Hiring Your Graduate Assistant

Please be sure you have been allotted an assistantship by your Dean, Chair or Graduate Program Director (whichever is appropriate for your unit) before you hire a Graduate Student.

Once you have identified your graduate student and both sides agree to the work expectations, it is time to do the paperwork.  THE STUDENT IS NOT TO COMPLETE THE HIRING PAPERWORK.

  • Please use the fillable form (download the form to your computer, save it, complete it, save it again. 

    A. Graduate Research Assistant (GRA)

    B. Graduate Teaching Assistant (GTA) (Teacher of Record OR Teaching Assistant)

    C. Graduate Professional Assistant (GPA)

    • SEHF FORM
    • Your Business Manager must sign the SEHF if using College or Department funds.
    • Your Grants Manager must sign the SEHF if using External funds.
    • The Contract and the SEHF must be sent together.
    • PLEASE DO NOT SEND DIRECTLY TO HR!
    • Teacher of Record Form (only needed for GTA's that are the Teacher of Record) -
      • Please DO NOT add the Graduate Dean to the DocuSign workflow.   Send completed TOR form with just the Chair's signature with the contract and SEHF.
    • a Curriculum Vitae (CV)
    • Submit above forms to gradcollegeforms@kennesaw.edu only.
    • Both the Contract and SEHF must come together.
    • Use DocuSign and have a completed copy sent to gradcollegeforms@kennesaw.edu.  
      • Please do not list David Baugher or the Graduate Dean as needing to sign the document.   In DocuSign only indicate "CC-Receives a Copy" after everyone else has signed.

The Process and Timeline

  • Once the paperwork has been submitted to gradcollegeforms@kennesaw.edu it may take up to 5 business days before it is reviewed, depending on volume.
  • The Graduate College will review, record and approve the paperwork.  If there are questions or issues the Graduate College will contact the appropriate office for clarification.
  • The faculty/supervisor and the student will receive a copy of the signed paperwork with additional steps required of the student.  The assistantship is not confirmed and approved until it has been processed by The Graduate College.
  • The required paperwork is then passed to HR for employment.  Once a student’s hiring paperwork is received by HR, the student will be contacted by the Program Coordinator for Student Employment, with instructions on how to complete new hire paperwork and mandatory onboarding. If you have questions you can contact Sam Garbe, Program Coordinator for Student Employment, at sgarbe@kennesaw.edu or 470-578-3948. HR onboarding must be completed no later than the third day after the beginning of the contract.
  • The student may not begin working until HR has sent notification of clearance to work.  Delays in onboarding with HR beyond the scheduled start date will result in a reduction of pay
  • The Graduate College will request the student's tuition waiver from the Bursars office.  It may take them 5-10 business days to apply the tuition waiver.
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