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Transcript of GA Orientation
The following directory information can be released when such a release is appropriate unless a student specifically requests that this information not be released:
The following information
be disclosed to the public:
To fulfill the basic requirements for compliance with FERPA, The College of Saint Rose must prevent improper disclosure of personally identifiable information from education records. The College of Saint Rose will only disclose information from a student’s educational record to specified parents/guardians when the student has signed a consent/release form. The College of Saint Rose will disclose information for a student’s educational record only with the written consent of the student, except:
Graduate Assistants must...
commit to a full academic year of service (Fall & Spring)
be registered for a minimum of nine graduate credits each semester
maintain a minimum GPA of 3.0
not be registered for student teaching, internship, practicum, or field placement that will exceed 20 hours a week during the term of position.
not have accepted other institutional aid or tuition benefit (ie scholarships, etc.)
Graduate Assistants ...
are required to complete 150 hours of work per semester.
should plan their time based on supervisor requirements, the established schedule, and required hours.
must meet the performance expectations of their supervisors.
must log a schedule of their hours and submit a supervisor approved log at the end of each semester.
must follow Graduate Assistant Policies & Procedures.
Under FERPA, a student is defined as someone who has attended or is attending the College, including non-credit-bearing programs (continuing education, audits, etc.). A student is any person for whom The College of Saint Rose maintains an education record, whether or not that student is currently in attendance. Students who have applied to The College of Saint Rose become students when they attend classes and so are entitled to review their records. Persons who apply but never attend classes are not eligible to review their records because they have not become students.
Family Educational Rights and Privacy Act of 1974
Class level (Freshman, Sophomore, Junior, Senior)
Dates of attendance
Enrollment status (Full-time, Half-time, Less than half-time)
Previous institutions attended
Majors and minors
Student Identification number / Social Security number
Race / Ethnicity
Date of birth
Citizenship / Nationality
Grades / GPA
To school officials who have a legitimate educational interest in the records – this may include work-study students
To officials of the U.S. Department of Education, The Comptroller General, the state and local educational authorities in connection with certain state or federally supported education programs
In connection with a student’s request for or receipt of financial aid
To organizations conducting studies on behalf of the College
To accrediting organizations to carry out their functions
To comply with a judicial order or a lawfully issued subpoena
To appropriate parties in a health or safety emergency.
All graduate assistants are required to sign a "Student Worker Understanding of FERPA" disclosure.
The Graduate Assistantship Coordinator is here to help!
We will be contacting you regularly regarding program changes, updates, reminders, etc. Please respond accordingly.
If you are having a hard time completing your hours or feel that you are being asked to do something that is outside of a Graduate Assistant's duties, contact us!
The Office of Graduate Admissions will use your Saint Rose e-mail address to communicate with you.
Please check this e-mail regularly.
You can begin working!
Pending memo applied
to your student account*
Submit your supervisor-approved timesheet.
You've been hired as a Graduate Assistant...now what?!
Recently you received an e-mail with the
following items attached/linked:
GA Policies & Procedures
Read your contract, policies & procedures and FERPA disclosure
Watch your Orientation
Return signed copies of your contract and FERPA disclosure to the Office of Graduate Admissions
Before you can start...
If you have any questions or concerns about these documents, please contact Megghan Holz, the Graduate Assistantship Coordinator, at firstname.lastname@example.org or (518) 454-5143!
* This means that the Bursar's office will note that $3,200 is expected to be applied to your account. The memo is pending because the money is not actually paid to your account until your 150 hours are complete at the end of the semester. The Bursar's Office must accept the first form of payment available. If you are also taking out students loans, that funding will be applied to your outstanding balance.
Once your paperwork is submitted, you are officially hired as a Graduate Assistant.
Work with your supervisor to create a schedule that you both agree to and will allow you to complete your hours by the required deadline.
GAs are only eligible to work during the Fall and Spring semesters.
Be sure to log your hours and have your supervisor sign your completed timesheet at the end of the semester!
Bring your signed timesheet to the Office of Graduate Admissions by the deadline noted on your timesheet.
Your deadline will be set prior to finals week to ensure that you will not be required to work during that time. However, if you have responsibilities that extend into finals week, just let us know in advance and we can accommodate that.
Your account will not be credited until we have received this supervisor-approved timesheet.
Once we have received your timesheet and the deadline has passed, your student account will be credited $3,200.
This money will be put toward any remaining balance you may have on your account.
If there are any remaining funds, a refund check will be processed in your name.
End of your GA
At the end of each academic year, you will need to renew your contract if you would like to continue as a graduate assistant.
If you would like to keep the same assistantship, your supervisor can offer a renewal during the spring semester. They are provided with Renwal Forms as this process begins.
If you would like to apply for a different assistantship, you must complete a full application and apply using eCareerCenter.
*Assistantship renwal is pending Graduate Admissions approval of your eligibility. Students must still meet all eligibility requirements for the entire academic year.
Continuing to the
To prepare for the 2nd semester of your assistantship, make sure you register for 9 graduate credits.
Once you are registered for 9 credits the pending memo will be added to that semester's account and you will be eligible to begin working again.
Most graduate assistantships last 2 semesters, Fall and Spring. If your contract began in the Spring semester, your contract is only for that 1 semester.
Thank you for taking the time to complete this Orientation!
If you have any questions or concerns,
please feel free to contact us!
Office of Graduate Admissions
Location: DeSales Hall Mailing Address: 432 Western Avenue
919 Madison Avenue Albany, New York 12203
E-mail: email@example.com Phone: (518) 454-5143
Graduate Assistantship Coordinator - Chris Casey
Note: If for any reason you are unable to complete your contract, your award will be prorated to compensate you for the hours you have worked. At this time you will be responsible for any balance remaining on your account. If this balance is not paid immediately, a hold will be placed on your account and late fees may be incurred.
Other information may be released with the
student’s written consent.