University of Pennsylvania Graduate School of Education, Higher Education Programs

“Graduate Assistant” Program Policy Guidelines for MSEd students, (last updated 2021-22)

I. Introduction

This document outlines policies pertaining to “graduate assistantship” (“GA” or “GAships”) appointments and intended for full-time MSEd students at the University of Pennsylvania’s Graduate School of Education’s (GSE), and their respective supervisors. GAships are highly encouraged for full-time MSEd students in the Higher Education Division (HED), but not guaranteed. Students may choose to complete the HED MSEd program without a GA appointment.

The conduct of GA’s is extremely important, and professionalism in the workplace is expected. Supervisors are similarly expected to observe University holidays and uphold standards of conduct in accordance with labor laws and University enforced workload limits for full-time graduate students. Please be mindful that GAs are full-time students and part-time employees.

The HED MSEd program may be notified of breaches of professionalism and conduct by either GA’s or GA supervisors, and processes exist for remediation or termination of appointment or employment which may be initiated by either party. Policies and guidelines put forth in this document do not supersede federal, state, or University of Pennsylvania laws. Thus legal or ethical violations (e.g., felonies, misdemeanors, etc.) may be subject to both program action (i.e., GA termination) and additional legal consequences. These policies also apply to HED MSEd students who are employed at GA sites outside the University of Pennsylvania, though additional policies or conduct guidelines of other institutions or work sites may apply as well. The following guidelines articulate these policies and are subject to revision:

II. Appointments

GAships generally entail 15-20 hours of work per week, and are not to exceed 20 hours/week. These limits correspond to a 30-week academic year (15 per semester), and do not include summer. Start and end dates also correspond to GSE orientation and graduation calendar, but GA’s may begin work earlier or continue past graduation (typically mid-May) if arranged between the student and GA supervisor prior to the time of hire. A prime example of circumstances requiring earlier start dates typically includes any GA with orientation responsibilities.

Salary and compensation rates typically range from $15-$25 per hour, but may vary above or below that range. These rates affect the technical designation of what type of a GA appointment is offered (see section X: Terminology).

The appointment process begins occurring each Spring during the “MSEd Preview Event” for admitted HED students. Prospective GA supervisors should provide updated job descriptions for inclusion in the “GA handbook,” which serves as a catalog of opportunities and outlines appointment and “matching” procedures. During the “Preview Event,” GA supervisors are given the opportunity to meet admitted students, and the majority of appointments occur during a “match” process that ensues in following weeks. Admitted MSEd students must accept their Penn GSE offers of admission before officially accepting GAships. Some GA appointments are made after acceptance, and may extend into summer or later. While the HED division makes great effort to meet the needs of incoming students and GA supervisors, matches are not guaranteed.

The “GA handbook” for prospective students can also include volunteer opportunities and other co-curricular involvements that may be much less than 15-20 hours per week.

III. GA Standards of Conduct

Students should be aware that satisfactory performance in GA positions is both a requirement to maintain respective GA appointments, and is an expectation of all GSE students. If a student’s performance is deemed unsatisfactory, then the respective GA supervisor(s) may request a remediation with the HED program, or terminate the GAship.

GA’s are generally expected to exercise good judgment and demonstrate professionalism in the workplace. This entails—but is not limited to—maintaining communication with co-workers, colleagues, students, supervisor(s) and members of the Penn or institutional community with honesty, sensitivity, integrity, and respect. GA’s should also be able to work constructively in stressful and changing environments with the ability to problem solve and modify behavior in response to evolving events.

GA’s are expected to keep a dependable schedule to be established with their respective supervisors. Punctuality and timeliness is essential. Students and supervisors should discuss class schedules, university holidays, and other conflicts pertaining both to the student and work of the division. Supervisors may request that students work weekends or extended hours (up to 20 per week) during events or other special programming, as needed. All University holidays are to be observed but can be exempted with students’ consent.

IV. Remediation

Students develop professional skills through GA appointments, and while the level of professional development needed may vary depending on the student, supervisors are key partners with the HED division to provide important opportunities for applied training via the GA program. GA supervisors can help promote this development by communicating with GA’s often and setting clear workplace expectations.

In the event of any GA breaching standards of conduct or professionalism, or if a student exhibits a pattern of inconsistent or unsatisfactory behavior in the workplace, “remediation” can be helpful, and is a required step prior to termination. Remediation entails first informing the HED division that official remediation is needed, and being a third-party along with GA supervisors to convey professional expectations to the student. GA supervisors can have private two-way remediating conversations with students as needed, but the HED division must be involved and must obtain signed acknowledgment from the student in order to make remediation “official”.

It is generally recommended that supervisors and the student first attempt to resolve performance related issues internally. The HED program is available to help, but is not required to be a part of internal resolutions.
If workplace issues are severe or persistent

If workplace issues are severe or persistent, supervisors must contact the HED program to intervene and officially remediate. These expectations may be communicated in person or in writing, but in all cases, students are required to sign a written acknowledgment that remediation has taken place (sample acknowledgment statement language available below).

Remediation is a required step prior to termination, and is necessary in order to establish cause for termination, if needed. If remediation fails or behavioral conduct is severe, supervisors may terminate appointments by contacting the HED program. Program involvement is intended to minimize undue, unwarranted, or discriminatory terminations.

Conversely, GA supervisors are expected to maintain safe and tolerant workplace environments (see section VI: Expectations for GA supervisors). Students may also request remediation or voluntarily withdraw from appointments due to personal, medical, or other reasons.

Sample language for acknowledgement of remediation
“I [name of student/GA] understand the expectations of my position as [GA title] and acknowledge that remediation has taken place on [date] in accordance with the Penn GSE GA Program Policy Guidelines. [signed/dated]”

V. Termination and Reappointment

GA supervisors must contact the HED program prior to terminating any GA appointment. Similarly, students are required to contact the HED program prior to leaving or terminating their own appointments. Students who take leave from the University of Pennsylvania must also discontinue their GA appointments.

GA supervisors or students may request a new appointment through the HED program, though reappointments are not guaranteed.

VI. Expectations for GA supervisors

GA supervisors are responsible for maintaining a safe and tolerant workplace environment, and must adhere to workload limits (i.e., ensuring that students work no more than 20 hours per week). For “GA’s” that are technically “student workers” or “work-study”, supervisors and students are together responsible for overseeing the completion of timesheets or other compensation procedures.

Upon extending and receiving students’ accepted GA offers, GA supervisors are responsible for honoring the terms of their “GA” contracts (which includes student work, work study, etc.). Supervisors are expected to communicate in advance with GA’s regarding any exceptions to working outside of business hours, during university holidays, or weekends, as may be the case with special events.

VII. University Substance Abuse Policy

The University of Pennsylvania and GSE observes federal and state law regarding the unlawful use, possession, or distribution of controlled substances. University policies recognize the importance of educating its students about the problems of substance abuse because it represents a significant legal and health risks. GSE—as with the school of nursing, engineering, and other professional/graduate schools within the University of Pennsylvania—recognizes that substance abuse is both a disease and a professional hazard, thus the GA program has likewise established this substance abuse policy. This policy augments students’ abilities to maintain personal and professional integrity, and promotes a healthy learning environment for students, supervisors, and the greater campus community.

This policy applies to all students who have matriculated into GSE. Any unlawful possession, use, manufacture, distribution, diversion, or improper use of any substances by any HED student may constitute remediation or removal from GA appointments, and may prompt additional disciplinary actions from GSE or the University. In addition, no student may consume or be under the influence of, or be in the possession of alcohol at any time the student is in the classroom and/or in their respective GA work environments. Improper use of alcohol may also constitute removal their GA appointments and/or cause for termination from the program. Students must also comply with all local, state, or federal laws and regulations controlling the possession, manufacture, use, or distribution of controlled or illegal substances and alcohol. Students must also adhere to all University of Pennsylvania Alcohol and Drug Policy. The policy can be found at: https://aod.wellness.upenn.edu/policy/

In addition, there are circumstances in which students may need to take over the counter or prescribed medications that have the potential to impair their performance or personal behavior. As such, all students are responsible for being aware of the effect these medications may have on performance and have the right to notify the HED Program about the use of any medication that could impair performance. Failure or refusal to comply with the substance abuse policy may be grounds for disciplinary action, including dismissal from the program. In addition, failure or refusal to comply with any aspect of the substance abuse policy may be reported to the University’s Office of
Student Conduct for possible disciplinary action in accordance with the University’s Student Conduct Policy.

Faculty or supervisors who suspect possible substance abuse by a student must report the suspicious behavior to the HED Program who will then immediately contact the Assistant Dean for Academic & Student Affairs. Supervisors or faculty members observing the behavior may also contact the Assistant Dean for Academic & Student Affairs directly. Any faculty or supervisors with evidence that an enrolled student has engaged in academic work in the classroom or GA work at work sites while impaired may also report their observations to the University’s Office of Student Conduct.

A student who suspects possible substance abuse or a violation of this policy by another student has the responsibility to report this information. A report can be made to the HED Program and/or the Assistant Dean for Academic & Student Affairs. The identity of the individual making the report will be kept confidential to the greatest extent possible consistent with the need to investigate the report and subject to legal requirements. Any student arrested or convicted of violating any federal, state, or local law pertaining to the manufacture, possession, sale, use, or distribution of a drug or alcohol or misuse of prescribed medications must report this event to the Assistant Dean for Academic & Student Affairs within three days of the event.

Voluntary self-disclosure

Students who voluntarily self-disclose a substance or alcohol abuse problem to a faculty member, academic advisor, the HED program, GA supervisor, Office of Student Services staff member, or the GSE Assistant Dean for Academic & Student Affairs, and who are willing to enter in and complete an appropriate program of treatment may be granted a medical leave of absence while she/he undergoes treatment. In consultation with her/his health care provider and providers from the University (Counseling and Psychological Services and/or the Student Health Service), a treatment program will be identified and the student will be assisted in entering it. The student must sign appropriate University forms providing designated University providers (Counseling and Psychological Services and Student Health Services) to communicate with the student’s private providers about her/his recovery status and with GSE.

VIII. Additional procedures for international students

F-1 International students working in paid or unpaid positions off-campus must secure employment authorization in advance of beginning their Graduate Assistantships; thus, it is recommended to review the International Student and Scholar Services (ISSS) website on Curricular Practical Training: http://global.upenn.edu/isss/cpt

F-1 International students working in on-campus Graduate Assistantships should familiarize themselves with the ISSS information regarding on-campus employment prior to commencing work. Also, J-1 international students should review the information on J-1 student employment options here. Information on these status can be found here: https://global.upenn.edu/isss/employment

Any questions on employment and immigration status must be directed to ISSS directly. Information on ISSS advising hours can be found here: https://global.upenn.edu/isss

IX. Accommodations for students with disabilities

Consistent with its mission and philosophy, GSE is committed to providing educational opportunities to students with disabilities. In accordance with the American with Disabilities Act and Section 504 of the Rehabilitation Act, GSE provides reasonable accommodations to otherwise qualified students with disabilities. However, the decision regarding appropriate accommodations will be based on the specifics of each case. Students who seek reasonable accommodations for disabilities must contact the Office of Student Disabilities Services located at Stouffer Commons, Suite 300, 3702 Spruce Street, Philadelphia PA 19104‐6027. The office hours are Monday through Friday, from 9:00am to 5:00pm. Phone: (215) 573‐9235; TDD: (215) 746‐6320; fax: (215) 746‐6326; email: sdsmail@zimbra.upenn.edu. This office is responsible for assessing documentation and determining reasonable accommodations.

GA positions outside of the University of Pennsylvania should also be ADA compliant, but are independently responsible for policy adherence.

X. Terminology

The “GA program” refers to part-time, one-year appointments that are typically arranged in the Spring and Summer semesters preceding matriculation in the Fall. For the purposes of this document “GA” is a term used broadly to describe student appointments that for GSE and University employment purposes may technically be considered “research assistant,” “student worker,” “work-study,” or “graduate assistant” positions, and may not be mutually exclusive. Full descriptions of these appointments are detailed below:

Research Assistants
Research Assistants (RAs) can be EdD or Master’s students. An RA appointment usually includes a stipend plus support for tuition and general fee. Usually an RA is appointed for 20 hpw during the academic year (September 1 through May 31) for a total of 700 hours. An RA can be appointed for less than this and any support the student receives would be prorated based on their assignment (e.g., 10 hpw is considered 50% effort so the stipend and other support would be prorated to reflect 50% effort). The RA stipend for a master’s student is slightly lower than that for an EdD student. At this time GSE guarantees funding for full-time EdD students during their first year, and usually for their second year. This support includes tuition for 6 course units taken for a grade for the academic year (3 each in the Fall and Spring semesters) plus the general fee. Depending on the source of funding this appointment could also include health insurance. While receiving this funding students must maintain full-time status which is defined as 3 or 4 course units per semester (Fall and Spring) for a grade or registration for dissertation supervision (EDUC 995).

It is the responsibility of the person supervising the work to make sure that the student maintains a log of the hours worked in order to document that the student is meeting their work commitment.

Student Workers
Student Workers receive an hourly wage, and payment is issued via Payroll either through direct deposit or the ADP card, based on the submission of weekly time sheets. The hourly rate of pay for student workers varies with the type of work assigned, but cannot exceed the established rate for a GA. In addition to the hourly rate, part-time employee benefits are charged (the current rate is 9.7%).

Work-Study
Student Financial Services awards work-study to eligible students for the academic year (fall/spring). You must apply for financial aid to be considered. Work-Study 'credit' is not applied to your bill; you will be paid weekly based on the actual hours worked.

Currently, the department pays 50% of the students’ wages while the Federal Work-Study program (FWS) pays the other 50%. Work-Study students are issued an award for the FWS and the FWS funds are drawn down against this award. If the student exhausts their award and the department wishes to keep the student, then the student becomes a Student Worker. The department then pays 100% of the wages and part-time employee benefits are charged (the current rate is 9.7%).

Work-Study students receive an hourly wage, and payment is issued via Payroll either through direct deposit or the ADP card, based on the submission of weekly time sheets. The hourly rate of pay of varies with the type of work assigned and is determined by the University’s Student Employment Office. The wages that can be earned are capped at the dollar amount approved by the Student Employment Office. Part-time employee benefits are not charged against work-study salaries.

Graduate Assistants
Graduate Assistants (GAs) are degree students (either master’s or doctoral students) who receive tuition remission credited to their tuition accounts, in exchange for service at a defined hourly rate (currently $21/hour for masters students and $25/hour for doctoral students). The hours of service expected is computed by dividing the award by the hourly rate. Since service is required, federal income tax is withheld at the current rate of 25%. GA positions are only offered to full-time students.

It is the responsibility of the person supervising the work to make sure that the student maintains a log of the hours worked in order to document that the student is meeting their work commitment. GAs cannot be paid through sponsored project resources.

Other Notes

• Students should be aware that some funding is subject to taxes. A Guide to Graduate Student Appointments, including payroll and tax issues, is available on the University’s Office of the Comptroller’s website at: http://www.finance.upenn.edu/comptroller/tax/appointments.shtml.
• All students, in any University-funded position, are responsible for keeping a clear and accurate log of their hours and should share them with their appointment supervisor on an agreed-upon basis.
  For appointments that include tuition, general fee or health insurance support, it is expected that each student monitor his/her bill closely and address any questions in a timely manner with GSE’s Financial Aid Office, GSE’s Business Office, or Penn’s Student Financial Aid Office.
• Per Penn policies, all students who are employed by the University may work a maximum of 999 hours each fiscal year. The University fiscal year runs from July 1 to June 30. This regulation applies to any University temporary employee, including students and other personnel. If a student exceeds 999 hours in a fiscal year, this excess could threaten their student status. All appointments count towards the 999 rule (e.g., Research Fellow, Research Assistant, Student Worker, Work-Study, Graduate Assistant and any other position for which a student could be hired). Also, during the academic year students may only work up to 20 hours per week, with the exception of EdD students who may work up to 30 hours per week with special permission.
• No student should start working until it has been confirmed with the Business Office that there are resources available to pay the student and that the student has completed the necessary personnel forms. Please speak with Joyce Cook from the GSE Business Office if you need any clarification on these appointments: (215) 898-6447.

For other inquiries about the GA program or policy guidelines outlined in the present handbook, please contact Ross Aikins, HED Program Manager: (215) 898-8398, raikins@upenn.edu.

Regarding other conduct issues, including substance abuse policy violations, the GSE Assistant Dean for Student Services is Ann Tiao: (215) 898-6456, atiao@upenn.edu.