This document outlines the policies for faculty supervisors of graduate assistantships funded by JSU's Center for University Scholars. It describes the eligibility requirements for supervisors, payment rates for graduate assistants, and the application and approval process for assistantships. The multi-step process involves an online request, designating an eligible student, completing paperwork, and approving student timesheets online by monthly deadlines. The Center can assist with any issues regarding assistantship contracts or terminations.

1. Graduate Assistantships
JSU Center for University
Scholars Policies for Faculty
Supervisors

2. Eligible Applicants
Full-Time Tenure-Track JSU
Faculty
Preferred Applicants
Pursuing Productive Research
Agendas
Implementing Course Innovations or
Re-Designs
Engaged in Interdisciplinary Teaching
Collaborations

3. What It Includes
Payment for Graduate Assistant Work
$8/hour for master’s students or $10/hour
for doctoral students
Students may work a maximum of 20 hours
per week.
It does not include a tuition waiver or
tuition assistance.

4. Application and Approval
Process
Complete an online request for a
JSUCUS-funded graduate
assistantship.
Graduate assistantships are not
automatically renewed.
Wait for approval of that request
from the Center’s director.
This is not an approval for the
student to work.

5. Application and Approval
Process
Designate a student to fill the GA
position.
The student must be enrolled in at least
nine semester hours of courses pursuing a
JSU graduate degree to be eligible (even in
the summer).
Upon approval, a supervisor will be
notified how many GA positions
(usually 1) have been awarded.

6. Application and Approval
Process
Next, the designated student
should
Complete the online
student information form.
Print and complete the
State Withholding Exemption Certificate
and W-4 Form.
Make an appointment with Ms. Louise
Vaughn (ext. 6949) to complete remaining
paperwork.

7. Application and Approval
Process
Next, the designated student should
Bring to the appointment (1) a copy of a
state-issued form of ID (i.e. driver's license,
passport, JSU ID, etc.), (2) original Social
Security card or birth certificate, (3) copy of
current class schedule, (4) a copy of
his/her resume/CV and (5) completed
copies of the State Withholding Exemption
Certificate and W-4 Form.

8. Application and Approval
Process
During the appointment, Ms. Vaughn
will prepare and print a student
personnel action form and the
Employment Eligibility Form (I-9). It
should be signed by the student and the
faculty supervisor and returned to the
Center.

9. Application and Approval
Process
The Center for University Scholars will
notify via e-mail the student and faculty
supervisor that the student’s contract
has been approved.
The student cannot work before
this final notification is received.
He/she may not be paid for those hours.

10. Approving Student
Timesheets
JSU uses a web-based timekeeping
system.
First, the student enters his/her time
during the work period and sends that
time to the supervisor.
Second, the supervisor approves
that time.

11. Approving Student
Timesheets
1. Go to www.jsums.edu. Click the JSU
P.A.W.S. menu item.

12. Approving Student
Timesheets
2. Log in using your
J# and PIN.
3. From the main
menu, choose
“Employee.”
4. From the “Employee”
screen, choose "Time
Sheet.”

13. Approving Student
Timesheets
4. On the "Time Reporting Selection" screen, choose
the link for “Proxy Set Up.” (First-Time Only)
5. On the "Proxy Set Up" screen, choose the correct
name. Click add. Click save. (First-Time Only)

14. Approving Student
Timesheets
7. On the "Time
Reporting Selection"
screen, select
"Approve or
Acknowledge Time,"
choose "Act as
Proxy," choose the
correct supervisor
name and click the
select button.

15. Approving Student
Timesheets
8. On the "Approver Selection" screen,
choose the unit and pay period to review.
Click select.
9. To view a student's time sheet, click the
hyperlinked name of the student. Scroll
down and click approve if correct.
 You can also add a comment and return the timesheet to
the student if it incorrect. (Choose “Add Comment,” type a
comment and save on the resulting screen. Then select
“Return for Correction.” If it is returned, the faculty
supervisor must notify the graduate assistant.)

16. Approving Student
Timesheets

17. Approving Student
Timesheets
The deadline for students to submit
time for your approval is the 2nd work
day of the following month. However,
they can record hours throughout the
work period.
The deadline for faculty supervisors to
approve time is the 3rd work day of the
following month.

18. Approving Student
Timesheets
See the JSU
Business and Finance presentation for
detailed information about the time
approval process.
If you cannot view or approve time for
your GA, contact the Center as soon as
possible.
Doing so avoids the retroactive timesheet
process and missed paychecks for the GA.

19. Retroactive Timesheets
If a retroactive timesheet has to be
completed, contact the Center for
University Scholars immediately for
assistance.

20. Dismissing
Graduate Assistants
Termination requires written
notice to the assistant and to the
Center.
Upon notification, the Center will
process a contract termination.
Graduate assistants cannot be
swapped or substituted without
completing the student contract
process via the Center.

21. Contact the Center
If you have questions or concerns
about these policies, please
contact the Center.
601 979-6949
jsucus@jsums.edu

22. Apply for the Graduate
Assistantship
Click here to apply for a graduate assista