This Guide Memo outlines policies and procedures for employment of Stanford undergraduate students on campus. For employment of graduate students in research and teaching assistantships, see Guide Memo 10.2.1.
a. Job Listing Services
Stanford departments wishing to hire undergraduate students as part-time workers may use the Cardinal Careers system administered by the Career Development Center (CDC) to list their job openings. Departments should log onto Cardinal Careers to post a job. Departments may also use their own means of locating student employees.
b. Hours Per Week
Many students on financial aid have an academic-year earnings expectation as part of their financial aid package. Most students will be able to meet the earnings expectation if they work seven to ten hours per week. Students are encouraged to limit their hours of work, so that they may devote sufficient attention to their studies. Therefore, the jobs listed for undergraduates should not require more than 15 hours per week of work.
c. Non-Discrimination
Non-discrimination policies applicable to regular staff, as stated in Guide Memo 2.1.2, section 2.a, also apply to student employees.
The following schedule is used for most jobs on campus. Starting salaries in these categories are based on the requirements of the job and the applicable experience of the student. Although raises are normally scheduled after three quarters of work, an employee may be advanced within the proficiency range anytime it is deemed appropriate by the employer. Range within levels is available to allow employers' flexibility in setting student wage rates as job requirements and student performance vary widely.
a. Level I
The work at this level requires that employees perform tasks characterized by a prescribed standard. Duties typically are repetitive and workers follow simple instructions that require little interpretation or skill. The supervisor determines work priorities and reviews work for accuracy. Typical kinds of work at this level include:
b. Level II
At this level, employees have independent responsibility for the accurate completion of a variety of tasks requiring judgment and interpretation in applying procedures correctly. The supervisor generally reviews the work for correct final results. Typical kinds of work at this level include:
c. Level III
At this level, employees have substantial responsibility for determining work procedures and methods of work and for coordinating phases of work with others. Originality, analysis, and judgment are required to carry out work. The supervisor reviews work when guidance is required. Typical kinds of work include:
a. Hiring
The supervisor notifies the human resources administrator to do the appropriate system entry.
b. Paying
The suggested hourly wage scale for undergraduate student workers is available online. Departments must pay student workers from their own payroll accounts, except for students who qualify for Federal Work-Study (FWS). Departments wishing to hire Federal Work-Study students should submit the FWS Authorization Request form. More information about the FWS program is available at http://financialaid.stanford.edu/faculty_staff/index.html.
c. Supervision
One person should be named as the student's immediate supervisor and should be directly accountable for overseeing the student's work and ensuring the hours worked are entered into and approved in Axess.
d. Work Schedules
A student is expected to work the agreed hours, be punctual and satisfy all reasonable requirements of the employer with regard to performance and behavior. Most on-campus employers build in some flexibility in hours given students' exam schedules, but that is not always possible and students are expected to carry through if they have agreed to be at work.
This Guide Memo summarizes the regulations regarding Graduate Student Assistantship appointments at Stanford University. Definition of the Graduate Student Assistantship is followed by the criteria for eligibility to hold an assistantship, a brief description of each type of assistantship, the rules governing Tuition Allowance, and other policy matters. For questions regarding this subject, please call the Financial Aid Office.
Applies to the appointment of graduate students to Graduate Student Assistantships.
a. Graduate Student Assistantships are a form of student employment, earning a compensation package including both salary and tuition allowance (TAL) for the performance of research or teaching services to the University as part of the student's academic and professional training and development.
Distinctions from Assistantships:
b. The Graduate Financial Support (GFS) system is the online application used to enter all graduate student research and teaching assistantship appointments and fellowships. Although they are not matriculated Stanford graduate students, Postdoctoral Scholars' appointments also are entered in GFS. GFS also handles financial support for other non-matriculated graduate students, e.g., Visiting Student Researchers. Non-matriculated students are, however, in general not eligible for assistantships.
a. Matriculation at Stanford with an active authorization to enroll and an active graduate degree program, or, for Research Assistantships only, enrollment in non-matriculated graduate status as a Student of New Faculty.1
b. Enrollment
All students holding assistantships must be enrolled in each quarter in which the assistantship appointment is held. For autumn, winter and spring quarters, unless the student is on TGR status, the student must be enrolled for 8-9-10 units. Except for Terminal Graduate Registration (TGR) students, the GFS System will not allow payment of TAL unless the graduate student is enrolled full-time during autumn, winter and spring quarters. Exceptions to this enrollment requirement are allowed for Honor Co-op students, and for students with disabilities.
c. Relevancy
The service performed (teaching or research) must be related to the student's academic program in order to qualify for the assistantship appointment.
Note: Entering and approving the assistantship appointment in Graduate Financial Support (GFS)/Worklist Manager constitutes a statement that the work involved is relevant to the student's academic program.
d. English proficiency for teaching assistantships
All international students must be approved for English proficiency before being appointed to any teaching position.
e. I-9 eligibility to work in the U.S.A.
By federal regulation, all individuals receiving salary through Payroll must demonstrate eligibility to work in the U.S.A. by filing Federal Form I-9. Departments must forward necessary paperwork to Payroll in advance of the student's first paycheck. For more information, see Student Specific Payroll Administration.
f. Social Security Number must be on file with Payroll.
g. Alternatives
In the case where no matriculated graduate student is available to fill a need for a Research or Teaching Assistantship, an undergraduate or non-matriculated person may be hired in the categories of Teaching Aide or Research Aide. These are hourly-paid positions, processed through the Human Resources Management System (HRMS), not the GFS system. Individuals appointed to these positions are never eligible for a Tuition Allowance. The appropriate department chair (or program director) and school dean's office should confirm that no matriculated graduate student is available before these alternative appointments are processed.
Footnote:
1 Coterminal students in the Bachelor/Master program who have completed 180 units of undergraduate work are eligible for appointments in assistantship categories.
Graduate student teaching responsibilities are categorized into the following four appointment levels.
The Office of the Vice Provost for Graduate Education establishes a minimum salary rate for each of these levels. (Mentor Teaching Affiliate and Graduate Teaching Affiliate positions have the same minimum salary.)
Note: No student may be appointed to any of the following positions for a course in which the student is simultaneously enrolled.
a. Course Assistant
Assists a faculty member who has primary responsibility for a course. Duties vary but do not include classroom teaching. Duties may include:
b. Teaching Assistant
Has significantly more independence than a Course Assistant. The Teaching Assistant works with a faculty member who has primary responsibility for a course, or assists a group of students in several courses. Duties vary and may include:
c. Graduate Teaching Affiliate
This teaching appointment is limited to graduate students who have had substantial teaching experience. The Graduate Teaching Affiliate will typically be identified as the Instructor in Stanford publications, and will have primary charge and responsibility for the course (with the mentorship of a faculty member). Responsibilities for the class typically include:
d. Mentor Teaching Assistant
This teaching appointment is limited to graduate students who have had substantial teaching experience. In addition to the responsibilities of a Teaching Assistant, this student:
The following research appointments are listed in ascending order of qualifications, responsibility, and compensation.
a. Research Assistant
Works on a research project under the supervision of a faculty member.
b. Predoctoral Research Affiliate
An advanced Ph.D. student in one of these appointment categories:
(1) Engineering and Natural Sciences
(2) Humanities and Social Sciences
a. Full-quarter appointments
Assistantship appointments are made for a full quarter. Standard appointment periods are: October 1–December 31, January 1–March 31, April 1–June 30, and July 1–September 30. An alternate quarter schedule is available for students whose work begins before the start of a standard quarter. Students on an alternate schedule must remain on that schedule throughout the academic year.
b. Fall, Winter and Spring Assistantship Appointments
(1) The minimum assistantship is 10% time. Percentage of appointments must be in increments of 5% time.
(2) 50% Maximum — The typical assistantship appointment is for a maximum of 50% time, to allow students to make expeditious progress toward their degree. Assistantships totaling more than 50% can impede that progress.
(3) An appointment of 40% must be combined with a 10% appointment to total 50%. Appointments of 45% are not allowed.
(4) Approval for Exceptions — Assistantships for more than 50% time during the academic year, two concurrent assistantships totaling more than 50% time, or enrollment in more than 10 units while holding a 50% appointment, require the prior approval of the student's advisor, the Department Chair, and School Dean's office.
c. Summer Assistantship Appointments
(1) Percentage of Time—In summer quarter, in addition to the standard 10-50% assistantships, appointments at 55-90% time are permitted (see section 5.d).
(2) Number of Units—In summer quarter, graduate students must be enrolled in at least one unit or TGR (Terminal Graduate Registration) to have any size assistantship appointment. Students with appointments totaling more than 50% will have their Tuition Allowance reduced proportionately (see table) in order to accommodate additional employment. Students combining an assistantship with more than 8 hours of hourly employment during the summer should reduce their enrollment in proportion to their total Summer Quarter employment. Students registered TGR must enroll in the TGR course (801 or 802).
For additional information regarding TAL in Summer, see Section 7.d(4).
d. Assistantships Totaling More Than 50%
(1) Whether approved as an exception (5.b.4 above) or permitted as summer employment, the maximum combined assistantships for any student during any quarter is 90%. Appointments totaling more than 36 hours/week may not be processed in GFS, are not considered assistantships, and do not include a tuition allowance; they should instead be processed through HRMS.
(2) Whenever possible, graduate student assistantship appointments totaling more than 50% should be established as a single appointment, rather than a combination of smaller appointments. (This allows GFS to calculate the appropriate TAL; if entered separately, administrators must determine the appropriate TAL cost and split, and coordinate adjustments to GFS.)
Stanford University establishes annually the minimum salary levels for Graduate Student Assistantships. No maximum salary level is specified by the University, although individual schools may do so.
Source of Funding
a. Salary for RAs may be paid by an external/sponsored source of funds or school/ departmental funds.
b. Salary for TAs may be paid by a University budget allocation to the schools/departments or by school/departmental funds.
a. Definition
TAL represents a commitment to support a student's educational program through the payment of a portion of the student's tuition bill.
b. Eligibility
All eligibility requirements for assistantship appointments must be met. (See section 2.)
c. Source of Funding
The value of TAL for a 50% assistantship appointment is established as the tuition value for 8-10 units (8-9 units in the Law School, and 8 units in the MED MD program). The value of TAL for assistantship appointments of between 10% and 50% is a proportional amount defined by TAL Tables published each year.
Tuition charges and TAL are based on the student's home school tuition rate, regardless of the location of the assistantship. The school/department where the student holds the assistantship appointment is responsible for the salary, as well as the tuition based on the student's home school tuition rate.
The University requires that any outside tuition support to which students have access will be used to the full extent before TAL is claimed. Acceptance of a Stanford assistantship appointment obliges a student to inform the department of any other aid received.
The cost of the TAL is shared among Stanford University funds and school, department, and/or sponsored project funds supporting the assistantship.
(1) TAL Funding for Research Assistants
TAL for Research Assistants is divided and funded as follows:
(2) TAL Funding for Teaching Assistants
(3) Federal Work Study (FWS)
(4) Students Working in Schools Other Than Where They Are Enrolled
When graduate students are appointed as Teaching or Research Assistants in a school other than the one in which they are enrolled, the school in which the student works is responsible for paying the TAL at the student's home school tuition rate. In the case of Research Assistants, splitting tuition between the sponsored source and the University (either 60%/40% or 81%/19%) is controlled by the school paying the student.
(5) Terminal Graduate Registration (TGR) and Terminal Medical Registration (TMR)
d. Amount of TAL
(1) Percent Time
The amount of TAL earned depends on the percentage of time of the graduate student assistantship appointment(s). See the Tuition Allowance Tables.
(2) Length of Assistantships
Appointments are made for a full quarter (see "Percentage and Period of Appointment," Section 5 of this document). Appointments will earn the designated amount of TAL for the full quarter in which the student is appointed.
(3) Multiple Assistantships
Students may hold multiple assistantship appointments, including both RA and TA appointments, simultaneously. At most, the 8-10 unit TAL value may be earned when combining multiple assistantships.
(4) Summer Appointments
e. Use of TAL
(1) TAL can be used only in the quarter in which it was generated by an appointment.
(2) TAL may be used only as a credit against tuition charges. It is:
To preserve the focus on the student's academic progress, Stanford University limits the amount of additional employment that any enrolled student may have while holding a 50% assistantship appointment. The paragraphs below reflect both Stanford requirements and U.S. immigration regulations related to student visas. In these paragraphs, the quarter is defined as starting on the first day of classes and ending on the last day of final exams, as defined by the University Calendar or the published calendar of the involved School. The following limits do not apply to the period between quarters, as defined by the appropriate academic calendar. (Note: The quarter period is different from the RA's or TA's pay periods, as the standard "start" and "stop" dates for assistantships are intended to pay the student continuously including breaks between quarters.) Individual schools and departments may have stricter policies related to additional employment.
a. Limit on Hours for U.S. Students
During Autumn, Winter and Spring quarters, students on 50% time assistantships may not be employed more than an additional eight hours a week inside Stanford and/or outside of Stanford; those eight hours cannot be in other assistantship positions.
b. Limit on Hours for International students
Students on F-1 and J-1 visas are limited to a total of 20 hours of employment on campus per week, including their assistantship appointment(s) during any quarter in which they are fully enrolled. For further information regarding regulations for students with F-1 and J-1 visas, contact Bechtel International Center.
a. Cancellation as of the Start Date of the Assistantship
If an appointment is cancelled on or before the start date of the assistantship:
(1) No salary is paid.
(2) No Tuition Allowance is provided.
(3) If Tuition Allowance has been applied to the student's bill, it will be withdrawn.
(4) The student is responsible for any tuition charges for the quarter.
b. Cancellation of Appointment During the Quarter of the Assistantship
(1) If the school or department terminates the assistantship for any reason during the quarter, other than for cause, salary will end but the student will receive the full quarter TAL. This includes circumstances where sponsored funding for an assistantship ends.
(2) If a graduate student voluntarily terminates an assistantship appointment or is removed for cause during the quarter, salary ends and TAL is withdrawn for the quarter.
(3) Salary ends and TAL will be applied as needed to pay the student's bill for the quarter when an assistantship appointment is terminated because a student has:
a. Salaries and Tuition Allowance
b. Exemption from FICA and VDI Taxes
Enrollment and regular attendance in courses or fulfillment of other requirements associated with a degree program are required for all students in each quarter of their appointment(s), including summer, in order to qualify for exemption from FICA (Social Security) and VDI (Voluntary Disability Insurance) taxes.
The graduate appointments described in this Guide Memo are designed for and available only to Stanford students.
a. Time Off
No vacation or sick leave benefits are applicable. Arrangements for any variations in work hours, including time off for vacation or illness, should be made individually with the faculty sponsor.
b. Health Insurance
Eligibility for a health insurance benefit is determined quarterly on the basis of assistantship and fellowship appointments approved as of the payroll deadline of each quarter. Graduate students are eligible for a health insurance subsidy as long as they do not waive Cardinal Care insurance or have their insurance paid fully by an outside source of funds. The Health Insurance subsidy will be paid as follows:
This Guide Memo outlines policies and procedures for employment of Stanford graduate students on campus in positions other than assistantships. For employment of graduate students in research and teaching assistantships, see Guide Memo 10.2.1. For employment of undergraduate students, see Guide Memo 10.1.1.
Applies to the employment of graduate students in positions other than assistantships.
a. Student hourly employment. Stanford University uses student hourly employment to hire Stanford students into jobs that are specifically earmarked for matriculated students. Student workers are supervised in their work, are hired through the PeopleSoft HR system, and must record and approve their work hours. Compensation is established on an hourly basis, and the amount of pay is based on the actual number of hours worked in each pay period.
These job assignments are incidental to the student’s course of study with reasonable limitations placed during the academic quarter on the nature of the work assignment and the number of hours of employment.
All Stanford University student employment is hourly, with the exception of assistantships, which are limited to graduate students (see Admin Guide 10.2.1). Hourly employment should never be used to pay a graduate student for work that is appropriately treated as an assistantship.
b. Graduate student. This policy applies to students who are enrolled in a graduate degree program (any degree except the BA, BS, or BAS). For purposes of student employment, students enrolled in both undergraduate and graduate degree programs as coterminal students are considered undergraduate students while assessed undergraduate tuition and graduate students while assessed graduate tuition.
c. The Graduate Financial Support (GFS) system is the online application used to enter all research and teaching assistantship appointments, fellowships, and other stipend payments for graduate students and postdoctoral scholars. It is not used to process hourly employment.
d. Job Classification Codes (JCC) are used to categorize all jobs at Stanford. Students should be hired into the appropriate student JCC for the job for which they are employed. Use of the appropriate JCC ensures that the correct expenditure type and fringe benefit rate are applied as wages are paid.
Distinctions from Hourly Employment:
Graduate students are expected to limit their hours of employment, so that they may devote sufficient attention to their studies. Therefore, graduate students are expected to coordinate the number of hours of employment with their academic obligations, including course load, number of registered units, and the academic expectations of their program. Additionally, they are expected to coordinate hourly employment with the other forms of financial support that they are receiving. Academic departments/programs, offices employing students, and funding sources may also impose employment limitations.
Limits on hourly employment and related enrollment limitations for graduate students are summarized in Table 1.
a. Limit on Hours
There are formal limits on the number of hours a student may be employed when also financially supported by assistantships or fellowships.
During Autumn, Winter and Spring quarters, enrolled graduate students are limited to 28 hours of student employment, combining hourly employment and assistantship appointments. (International students are subject to additional limitations, see below.) For example, graduate students appointed to 50% (20 hours/week) assistantships may not be employed more than an additional eight hours a week; those additional hours cannot be in other assistantship positions. Graduate students with full fellowship funding are limited to additional employment of 8 hours/week hourly employment or a 25% assistantship, but not both. The source of the fellowship or the student’s academic department/program may impose stricter limits.
During Summer quarter, enrolled graduate students are limited to 36 hours of student employment, combining hourly employment and assistantship appointments. (International students may be subject to additional limitations, see below.) For example, students on 50% time (20 hours/week) assistantships may not be employed more than an additional 16 hours a week; those additional hours can combine either assistantships or hourly employment. In summer, students who are employed more than 8 hours with a 50% assistantship are expected to reduce the number of units of enrollment commensurate with a larger percentage appointment. (This is shown in the TAL table for Summer Quarter. Graduate students with full fellowship funding are limited to additional employment of 16 hours/week hourly employment or a 50% assistantship, but not both. The source of the fellowship or the student’s academic department/program may impose stricter limits.
During break periods between quarters—the period between the last day of final examinations and the first day of classes the subsequent quarter—graduate students may be employed full time. Thanksgiving recess is not a break between quarters.
b. Additional Limits on Hours for International Students on F-1 or J-1 Visas
International students on F-1 or J-1 visas are subject to both University policies on employment and visa requirements that limit employment; in all cases, the more restrictive limitation will apply.
International students are eligible for on-campus employment if they are maintaining F-1 or J-1 status. During the academic year (Autumn, Winter and Spring quarters), students on F-1or J-1 visas are limited to a total of 20 hours of employment per week (except during the break periods between quarters), including both hourly jobs and assistantship appointment(s), and including any off-campus employment that they may have been authorized to perform.
During Summer quarter, most international students are subject to the general University policies for summer graduate student employment, and their F-1 or J-1 visa does not further restrict their hours of employment. However, any graduate student who is required to enroll full time in summer quarter in order to maintain legal visa status—such as newly admitted students who will start their program in the summer, or those students returning from a leave of absence in the summer—may not work more than a combined total of 20 hours per week.
During break periods between quarters—the period between the last day of finals and the first day of classes the subsequent quarter—international graduate students may be employed full time (up to 40 hours per week), provided they are eligible and intend to register for the next academic quarter. Thanksgiving recess is not a break between quarters.
Although federal regulations allow for full-time on-campus employment during break periods, departments/programs may have other restrictions and policies that limit the amount of on-campus employment during break periods. If this is the case, then these policies take precedence. Students must check with their department/program for any restrictions.
Further information regarding employment limits for students on F-1 or J-1 visas is available from the Bechtel International Center.
c. Additional Limits on Hours for International Students with other Visas
International students who have a visa besides an F-1 or J-1 visas should check with the Bechtel International Center to determine if they are in a status that allows employment and, if so, any restrictions on employment.
Funding source or the student’s academic department/program may impose stricter limits. Footnotes describe the related limitations on enrollment.
Other Funding | 50% assistantship1 | assistantship between 10-40% | Full fellowship | no other financial support |
---|---|---|---|---|
ACADEMIC YEAR | ||||
U.S. student | 8 hours | 28 hours minus hours of assistantship | 8 hours or 25% assistantship, but not both | 28 hours |
International student on F-1 or J-1 Visa | 0 hours | 20 hours minus hours of assistantship | 8 hours or 25% assistantship, but not both | 20 hours |
SUMMER | ||||
U.S. student; International student whose visa status permits part-time summer enrollment |
16 hours | 36 hours minus hours of assistantship2, 3 | 16 hours or 50% assistantship, but not both | 36 hours. More than 36 hours requires hiring as a Contingent (Casual or Temporary) employee through Human Resources. |
International student whose F-1 or J-1 Visa requires full-time enrollment |
0 hours | 20 hours minus hours of assistantship | 16 hours or 50% assistantship, but not both | 20 hours |
BREAK PERIODS BETWEEN QUARTERS* | ||||
U.S. student | Full Time | |||
International student on F-1 or J-1 Visa |
Full Time4 |
a. Hiring
The supervisor notifies the human resources administrator to make the appropriate system entry. The students should be hired into the appropriate Job Classification Code (JCC). The student must be hired into PeopleSoft HR before beginning work. Students who are hired during Summer quarter, but who are not enrolled, must be hired as Student Hourly Employees using the appropriate Summer Student JCC. This step is required even if the student is continuing a work assignment that started during the academic year.
Before hiring a graduate student for hourly employment, a graduate student assistantship, or any other type of appointment through Human Resources the hiring department should contact the student’s academic home department/program to review the appointment (see the GFS School contact list). The hourly appointment must be reviewed for appropriateness taking into account:
b. Wage rates
There is no suggested wage scale for hourly employment for graduate students. When setting the hourly wage rate for a graduate student, the following may be taken into consideration:
c. Payment
Departments pay student workers from their own sources of funding.
Hourly student workers must record actual hours worked in Axess Timecard each pay period. Each month has two pay periods: The first day of the month through the 15th and the 16th through the last day of the month. Paychecks are issued on the workday that falls on or immediately prior to the seventh calendar day after the end of each pay period.
d. Supervision
One person should be named as the student’s immediate supervisor and should be directly accountable for overseeing the student’s work and approving the hours worked in Axess.
e. Work Schedules and Requirements
A student is expected to work the agreed hours, be punctual, and satisfy all reasonable requirements of the employer with regard to performance and behavior. Most on-campus employers build in some flexibility in hours given students’ exam schedules, but that is not always possible and students are expected to carry through if they have agreed to be at work.
f. Job Listing
Stanford departments wishing to hire graduate students may use the Cardinal Careers system administered by the Career Development Center (CDC) to list their job openings. Departments should log onto Cardinal Careers to post a job. Departments may also use their own means of locating student employees.
g. Non-Discrimination
Non-discrimination policies applicable to regular staff, as stated in Guide Memo 2.1.2, section 2.a., also apply to student employees.