Iowa State University

Graduate College Handbook

Chapter 3.  Graduate Student Financial Support

Fellowships

The term fellowship is usually associated with a named funding source. When this source is outside the University or from an endowment, the fellowship may pay tuition and fees and is not considered a graduate assistantship. When the funding source is the university, the fellowship is considered a research assistantship. Generally these awards are made prior to a student enrolling in Iowa State as a recruiting inducement. A partial list of university funded graduate fellowships follows:

George Washington Carver Fellowships: Research assistantships awarded to outstanding minority applicants prior to admission.

Plant Sciences Fellowships: Research assistantships offered to outstanding graduate applicants in the plant sciences.

Fellowships Associated with Federal Training Grants: Various federal agencies have grant programs for funding graduate student participation in research.

Graduate Assistantships

A graduate assistant (GA) performs duties that contribute significantly to their graduate education. Students holding assistantships are considered to be in training, and the graduate assistantship is a form of student aid that combines training with income. The standard appointment is 1/2-time and the official university guideline suggests 20 hours per week should be spent on assistantship duties, but this expectation varies depending on the nature of the assistantship. Three types of graduate assistantships are available. These are research, teaching, and administrative. Students hired to teach or to perform research that is part of their educational program should be hired as graduate assistants, not as hourly employees, unless those duties do not involve ISU facilities or faculty supervision.

Generally, only students with full or provisional admission status are eligible to hold graduate assistantships. An assistantship awarded to a graduate student on restricted admission status or on probation must be approved by the Dean of the Graduate College term-by-term (each semester or each summer session). The graduate assistant on restricted admissions status or on probation will be assessed full resident tuition but will not receive a Graduate tuition scholarship. The Graduate College requires that graduate assistants register for credit each term that they hold an appointment.

Types of Assistantships

Graduate Administrative Assistantships

An administrative assistant (AA) performs duties that contribute indirectly to a student’s education. Duties vary widely from gathering, organizing, and analyzing information, to working with students, to performing routine research support activities. It is expected that AA duties will contribute in a general way to a student’s education and that these positions will draw upon a student’s disciplinary expertise. An AA’s duties will generally not lead to a thesis or dissertation. Because most AA’s work in a structured environment, the AA may be required to appear at specified times and coordinate his or her work with the employing unit. Any graduate assistantship that is not an RA or a TA is an AA.

Graduate Research Assistantships

A research assistant (RA) conducts research that contributes directly to their graduate education. Supervision is by the professorial staff, and appropriate research projects foster originality, imagination, judgment, and patience—the traits of an independent scholar. Many times a research project to which the research assistant (RA) is assigned eventually leads to a thesis or dissertation topic. Although a research supervisor cannot guarantee that a particular project will be suitable thesis material, the supervisor can offer a professional judgment as to whether the project is suitable, and he or she should offer this judgment to the RA as soon as possible. The final decision on the acceptability of a research topic for the thesis or dissertation rests with the student’s program of study (POS) committee. Because of the widely varying demands of research duties, and because most research projects become part of a student’s thesis or dissertation, it is nearly impossible to set a specific workweek. The official university guideline for time spent should be viewed as minimal for a research assistantship.

Graduate Teaching Assistantships

As the title implies, graduate teaching assistants (TAs) share the faculty’s responsibility for undergraduate teaching. The TA’s teaching load will necessarily vary from program to program, but should be consistent with the teaching load carried by faculty in the department. Since a teaching assistantship is an apprentice position in teaching, the TA should expect careful guidance from the department. This guidance may take the form of seminars, conferences, observations by experienced teachers, or other methods designed to develop teaching skills. The official university guideline for time spent should be viewed as maximal for a teaching assistantship.

These university-wide services help to make the job of new TAs easier and more effective:

• Teaching and cross-cultural workshops are organized by the Graduate College, Center for Excellence in Teaching and Learning, and the Graduate and Professional Student Senate to provide general training for new TAs during the week before fall semester begins.
• A Teaching Assistant Handbook, with university policies and procedures, teaching tips, and other information related to TA assignments, is distributed to all TAs, or is available at http://www.celt.iastate.edu/teaching/TAhandbook.html.

All nonnative English speakers who have teaching responsibilities are required to take the SPEAK/TEACH tests of oral proficiency before they may be assigned duties. Students not reaching level-1 (full certification) are required to take University Studies/English 180, Communication Skills for International Teaching Assistants.

Graduate Minority Assistantship Program (GMAP)

GMAP is a supplemental funding program sponsored by the Graduate College that encourages the enrollment, retention, and graduation of students from underrepresented groups.  The program provides financial assistance, academic support, along with other activities that assist students in making a smooth transition into graduate study.  Website:  http://www.grad-college.iastate.edu/finance/gmap.html.

Assistantship Policies and Procedures

Tenure of Appointment

Assistantship appointments are made fiscal year by fiscal year. Because of this, each appointment is made for one year or less. Appointments may be terminated for two reasons only: 1) for cause, or 2) loss of funding. Termination for cause is discussed in Chapter 9. The satisfactory completion of one appointment, plus satisfactory academic performance, will ordinarily make a student eligible for reappointment. However, departments have the discretion not to reappoint. Failure to reappoint is not termination and is not subject to formal appeal. Departments do have an obligation to provide reasonable notice if reappointment is not to be made. Also, programs may make commitments to support students for periods longer than one year. Such commitments are not formally treated as appointments. Students should obtain the terms of such commitments in writing. Assistantship support for more than seven or eight years is strongly discouraged, and departments may set limits on the number of years a student is eligible for assistantship support.

Letters of Intent

The department or other administrative unit offers graduate assistantships using the “Iowa State University Graduate Assistantship Letter of Intent” form, which contains a description of the position offered, stipend, and length of appointment. This form is available from the Graduate College (Pearson Hall), in department or program offices, or on the Graduate College’s Web site at http://www.grad-college.iastate.edu/forms/files/GraduateAssistantship.doc. Such matters as the specific nature of the graduate assistant’s responsibilities, requirements concerning office hours and staff meetings, particular conditions for re-appointment, benefits, and pertinent department requirements are established at the beginning of the appointment. All assistantship appointments are subject to the continuing availability of funds.

Conditions of Appointment

The university provides services and equipment essential to performance of an assistant’s duties, within the limitations established by departmental and university resources.

During an appointment period, the academic program or administrative department may evaluate the quality of the assistant’s performance in teaching, research, or administrative duties. The program should make evaluation of the graduate assistant an educational experience. Consequently, the graduate assistant’s evaluation is usually discussed with him or her; if the program does not initiate a discussion, the assistant may request one. A graduate assistant who feels unfairly evaluated has recourse through the procedures for grievances related to scholarly and professional competence. See also appointment termination procedures.

ISU is an equal-opportunity employer and recruits, hires, and promotes employees without discrimination on the basis of race, color, religion, national origin, sex, disability, or age. Violations should be brought to the attention of the Equal Opportunity and Diversity Office (515-294-7612). The university’s policies on nondiscrimination and affirmative action and discrimination and harassment can be found on ISU’s Policy Library Web site at http://policy.iastate.edu/policy/personnel/.

If an assistant resigns his or her appointment in less than 3 months of the term, see the special rules for resignation in Chapter 2..

Stipends

The usual graduate assistantship is a 1/2-time appointment with a stipend sufficient to cover modest living expenses. The university establishes a minimum and maximum monthly stipend for 1/2-time teaching, research, and administrative assistantships. These rates are available on the Graduate College Web site at http://www.grad-college.iastate.edu/news/tuitionrates.html. Stipends for other fractional appointments are scaled proportionally. The guidelines and procedures for setting stipends used by the graduate assistant’s department are filed in the department office, where they are available to a graduate assistant upon request.

Hourly Work

U.S. citizens and permanent residents who are on graduate assistantships may also work on an hourly basis provided that the additional work is approved by the unit awarding the assistantship. Total hours (assistantship and hourly work) cannot exceed 30 hours per week during the academic year when school is in session and 40 hours (assistantship and hourly work) per week during the summer. Non-immigrant international students must abide by the terms of their visa status and immigration guidelines according to total hours worked. (For visa questions, contact the International Students and Scholars Office, 515-294-1120, or their Web site at http://www.iastate.edu/~internat_info/.)

Predoctoral Associate Positions

Predoctoral associates are D-base employees who are employed at least half-time to perform work that furthers their education. Most predoctoral associates work for a 1-2 year period. Their appointments, however, are term appointments and must be renewed annually. The benefits associated with these appointments are similar to those of postdoctoral associates. A predoctoral associate must have completed oral and written preliminary examinations or possess a D.V.M (or equivalent) or M.D. degree and must be registered as a graduate student. A "Predoctoral or Postdoctoral Associate Letter of Intent" form, available from department offices, the Graduate College office, and by selecting the "Forms" section on the Graduate College web site, is required for initiating appointment in this category. International students appointed to predoctoral associates must follow the immigration regulations concerning work.

Tax Liability for Graduate Assistantships

All assistantship monthly stipends are subject to income tax withholding requirements as payment for work. The Graduate and Professional Student Senate (14 Memorial Union, 515-294-8725 or http://www.grad-college.iastate.edu/gpss/) can provide further information to graduate students with questions about tax liability and educational credits.

Appointments Greater than Half-Time

Full-Time Appointments

Full-time graduate assistant (C-base) or any combination of graduate assistantship and hourly employment appointments are permitted for all students only in the summer and for not more than three months. Graduate students employed as full-time staff members during any part of the academic year (August to May, inclusive) are not eligible for Graduate tuition scholarships during this period.

Three-Quarter-Time Assistantships

Continuous graduate assistant (C-base) or a combination of graduate assistantship and hourly employment up to 3/4-time are permitted at any time for U.S. students and only during the summer term for persons on student and visitor visas. International students who are on curricula practical training (c.p.t.) are allowed up to three-quarter time appointments during the academic year. Appointments are monitored by examination of academic records at the time the "Electronic Personnel Action" (EPA) form is received in the Graduate College. Approval for greater than 1/2-time will be contingent upon proof of reasonable progress in the student’s graduate program.

Benefits for Assistants

Benefits in addition to stipend support accrue to the graduate assistant during the appointment period. A full explanation of these benefits appears in the Office Procedure Guide; the following shortened description omits references to forms and approvals. Graduate Assistants are responsible for making sure they receive a benefits package, which contains information and enrollment forms for the health insurance, dental insurance, and prescription drug benefits described below. Benefits information will be mailed to the campus addresses of all C-base Graduate Assistants on appointment by August payroll. Otherwise, packets are available from the following sources:

• Records Office - where payroll sign up is completed, Room 3810 Beardshear
• Insurance Representative at 0570 Beardshear Hall
• Graduate College, 1137 Pearson Hall

Health Insurance

Graduate assistants receive single student coverage free of charge under the ISU Student and Scholar Health Insurance Plan. Coverage for hospital, accident expenses, surgical care, and maternity care are included. Graduate assistants may enroll their spouse and children for an additional premium. An enrollment form must be completed before the Semester Enrollment Deadline or within the first 30 days of the date of appointment, whichever is later.

The health insurance plan is administered by The Chickering Group and underwritten by Aetna Life Insurance Company.  A copy of plan information is available on-line at http://www.hrs.iastate.edu/sship/homepage.html.  For further information, contact The Chickering Group at 1-800-466-2381 or the ISU Student Health Insurance Representative in 0570 Beardshear, 515-294-4820. Graduate assistants do not participate in the ISU staff medical plans.

Dental Insurance

A dental insurance policy is available for students and family through Delta Dental Plan of Iowa.  Plan information is available on the Web site at http://www.hrs.iastate.edu/sship/homepage.html. The enrollment deadlines are the same as for the health insurance plan.

Prescription Drug Benefit Program

Graduate Students receive single coverage free of charge in a program that reduces the cost of prescription medication available at the Thielen Student Health Center Pharmacy.  Spouse and children can receive the prescription benefit if they are enrolled in the ISU Student and Scholar Health Insurance Plan and the payroll deduction option is chosen for payment of premium.  For further information, browse the Web site at http://www.hrs.iastate.edu/sship/homepage.html or contact the Thielen Student Health Center Pharmacy at 515-294-7983.

Leave

Arrangements for a leave of absence are made between the graduate assistant and that assistant’s supervisor. When a graduate student employee needs to be absent either for personal reasons or illness, the supervisor should be understanding and accommodating to that need. At the same time, the graduate assistants should attempt to plan personal leave so that it does not interfere with or cause neglect of the duties associated with his or her appointment. Supervisors of graduate assistants are responsible for ensuring that their assistants do not exceed reasonable limits for leave.

Worker’s Compensation

Any injury sustained by a graduate student in the course of university-related employment should be reported immediately to the Human Resource Services, Benefits Section by the supervisor, instructor, and/or department head using the "First Report of Injury" form. Payment through the Iowa Worker’s Compensation System is available only if a student is injured on the job while employed by the university. Injuries sustained in the pursuit of educational objectives are not considered work related and are not covered by the worker’s compensation system. The Office Procedure Guide, will provide guidance in the processing of claims.

Tuition Scholarship Awards

The Graduate College administers a fund that provides tuition scholarships for categories of students. The various programs are described below.

Graduate College Tuition Scholarships

Graduate students appointed to graduate assistantships 1/4-time or more (except those also holding traineeships, fellowships, or contracts that provide funds for payment of tuition and/or fees), are assessed tuition at the full resident (in-state) rate. In addition, the Graduate College may pay a tuition scholarship covering a portion of the resident tuition for each eligible graduate assistant (as determined by the student's department), except those students on restricted admission or on academic probation. The Graduate tuition scholarships are not paid directly to the student, but are applied to the student’s tuition bill. The scholarship awards are equal to:

• For a master’s student:
  • 50% of full resident tuition per semester for each student on an assistantship appointment of 1/2-time or more or
  • 25% of full resident tuition per semester for each student on an assistantship appointment of 1/4-time or more, but less than 1/2-time.
• For a Ph.D. (and certain professional master’s program) student:
• 100% of full resident tuition per semester for each student on an assistantship appointment of 1/2-time or more or
• 50% of full resident tuition per semester for each student on an assistantship appointment of 1/4-time or more, but less than 1/2-time.

For fall and spring semesters, a student must be on appointment for at least three months during the semester to qualify for a Graduate tuition scholarship. For summer session, a student must be on appointment for at least six weeks during the term to qualify for a Graduate tuition scholarship. For all terms, appointments must have been processed by the Graduate College before the end of the first full month of classes (i.e., usually around the fifth week of the fall or spring semesters). Graduate tuition scholarships not used by the due date of the second fee payment installment will be forfeited.

Students who will not be on appointment for the summer session may still be eligible for the Graduate Assistantship tuition rate. This tuition rate is restricted to a summer session following a nine-month appointment. An eligible student must submit the “Application for Summer Resident Tuition Rate” form (at http://www.grad-college.iastate.edu/forms/files/summertuition.doc) to the Graduate College after receiving departmental approval.

Graduate College Tuition Awards

Underrepresented students who are recruited to Iowa State University with offers of assistantship support are eligible for the Graduate College Tuition Award. The award pays for ½ of tuition for master’s and Ph.D. students. These amounts will provide fully paid tuition when combined with the Graduate Scholarship.  The award carries a 3.00 GPA minimum.

Combinations of Graduate College Tuition Scholarship Awards

Some students may be eligible for more than one Graduate College Tuition Scholarship. In no case will a student receive more than full tuition funding from Graduate College sources.

Other Financial Support

External Funding Sources

If a graduate student is unable to obtain graduate assistantship support through a department, other possibilities might be explored. The student’s department chair may have knowledge of special fellowships available. Additionally, assistance in locating potential non-ISU funding may be obtained from the Office of the Vice President for Research and Economic Development (2610 Beardshear Hall, 515-294-6344; Web site: http://www.vpresearch.iastate.edu/OSP/student.html).

Financial Aid and Work Programs

Information is available from the Office of Student Financial Aid (0210 Beardshear Hall, 515-294-2223, http://www.financialaid.iastate.edu/) about loan and work programs. Students applying for financial aid based on need should complete the "Free Application for Federal Student Aid" (FAFSA) form, available from the Office of Student Financial Aid or online at http://www.fafsa.ed.gov/.

Both on- and off-campus part-time jobs are posted on the office’s web-based online job board at http://www.financialaid.iastate.edu/ and on other job bulletin boards throughout the campus. Graduate students also may use the services of the Iowa Workforce Development Center at 122 Kellogg Avenue in Ames to locate employment (515-232-6572, homepage).

Non-Citizen Employment

Permission to seek work in the U.S. must be requested from the appropriate office by foreign nationals before beginning employment. More information about employment rules on and off campus as well as visa and other immigration issues for foreign nationals should be obtained from a staff member in the International Students and Scholars Office (3248 Memorial Union, 515-294-1120). A student may also check this office’s Web site at http://www.iastate.edu/~internat_info/ for complete information on international student concerns.

Miscellaneous Financial Issues

Loan Deferment Certification for Half- or Full-time Status

Lending institutions permit deferment of loan repayment only for graduate students who are engaged in graduate studies. Some defer loans for half-time students; others require certification of full-time studies.

Although graduate students must generally be registered for a minimum of five credits to be considered half-time or nine credits to be considered full-time, there are exceptions. If the following qualifying conditions are present, the Graduate College may authorize the Registrar to certify half-time or full-time enrollment for loan deferment purposes only:

• A "Certification as a Half- or Full-time Student for Loan Deferment" form, available from the Graduate College office and on the Graduate College web site at www.grad-college.iastate.edu/forms/forms.html, has been submitted for approval to the Graduate College each term.
• On the above form, the student’s major professor has justified why the student should be considered half-time or full-time without being registered for the appropriate number of credits.
• The graduate student is in a degree program (full, provisional, or restricted status).
• The graduate student is registered for the equivalent of 2 course credits or internship credits during the term(s) in question. Registering for GR ST 680 (Doctoral Post Prelim), GR ST 600 Examination Only), GR ST 601 (Required Enrollment), or auditing a course will not meet this requirement. (Students cannot register for a course with no tuition assessed.)

If loan deferment is requested, the student must be sure to request certification for the enrollment status that will satisfy the individual lending institution. If approval is received from the Graduate College, attach the loan deferment form to the approval, and submit both documents to the Office of the Registrar, 214 Alumni Hall.

Tax Liability of Foreign Nationals

Persons holding F-1, J-1, and J-2 visa classifications must have taxes withheld from any stipend they receive unless their income is excludable under the terms of a tax treaty negotiated between the U.S. and their country. The determination of excludable income should be made at the beginning of the employment period, and appropriate exemption forms must be completed in Human Resource Services (114 Wallace Road Office Building, 515-294-2936).

For more detailed information about tax liability, all international students should contact the International Education Services (4 Hamilton Hall, 515-294-1120 or contact the web site at www.iastate.edu/~internat_info/).

Time Limits for Financial Aid

In order to remain eligible to receive financial aid from student aid programs, a student must meet certain criteria. The ISU Student Financial Aid Office (0210 Beardshear Hall, 515-294-2223) can provide more details.

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