Graduate Assistant Appointment Form (GAAF)

Graduate Assistant Appointment Form (GAAF)

University of Maine Graduate School

Important Information about GAAFs:

Students must be registered full time during each semester in which the assistantship begins. This means at least 6 credits for fall or spring and at least 1 credit for summer. (Doctoral candidates and students who have applied for graduation only need 1 credit for any semester.)

Payroll requires all forms to be submitted to them by the 15th of the month, which means that all approvers need to approve prior to that date to allow the Graduate School to process it in time.

Before completing this form:

Use MaineStreet Student Self Service to obtain student data such as gender, program, and residency.
Verify the type of position (TA, RA, GA) with the supervisor or advisor.
Verify chart fields, dates, and stipend are accurate.

Revisions, changing positions, and terminations:

If a student is switching positions, please fill out a "Reappointment" form.
To revise a form that has already been processed by the Graduate School, or to end an appointment early, please use the Revision Form.
You can use Smartsheet to revise a form that has not yet been processed by the Graduate School.

Batch upload:

If you are submitting multiple appointments and are familiar with the GAAF, feel free to use this Batch Upload sheet instead of the form. Once completed, email to Allyson Davis (allyson.davis@maine.edu).

Please note: This form cannot be saved and returned to later.

Prepared by (Email Address)*

Preparer First and Last Name*

Effective Academic Year*

Select

Form Type*

New: has not worked in UMS within the last 12 months
Reappointment: has worked in UMS within the last 12 months
Revisions and separations are no longer submitted via this form (see note at the top of this page)
If a student is switching positions, please fill out a form as a "Reappointment."

Select

To revise a form that has already been processed by the Graduate School, or to end an appointment early, please use the Revision Form.

To provide additional compensation to a Graduate Assistant, please use the Grad Assistant Additional Pay form.

Student Information

Student ID*

Student Last Name*

Student First Name*

Student's Email Address*

Provide the @maine.edu email address so that the student will receive the necessary notifications. If the email address is unknown, utilize MaineStreet for the correct address.

Residency

Obtain student residency from MaineStreet (or student) whether they are domestic or international.

Select

Gender

Select

Degree type

Select

Student's Program

Select

Advisor

Supervisor's email address*

Supervisor's First and Last Name*

Supervisor's Position Number

Remote Worker Status*

Select

Remote Worker Start Date

Stipend Information

HR Department Code*

HR code where the student is working. Open this link in a new tab to avoid losing your work: HR codes

Department Position Number*

Your department's number for this specific position- now required by Payroll: HR Dept list with Position Numbers

Job Code*

Stipend Description

Select

Full Monthly Rate (Please read description below first)*

If the appointment start date or end date is in the middle of the month, that month's stipend will automatically be prorated.

The total stipend (Goal Amount) will be calculated based on the monthly amount, "First working day" and the "End Date" entered below.

The total stipend may be viewed in the Dynamic Views and will be included in emailed notifications. Note that the Goal Amount is view only; to update the Goal, you must update the start date, stop date and/or monthly amount.

Payments will be processed in accordance with the monthly payroll schedule. Missed payments caused by late submissions will be paid in the next regular pay cycle.

The standard minimum monthly stipend is currently $2,222.22 for Doctoral students (about $20,000 per AY) and $1,888.89 for Master's students (about $17,000 per AY).

First working day*

Use the first day of the month for the full monthly stipend to be paid; otherwise, the monthly amount will be prorated based on the number of business days worked in the month.

End Date*

Use the last day of the month for the full monthly stipend to be paid; otherwise, the monthly amount will be prorated based on the number of business days worked in the month.

NOTE: Appointments cannot span more than one academic year. For example, 9/1/22-8/31/23 is acceptable, but 1/1/23-12/31/23 is not. If needed, please submit a second appointment form for the new academic year.

Position type (Dept or externally funded positions)

TA or teaching assistants are those whose primary responsibilities are teaching.
RA or research assistants are those whose primary responsibilities are performing research.
GA or graduate assistants are those whose primary responsibilities are providing other support (not including teaching or research).

Select

Stipend Notes

Use Note fields for important information that the Graduate School or Payroll need to know regarding this assistantship.

Stipend Earnings Distribution

Will the stipend payments be split across multiple accounts?*

Yes

1-GL Distribution %

1-GL Distribution Start Date

1-GL Distribution End Date

1-Source of Funding*

Provide the source of funding for each stipend line. This is used for annual reporting performed by the University and can affect future awards.

Select or enter value

1-Accounting ID (10 digits)*

1-GL Department (7 digits)

1-Account (5 digits)

1-Class (2 digits)

1-Fund (2 digits)

1-Program (5 digits)

1-Project (7 digits)

2-GL Distribution %

2-GL Distribution Start Date

2-GL Distribution End Date

2-Source of Funding

Select or enter value

2-Accounting ID (10 digits)

2-GL Department (7 digits)

2-Account (5 digits)

2-Class (2 digits)

2-Fund (2 digits)

2-Program (5 digits)

2-Project (7 digits)

3-GL Distribution Start Date

3-GL Distribution End Date

3-GL Distribution %

3-Source of Funding

Select

3-Accounting ID (10 digits)

3-GL Department (7 digits)

3-Account (5 digits)

3-Class (2 digits)

3-Fund (2 digits)

3-Program (5 digits)

3-Project (7 digits)

4-GL Distribution Start Date

4-GL Distribution End Date

4-GL Distribution %

4-Source of Funding

Select

4-Accounting ID (10 digits)

4-GL Department (7 digits)

4-Account (5 digits)

4-Class (2 digits)

4-Fund (2 digits)

4-Program (5 digits)

4-Project (7 digits)

Insurance Coverage

INSURANCE is required for all full-time students on an assistantship.

If student needs UM insurance plan, provide % and chartfield information.
Students must monitor their UMS email for instructions on how to waive or enroll in insurance.

The amount you input here will apply to the full year of health insurance unless you specify otherwise.

Will the insurance be paid from more than one account?

Yes

Insurance Account 1 - Percentage of Premium to be Paid - if student enrolls in UM plan

Department and Fund codes are required for all accounts charged for insurance.

Insurance Account 1 - Department (7 digits)

This field is required for insurance coverage.

Insurance Account 1 - Fund (2 digits)

This field is required for insurance coverage.

Insurance Account 1 - Class (2 digits)

Insurance Account 1 - Program (5 digits)

Insurance Account 1 - Project (7 digits)

Insurance Account 2 - Percentage of Premium to be Paid

Insurance Account 2 - Department (7 digits)

Insurance Account 2 - Fund (2 digits)

Insurance Account 2 - Class (2 digits)

Insurance Account 2 - Program (5 digits)

Insurance Account 2 - Project (7 digits)

Insurance Notes

Use this field for important information that the Graduate School or Bursar's Office needs to know regarding insurance coverage.

Tuition Coverage

Typical assistantships provide tuition coverage up to 9 credits in Fall, 9 credits in Spring, and 6 credits in Summer.

If you are covering the student's fees, this must be done via the Award Credit form.

Check box if this position will cover tuition at another UMS campus.

IMPORTANT: In order to cover tuition from another campus, a Domestic Study Away form must be filled out by the student and sent to Debbi Clements (debbi.clements@maine.edu).

For which semester(s) are you entering tuition coverage?

Fall

Spring

Summer

Fall Tuition Coverage - Number of Credits*

Fall Tuition Chartfield - Department (7 digits)*