Appointment Process and Responsibilities for the Hiring Department

Guidance for Hiring Departments

  • Check to ensure that GAs are fully admitted into a degree seeking program, are enrolled properly, meet English proficiency requirements prior to being appointed (for Teaching Assistants/Associates only), and have been notified of all necessary trainings mandated by the Univeristy, the Graduate College and/or the appointing department.
  • Have a minimum GPA of 3.0. If a student is newly admitted, the admission GPA is considered for this requirement. A student must also maintain a minimum GPA of 3.0 during their appointment. Appointing departments may also require a higher GPA.  It is important to check the GPA before making an offer of GA appointment so that any issues can be addressed in a timely manner.  The Graduate Assistant/Associate Low GPA Waiver form must be submitted should a hiring exception be necessary.  GPA exception appointments are limited to one semester appointments and are not eligible for reappointment until grades are reviewed. In the rare case that a student is hired with a low GPA, the hiring department is expected to provide a detailed plan for mentoring the GA and for oversight of the class.
  • Appoint the GA in as timely a manner as possible. It is STRONGLY  recommended to provide offer letters at least seven (7) weeks before the first day of classes.

  • Graduate students who are assigned duties of a Graduate Assistant or Associate (GA), such as teaching or research related activities including grading, must be hired with the title of Graduate Assistant or Graduate Associate. They may not be hired as student workers nor may they be paid using fellowship funds per IRS Section 117.
  • Offer letters are required for all new hires and nearly all changes to GA positions (reappointment, FTE, level, title, salary changes, etc.).
  • Ensure that all GAs have a valid Social Security Number which must be presented to the Financial Services Office.

  • Be aware that a GA on an academic appointment is not required to perform duties outside of their contract dates unless the student and department agree (preferably in writing) about this prior to the appointment start date.
  • All Graduate Assistants/Associates (including GAs who are the sole instructor of a class) must be assigned a faculty or instructional staff supervisor, to whom they will report and who will be available to mentor them as necessary during the period of their appointment.
  • At the discretion of the department, graduate students may be instructors of record for undergraduate general education courses (see Gen-Ed website).
  • The University of Arizona requires that each person occupying a Graduate Assistantship/Associateship in Teaching (GAT), Research (GAR) or Outreach/Other (GAO) position must receive a written performance evaluation from their faculty supervisor at the end of each term of hire, regardless of the specific duties. Please review the full performance evaluation policy where you'll also find links to the forms.
  • The University maintains an official policy on GA workload here: GA Workload Policy.
  • GAs will likely incur charges if their GA position ends earlier that expected.  Please review the information regarding Reappointments, Resignations, and Terminations in the Policy tab.