award training held by UITS may process GA placeholders.
How are GA placeholders processed?
GA Placeholders are processed by using the following navigation in UAccess Student:
Main Menu > Financial Aid > UA External Awards > Enter External Awards
Follow the instructions provided from the External Award training when processing GA placeholders. If processing GA placeholders for more than five graduate students, using the “file-upload” option is recommended - but not required.
When do GA placeholders need to be processed?
Academic units are encouraged to process GA placeholders at least six weeks before the first day of class of the fall term for both fall and spring terms.
Are GA Placeholders “real” awards?
No. GA placeholders are not actual awards. The actual awards/benefits will be applied to the GA’s student account when all appointment requirements have been met and the hiring processes completed.
What information is needed to determine GA placeholder amounts?
- Tuition Residency Status: This information can be found using the following navigation in UAccess Student > Main Menu > Campus Community > UA Grad Assistant/Associate > UA GA Hire Information
- FTE (Full-Time Equivalency): This information can be found using the following navigation in UAccess Student > Main Menu > Campus Community > UA Grad Assistant/Associate > UA GA Hire Information
- By using UAccess Employee Main Menu > Manager Self Service > Job and Personal Information > Employee/DCC Search
Note that if you do not know the FTE of the graduate student that needs the GA placeholder, please use the highest amount.
What are the GA placeholder item types and amounts that should be used?
Please visit the Graduate Student Tuition and Fees Chart to find the current item types and amounts that should be used.
Is an account number needed when processing GA placeholders?
No, because it is not a real award.
Is an approver ID needed when processing GA placeholders?
No. They are automatically approved.
What do GA placeholders “look” like on a graduate students account?
Locate GA placeholder information using the following navigation in UAccess Student:
Main Menu > Campus Community > Student Services Center. Click on the “financial aid” tab.
When are GA placeholders removed from the graduate students account?
GA placeholders will be removed by the Graduate College when all of the GA benefits have been properly applied to the students account.
What if the GA placeholder amount(s) need to be changed/cancelled?
If the GA placeholder amount(s) need to be changed/cancelled because of a change in hiring status, please follow the instructions from the External Award training/workshop. If workshop/training materials cannot be located, please contact UITS for assistance.