Hiring Graduate Students
Advertising & Offering Graduate Student Positions
In order to advertise for an approved Graduate Student Assistant hourly job, review the information provided under Hiring Resources. The hiring department must then submit the below form to the Graduate School for review and approval:
Upon submission, the Graduate School will review the proposed position listing and will contact the hiring department and the Student Employment Office with feedback and/or approval.
If approved, the position must be posted on HoyaWorks for a minimum of five days before an offer can be extended.
** If you are advertising for a Primary Assistantship (Scenario 1) position for unfunded PhD students during the academic year or for PhD students teaching for SCS over the summer, you must still advertise these positions for 5 days. Please send out an announcement or “call for applications” via email to direct interested and all qualified graduate students to apply via a public university/departmental website.
Hiring Graduate Students
When hiring graduate students in research and teaching capacities, please be sure to check with the student’s primary department in order to ensure that the student is permitted to work. Also, please be sure to carefully read the scenarios below differentiating between Primary Assistantships and Hourly Graduate Student Assistant appointments.
Once a candidate has been selected, the hiring department must extend a formal offer letter (template: Student Hiring Offer Letter Template) and a Confidentiality Agreement (template: Confidentiality Agreement Form) to the candidate; both documents must be submitted to the Student Employment Office in addition to the Hoya Hiring Form.
Scenario 1: Primary Assistantship - Ph.D. Only
STUDENT TYPE: Ph.D. only
PAY FREQUENCY: Bi-weekly
2021 - 2022 Academic Year: MINIMUM RATE REQUIRED: $16,575/semester; $33,150/academic year (9-Month), $36,210/academic year (12-Month), $41,600/academic year (12-Month Healy Fellowship)
2020 - 2021 Academic Year: MINIMUM RATE REQUIRED: $16,250/semester; $32,500/academic year (9 Month), $35,500/academic year (12 Month) , $40,000/academic year (12-Month Healy Fellowship)
SCHOLARSHIP COVERAGE REQUIRED? : Yes. You must provide full tuition scholarship and coverage for the individual Student Health Insurance and individual Student Dental plan (opt-in) for the duration of the assistantship appointment.
HOURS FOR THE PRIMARY ASSISTANTSHIP: 15-20 hours/week (First-Year Ph.D. students cannot assume additional position due to coursework requirements)
TOTAL COMBINED HOURS STUDENT MAY WORK ON CAMPUS: 20 hours/week during the academic year (For all on-campus employment)
WORKING FROM ABROAD (subject to change): You must obtain approval from the Graduate School in order to hire a student who plans to work from outside the United States
Scenario 2: Hourly Graduate Student Assistant Appointment - Ph.D. and/or Masters
STUDENT TYPE: Ph.D. (Additional Position), Masters (Primary or Additional Position)
PAY FREQUENCY: Biweekly
MINIMUM RATE REQUIRED: $19.89/hour
SCHOLARSHIP COVERAGE REQUIRED?: No.
TOTAL COMBINED HOURS STUDENT MAY WORK ON CAMPUS: 20 hours/week during academic year (For all on-campus employment)
all Ph.D. primary assistantships occupy 15 hours per week
WORKING FROM ABROAD - FALL 2020: You must complete this form and obtain approval from the Student Employment Office in order to hire a student who plans to work from outside the United States
International students are limited by immigration law to a combined total of 20 hours of work per week during the normal academic year. This number is absolute and, by law, CANNOT be averaged or reported later. During official university holidays and breaks, they may work full-time. If you have additional questions about regulations for international students, please contact the Office of Global Services.
Hours written in their work agreements, merit-based award letters, or other hiring documentation are considered the official record of hours to which a student is committed. For instance, Ph.D. students' award letters indicate that they work 15 hours per week on their assistantship appointment. Those 15 hours are the official record of their commitment to the assistantship position. When you create a work agreement, please ensure that the hours listed are accurate. This is extremely important in the case of international students, where the hours listed in the award letters and work agreements are considered the official level of commitment.
It is imperative that you talk with Office of Global Services (OGS) staff if you are planning to hire an international student to ensure that all necessary procedures are followed to avoid serious penalties.
Also, see Guidelines for On-Campus Employment for I-9 information for international students.