Overview of Graduate Assistants
About Graduate Assistants
Graduate Assistantships are intended for short or long term employment with a predetermined end date. They are all exempt and compensated at a salaried rate. Eligibility requirements can be found in the Graduate Assistant Employee Guidelines.
Important! Employment Services will only guarantee on-time payment for those non-regular faculty, graduate assistants and student employees if the job is submitted by the payroll deadline, prior to the start date of the job. Submissions received after a non-regular faculty or GA has begun work are considered late submissions.
Conditions of Grad Assistants
Graduate Assistantships are intended for short or long term employment with a predetermined end date. Departments should utilize the Processing Reference Sheet for Grad Assistants for current terms and hire dates.
Hours and FTE
Employment during the academic year is limited to 20 (.50 FTE) hours a week for graduate assistants regardless of the funding source. Students may seek other graduate assistantships as long as the combined employment does not exceed more than the 20 hours or .50 FTE. Departments wanting to hire students for more than the 20 hours a week (.50 FTE) must seek approval by the Graduate School. Graduate Assistants may not hold a regular hourly student position at the same time as their salaried Assistantship appointment.
Optional Position Advertisement
Advertising is optional for Graduate Assistant employment. If you are want to recruit we encourage you to advertise through the Aggie Career Manager system. For more information please visit Career Services.
Initiate the EPAF and Identify Position Number
You must first identify those employees who are new to NMSU. These individuals must be communicated to HR Services by utilizing the New Employee Data Form to establish an employment record in the banner system.
IPED requirements include reporting Graduate Assistantship in one of three primary categories (Teaching, Research, Other). In compliance with these requirements, there are five position numbers specific to these GA categories. Each of these categories requires selection of the appropriate level for pay (defined in the Graduate Assistant Employee Guidelines.
|Position Type||Position #||Account #|
|Graduate Teaching Assistants- “Teaching Assistant”||917555||618600|
|Graduate Research Assistants- “Research Assistant”||917777||618600|
|Graduate Assistants- Other- “Grad Asst-Other”||917888||618600|
|Graduate Assistant Research-Fellow – “Grad Assist Fellow”||917444||618600|
|Research Assistant PSL- “Research Asst-PSL” (restricted to grad assists within PSL)||967999||618600|
Offer of Employment
Graduate Assistants must be provided an offer letter prior to starting employment with NMSU to ensure the employee is aware of the conditions of hire. The offer letter must be maintained in the department personnel file.
A Sensitive Duties Checklist is to be completed by the hiring department and submitted when a hiring action is initiated with Employment Services. Depending on the answers to the Sensitive Duties Checklist, a Background Check Release Form is to be completed by hiring department. Please review the Background Check Process Flow.
Late Hire Form
Jobs for which the end date has passed and the job is complete, will not be accepted on EPAF; instead it must be processed on the Post Job Completion – Late Hiring Form. An example of this situation is when a job is held in the previous session but was never submitted for processing and compensation.
Onboarding New Hire
More forms and documents to assist you with the hiring process can be found on the New Employee webpage.
Additionally, the Temporary Employee Onboarding Checklist may be used to assist departments with the orientation of new temp employees to the university.
EPAF Processing Reference (GAs)
EPAF Training and Access: