Hiring a Graduate Student

"Although the specific responsibilities will vary by department and assistantship, the number of hours required by the department in return for this assistance will typically not exceed twenty hours per week in order to protect graduate students from excessive commitments away from research and study. Graduate assistantship assignments should not exceed the number of hours specified by the appointment"

--2018-2019 Graduate Catalog


Graduate students may be hired to work for departments/programs as either Student Workers (paid with work-study funds) or as Graduate Assistants (paid from a stipend account). Regardless of whether they are being paid with stipend or work-study funds, graduate students may not work more than 20 hours total per week including teaching responsibilities and work they may be doing for other departments. Any exception to this rule must be approved by the Graduate School Dean. Please direct questions to Anna Henderson.

HIRING A GRADUATE STUDENT WITH WORK-STUDY FUNDS

All approvals must have been completed and received in the Office of Academic Scholarships and Financial Aid before the student does the work!

To hire a graduate student as a Student Worker (paid with work-study funds), please follow these steps:

  1. Find out in which academic degree program the student is enrolled (Biology, Religion, English, etc.) and whether the student is receiving a stipend. (If the student is not receiving a stipend, proceed to step #5).
  2. If the student is receiving a stipend, determine which department/program is providing the stipend and how many hours of work per week are required by that department/program. (If the student is receiving a stipend from a non-academic department, proceed to step #4).
  3. If the stipend is being paid by the student's academic program, contact that program's GPD (Graduate Program Director). Provide the GPD with the specifics of your request for the student to do additional work. Include the student's name, Baylor ID#, maximum hours per week to be worked, description of tasks, approximate pay rate, and employment dates. The Graduate Program Director may approve or deny your request at his/her discretion. If your request is denied, you may not employ the student. (If your request is approved, proceed to step #6).
  4. If the stipend is being paid by a non-academic area, contact the supervisor of the student and confirm the number of hours the student works weekly. Next, contact the student's Graduate Program Director (GPD). Provide the GPD with the specifics of your request to hire the student including what you know about the student's employment in a non-academic area. Include the student's name, Baylor ID#, maximum hours per week to be worked, description of tasks, approximate pay rate, and employment dates. The Graduate Program Director may approve or deny your request at his/her discretion. If your request is denied, you may not employ the student. (If your request is approved, proceed to step #6).
  5. If the student is not receiving a stipend, simply contact the student's Graduate Program Director (GPD). Provide the GPD with the specifics of your request to hire the student. Include the student's name, Baylor ID#, maximum hours per week to be worked, description of tasks, approximate pay rate, and employment dates. The Graduate Program Director may approve or deny your request at his/her discretion. If your request is denied, you may not employ the student. (If your request is approved, proceed to step #6).
  6. If the GPD approves your request, please send the student's information (student's name, Baylor ID#, maximum hours per week to be worked, description of tasks, approximate pay rate, and employment dates) to Anna Henderson and indicate that the GPD has granted approval to employ the student. Keep a copy of the GPD's approval for your files.
  7. When the Graduate School approves the request, Anna Henderson will notify the Office of Academic Scholarships and Financial Aid as well as other appropriate persons.

IMPORTANT: Graduate students may not work more than 20 hours total per week including teaching responsibilities and work for any other departments. Any exception to this rule must be approved by the Graduate School Dean. Please direct any questions to Anna Henderson.

HIRING A GRADUATE STUDENT AS A GRADUATE ASSISTANT

To hire a graduate student as a Graduate Assistant (paid from a stipend account), please follow these steps:

  1. Find out in which academic degree program the student is enrolled (Biology, Religion, English, etc.) and whether the student is already receiving a stipend. (If the student is not receiving a stipend, proceed to step #5).
  2. If the student is receiving a stipend, determine which department/program is providing the stipend and how many hours of work per week are required by that department/program. (If the student is receiving a stipend from a non-academic department, proceed to step #4).
  3. If the stipend is being paid by the student's academic program, contact that program's GPD (Graduate Program Director). Provide the GPD with the specifics of your request for the student to do additional work. Include the student's name, Baylor ID#, maximum hours per week to be worked, description of tasks, approximate pay rate, and employment dates. The Graduate Program Director may approve or deny your request at his/her discretion. If your request is denied, you may not employ the student. (If your request is approved, proceed to step #6).
  4. If the stipend is being paid by a non-academic area, contact the supervisor of the student and confirm the number of hours the student works weekly. Next, contact the student's Graduate Program Director (GPD). Provide the GPD with the specifics of your request to hire the student including what you know about the student's employment in a non-academic area. Include the student's name, Baylor ID#, maximum hours per week to be worked, description of tasks, approximate pay rate, and employment dates. The Graduate Program Director may approve or deny your request at his/her discretion. If your request is denied, you may not employ the student. (If your request is approved, proceed to step #6).
  5. If the student is not receiving a stipend, simply contact the student's Graduate Program Director (GPD). Provide the GPD with the specifics of your request to hire the student. Include the student's name, Baylor ID#, maximum hours per week to be worked, description of tasks, approximate pay rate, and employment dates. The Graduate Program Director may approve or deny your request at his/her discretion. If your request is denied, you may not employ the student. (If your request is approved, proceed to step #6.
  6. If the GPD approves your request, you may hire the student. You will need to set up the student's stipend payments using the Tuition and Stipend Authorization System. For more information, please see the website Information on Processing Stipend and Tuition Authorizations.

IMPORTANT: Graduate students may not work more than 20 hours total per week including teaching responsibilities and work for any other departments. Any exception to this rule must be approved by the Graduate School Dean. Please direct any questions to Anna Henderson.

Baylor Graduate School

Baylor Graduate School
Morrison Hall, Suite 200
One Bear Place #97264
Waco, TX 76798-7264

(254) 710-3588

(254) 710-3870