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Schools or support units extend assistantship offers to graduate students accepted for regular admission to the program of their choice, and the Graduate School approves all hiring paperwork and tuition waivers. If you have accepted a graduate assistantship (GA) and signed a GA memorandum, your next steps are as follows:

1. Complete a background check.
   All graduate students hired as a graduate assistant for the first time must complete and successfully clear a background check. Once your hiring paperwork is submitted in the SOARHR system by your school and/or unit, you will receive an email from the university's background check vendor, REDTAIL. Please complete the necessary information through the link provided to initiate the background check as soon as possible. Background checks typically take at least two weeks to clear after the student submits their information.
2. Meet with University Human Resources and complete new hire forms.
   An email will be sent to your USM email address with a link to schedule an appointment with an HR representative to complete the new hire forms. Instructions from Human Resources detailing the hiring process are available on the Human Resources website under "Graduate Assistant" along with links to the new hire forms.
3. Complete Form I-9.
   This document is required to prove your eligibility to work in the United States. must be provided to complete this form when meeting with Human Resources. Photocopies cannot be accepted.

Students must complete all hiring paperwork, receive confirmation of a clear background check, and enroll as a full-time student before Human Resources can complete the hiring process. Graduate Assistants should not begin working until a "clear for hire" has been received by their supervisor.

For the fall and spring semesters, full-time graduate assistants (0.5 FTE; 20 hours/week) are eligible to receive a full tuition waiver (covering 9-13 hours), including non-resident tuition if needed. Half-time GAs (0.25 FTE; 10 hours/week) will receive a 50% tuition waiver, including non-resident tuition if needed, and the student is responsible for the remaining 50% of tuition. Summer tuition waivers cover up to 1 – 3 credit hours of tuition depending on employment status (full or half-time), enrollment, and days worked. Prorated tuition will apply if students do not work the full summer term.

Both full-time and half-time GAs are responsible for any additional student fees incurred each semester. To be eligible for the tuition waiver, GAs must be actively employed and enrolled in at least 9 graduate credit hours in the fall & spring, and 1 graduate credit hour during the summer term. Courses taken as audit do not count toward these hours.

Waivers are awarded to student accounts through the hiring process. When GAs have been cleared for hire by Human Resources, the waiver information is sent to The Office of Financial Aid for awarding as anticipated aid. Once classes begin, Financial Aid then disburses the anticipated aid to student accounts. All waivers should be awarded and distributed by the 10th day of class if all requirements have been met.

Information regarding fee payment, billing, student expenses and refunds is available on the Business Services website.

The student health insurance provider is UnitedHealthcare, managed by Holland Insurance. Domestic Graduate Assistants may choose to waive enrollment in the policy by providing current proof of insurance. If a domestic student does not  waive the healthcare plan, they will be automatically enrolled. International GAs are required to enroll in the GA healthcare plan and are automatically enrolled by International Student and Scholar Services. The health insurance policy premium is subsidized by 50% for all GAs enrolled in USM's GA health insurance plan. Details regarding the current GA Health Insurance plan can be reviewed on the Employment and Human Resources website linked below.

GA, RA, Domestic & International Student Information

Prior to the start of the fall semester (typically during Fall First Week), the Graduate School partners with the Center for Faculty Development (CFD) to host an orientation for teaching assistants (TAs). TAs attend the CFD’s orientation session, typically scheduled in the morning, with new faculty to learn about academic policies, including FERPA, Academic Integrity, Student Accessibility Services, etc.  Later that day, ACUE-credentialed faculty present on various aspects of course management, professional behavior in the TA role, and other topics that equip TAs for their role in the classroom.  Attendance is mandatory for new TAs. Dates and times are announced during early summer.

Details related to TA Orientation are available on the Professional Development and Leadership page of the Graduate School website, and questions should be directed to the Associate Director of Professional Development and Outreach, Shaadi Shoubaki at Shaadi.ShoubakiFREEMississippi.

Any graduate student in a graduate assistantship position must be enrolled as a full-time student. Therefore, any employment outside the university (external employment) is discouraged, and external full-time employment is prohibited for graduate assistants. Graduate assistants who wish to participate in external employment must obtain written permission from their major professor, graduate coordinator, school director, Dean of the academic college, and Dean of the Graduate School. The nature and extent of the requested external employment may be considered in granting permission. Requests to engage in external employment must be requested and approved annually. They are not automatically renewed. If, while engaging in external employment, the student is unable to maintain good academic standing or fulfill the required duties of the assistantship, the graduate assistant appointment may be terminated. Failure to comply with this policy will result in loss of the assistantship.

Graduate Assistants who wish to request permission to participate in external employment should complete the form linked below and include all required signatures before beginning outside employment. Students must have the names and email addresses of people in the following positions in their degree program and college to successfully complete the form: Faculty Advisor, Graduate Coordinator, School Director, and College Dean. Once all signatures are secured, the student and all other approvers will receive email confirmation of the approved request. 

The following information identifies ways a pregnant graduate assistant can access work release during and after pregnancy as needed:

1. Request a leave of absence for a full semester. The leave of absence form (see below) must be completed and signed by required approvers.  Documentation from a healthcare provider may be required.  The student will be reinstated in the graduate assistant (GA) position upon return.  The student will not receive a stipend or tuition waiver while on leave.  There is no time penalty for the leave period. The student’s time-to-degree period pauses for the approved leave-of-absence duration, with no negative impact on the student’s time limit for degree completion.
2. Request to work from home. A request for a pregnant graduate assistant to work from home must be made in writing and approved by the Graduate School. Documentation from a healthcare provider may be required.  There will be no break in stipend or tuition waiver. The employing unit should clearly document the work expected from the student, and the student must meet those obligations through producing tangible deliverables to the employing unit (i.e., proof that assigned work was completed).  A release to perform such work is required from the healthcare provider.
3. Request a leave of absence for part of a semester with no work required. The leave of absence form (see below) must be completed and signed by appropriate approvers. Documentation from a healthcare provider may be required.  The student will not be paid for missed time, and the tuition waiver will be prorated.

International Students:  Please contact the International Student and Scholar Services office at 601.266.4841 to determine eligibility and for additional information.

Classroom accommodations due to pregnancy can be requested by contacting Student Accessibility Services at 601.266.5024.

Leave of Absence Form (PDF)

The resources linked below are available to all graduate students and may be especially helpful to graduate assistants assisting in the classroom as part of their assignment. Explore each area at your leisure and be a resource for others by sharing this information with other students.

• Center for Faculty Development
• Teaching Resources
• Student Help
• Eagle Alert Sign-up
• Student Accessibility Services
• Academic Integrity
• Title IX