Terms of Student Academic Appointments
From Handbook for Student Academic Appointees
Every student academic appointee is appointed under the Application and Agreement form which is available at: http://vpfaa.indiana.edu/forms/index.shtml. This application, signed by both the student academic appointee and the department chairperson or dean of a professional school, constitutes the appointment agreement, one copy of which is to be returned to the appointee.
Federal regulations now require that an I-9 form (Employment Eligibility Verification) be completed on all new appointees PRIOR TO THEIR STARTING WORK. Part I of the form is to be completed by the new appointee, attesting to her/his eligibility for employment in the United States. Part II is to be completed by a representative of Indiana University attesting that original documents as specified on the I-9 which verify the employee's identity and employment eligibility have been viewed. If on limited status, appointment may not exceed the authorized expiration date.
All student academic appointees are paid on the monthly, academic year, or summer sessions payrolls, not on the bi-weekly payrolls. Where a student's work is directly tied to an academic year or summer session program (usually the case for SAAs with teaching responsibilities), appointment is based on a semester, academic year, or summer session. Students involved in projects or work not tied to the academic year are appointed on a monthly basis with fixed starting and ending dates. All students will be required to utilize direct deposit for payroll.
Depending on the percentage of full-time equivalent (FTE) to which a student is appointed, the following stipend minima shall be applied for ten-month appointments:
Actual stipends often take the following factors into account: 1) responsibilities assigned, 2) personal qualifications and previous experience, 3) educational level of appointee, and 4) years of experience as a student appointee.
Students are usually appointed at 50% FTE (20 contact hours per week). Prior permission must be obtained from the Vice Provost for Faculty and Academic Affairs for any appointments at a higher FTE percentage which is normally limited to a maximum of 75%. This applies to any supplemental payments and additional academic appointments as well; i.e., when the total FTE percentage of all appointments combined exceeds 50%. Requests for exceptions must be addressed to the Vice Provost for Faculty and Academic Affairs Office and must be accompanied by a statement from the graduate student's major faculty advisor endorsing the exception.
Academic Appointees with Disabilities
Academic appointees who wish to request an accommodation for a disability should contact the Office of the Vice Provost for Faculty and Academic Affairs.
The University provides services to students who are veterans. Students should contact the Office of Veterans Support Services for assistance.
Persons "who are members of the Indiana National Guard or of the reserve components or the retired personnel of the naval, air, or ground forces, shall be entitled to leave of absence from their respective duties, without loss of time or pay for such time as the members of the National Guard are in the military service on training duties of the state of Indiana under the order of the governor as commander-in-chief, or as members of any reserve component under the orders of the component authority thereof, for periods not to exceed fifteen days in any one calendar year."
Every student on a graduate student academic appointment must be informed by their department that the Handbook for Student Academic Appointees is available online at: https://www.indiana.edu/~vpfaa/saahandbook/index.php/Main_Page.
Student academic appointees must be degree candidates and are expected to be enrolled each semester on appointment. Compliance with enrollment requirements for graduate students on academic appointment is monitored against the Registrar's official records.
- a) All graduate students on academic appointment at or above 37.5% FTE (15 hours of duties per week) must enroll in 6 credit hours each semester on appointment (summers excluded).
- b) All doctoral candidates who have accumulated 90 graduate credit hours and master of fine arts students who have completed 60 graduate credit hours and who have completed all course requirements for the degree except the dissertation or final project or performance, if applicable, may enroll in G901, Dissertation Research, which carries a value of 6 credit hours. (A student may enroll in G901 no more than 6 times.)
Procedures for Departmental Fee Remission Awards are issued yearly by the Office of the Vice President and Chief Financial Office after consultation with the Vice Provost for Faculty and Academic Affairs.
Fee remissions may be awarded for a maximum of 30 credit hours per 12-month period beginning with the start of the fall semester with at most 12 credit hours in any semester or combined summer session. The stated fee remission award will cover a minimum of 90% of the credit hour fees for a resident and a minimum of 95% for a non-resident. Fee remission awards do not cover G901, mandatory, course-related, or miscellaneous fees. In making student academic appointments, you should note that the following guidelines normally apply.
- a) Student must hold an appointment as an Associate Instructor, Research Assistant, Graduate Assistant, or Faculty Assistant.
- b) Student must not be appointed over 75% FTE.
- c) Student with a total FTE of 50% to 75% must be awarded a 30 credit hour fee remission with no more than 12 credit hours awarded per semester or combined summer session. Student must enroll in six credit hours per semester.
- d) Student with a total FTE of 50% to 75% for both semesters of an academic year must receive a fee remission for six credit hours of summer enrollment if they enroll for summer session(s).
- e) Student who did not hold an academic year appointment, but is appointed in the summer with a total FTE of 50% or greater must receive a fee remission for six credit hours of summer enrollment if they enroll for summer session(s).
- f) Fee remissions may be awarded at less than 50% FTE, at departmental discretion.
Graduate Work Study
Academic graduate student appointees partially funded by the federal graduate work study program are accorded all the same rights and conditions of work and stipend as other academic graduate student appointees in the Department or School.