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GRADUATE STUDENT APPOINTMENT PROCESS (GSAP)

Hire/Rehire/Reappointment (State) - Hire/Rehire/ Extension (RF)

Paperwork Submission Deadline: Appointment envelopes submitted after the deadline negatively impact the GA, TA, or RPA's receipt of paycheck, benefit eligibility, student health fee waiver and tax withholding.

STATE GRADUATE STUDENT EMPLOYEES

Graduate Assistant (GA) Teaching Assistant (TA)
HIRE/REHIRE/REAPPOINTMENT
HIRE/REHIRE REAPPOINTMENT PAPERWORK DEADLINE*
GA/TA Hire/Rehire (Written Procedures) GA/TA Reappointment (Written Procedures) 2021-2022 State Paperwork Deadline Calendar
GA/TA Hire/Rehire (Video) GA/TA Reappointment (Video)

RF GRADUATE STUDENT EMPLOYEES

Research Project Assistant (RPA)
HIRE/REHIRE/EXTENSION
HIRE/REHIRE EXTENSION (Only) PAPERWORK DEADLINE*
RPA Hire/Rehire (Written Procedures) RPA Extension (Written Procedures) 2021-2022 RF Paperwork Deadline Calendar

RPA Hire/Rehire (Video) RPA Extension (Video)

 

DocuSign Resources

 

Managing Envelopes in DocuSign

DocuSign is a digital transaction platform that allows users to send, sign and manage legally binding documents securely in the cloud. For assistanc e with creating, signing, and managing envelopes as well as updating your user preferences in DocuSign, go to DocuSign Resources

Social Security Numbers

All Graduate Student Employees must obtain a valid social security number issued from the Social Security Administration within the first few weeks of the semester in order to avoid the disruption of check distribution. Pseudo social security numbers are temporary for payroll purposes only and should not be used off-campus. After registration for classes, those who need a SS # will need to submit an offer letter from the employing department to Stony Brook Visa and Immigration Services (vis@stonybrook.edu) for an endorsement verifying immigration status and course registration. Application for a Social Security number must be made at a Social Security Administration office.

Matriculation

Graduate students must be matriculated and registered for full time graduate-level study and remain in compliance status by meeting the following criteria:

GRADE     REQUIRED
G-1     12 Credits
G-2     9 Credits
G-3     12 Credits
G-4     9 Credits
G-5     9 Credits

 

International Graduate Students
Employment Limitations

During the academic year (including Intersession) graduate students may work on the Graduate student payroll (State or RF) up to a maximum of 20 hours. International students in F-1 or J-1 status may not work more than 20 hours per week while school is in session.

It is essential to comply with the employment limitations imposed by certain immigration statuses. Failure to do so places both the student and University in jeopardy. For the student, failure to comply with the hours limit imposed by immigration status is a violation of their immigration status, and will result in immediate employment termination by the University.

Violations

Violation of immigration regulations governing employment are deportable offenses. Current immigration regulations do not provide for reinstatement to student status following unauthorized employment. For the University, non-compliance could result in the loss of all Federal funding.

Questions?

Questions regarding employment restrictions imposed by immigration regulations should be referred to Visa and Immigration Services @ vis@stonybrook.edu  or by calling (631) 632-4685.

GRADUATE STUDENT SEPARATIONS

Cancellations, Resignations, Terminations

Terminations, resignations, or cancellations of appointments must be communicated to Human Resources immediately to prevent overpayments.

STATE GRADUATE STUDENT EMPLOYEES

CANCELLATIONS, RESIGNATIONS, TERMINATIONS

Procedure:

Refer to the following State GA/TA Separation Procedure

RF GRADUATE STUDENT EMPLOYEES

CANCELLATIONS, RESIGNATIONS, TERMINATIONS

Procedure:

Submit a Change Form to rf_payroll@stonybrook.edu

 

Need Further Assistance?

 

APPOINTMENTS:

State Appointments:
state_appointments@stonybrook.edu
(P) 631-632-6202 (F) 631-632-4984

RF Appointments:
rf_appointments@stonybrook.edu
(P) 631-632-6183 (F) 631-632-4384

PAYROLL:

State Payroll :
state_payroll@stonybrook.edu
(P) 631-632-6198 (F) 631-632-6208

RF Payroll:
rf_payroll@stonybrook.edu
(P) 631-632-6183 (F) 631-632-4384

FOR STUDENT EMPLOYMENT COORDINATORS

Want to become a Student Employment Coordinator? Already a Student Employment Coordinator, but need access to the Student Employment System?

Request Access
Become a Coordinator

FOR STUDENT EMPLOYEES

Need help in completing your Graduate Assistant (GA) Teaching Assistant (TA) or Research project Assistant (RPA) appointment, benefit and payroll forms in the DocuSign System? 

GA/TA DocuSign Forms
RPA DocuSign Forms
Student Employee Resources