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Graduate Assistant Handbook
Introduction
This handbook has been prepared for the benefit of (experienced or
inexperienced) graduate assistants. As a graduate assistant, you have
an important role in the education, research and service activities of
the University. This handbook is intended to help you make the most of
your employment and meet your responsibilities within the University.
The primary goal of the Graduate Assistant Handbook is to provide basic
information on the privileges, regulations, procedures, and resources
as they relate to graduate assistants and their employment. This comes
from various University Publications, including the Graduate Catalog, the
Undergraduate Catalog, and the Graduate School Student Handbook, as well
as handbooks, brochures, and statements published by individual offices.
We hope that the information will serve as a useful reference tool as you
undertake your graduate assistant assignment.
Similar handbooks from other universities and some of the materials
developed by individual offices at the University were consulted for
suggestions and information. The handbooks at the University of
California at Los Angeles, the University of Maryland, the University
of Hawaii at Manoa and the University of Illinois Urbana-Champaign were
especially useful as models.
Comments on this publication and suggestions for improving the form or
content are welcome.
Karen Jennings
Graduate School
- GRADUATE ASSISTANTSHIP
Nature of the Appointment
A Graduate Assistantship is a non-tenurable, half-time academic appointment, which is
available through a variety of offices and departments across campus including academic
departments, research centers, administrative offices, and service units.
While the official title "Graduate Assistant" is used in all university documents to describe the
various types of assistantships, for record keeping purposes Graduate Assistants are referred to
as Teaching Assistants, Research Assistants, Administrative Graduate Assistants, and Graduate
Interns.
Graduate assistants' primary concern should be with his/her individual assignment within the hiring
unit and with his/her academic course load. In addition, a graduate assistant should assume the
role of a professional, albeit an apprentice, in a large complex university. Therefore, it is
important to know the policies, regulations, and benefits that apply to graduate assistantships.
The assistant will also want to become familiar with the academic regulations of the Graduate
School, and of their academic unit.
Types of Graduate Assistantships and Responsibilities
Four categories of assistantship appointments exist: teaching assistant, research assistant,
administrative graduate assistant and graduate intern. Each provides a standard stipend and a
tuition scholarship for the period of appointment. The nature of each type of assistantship is
described below.
Teaching Assistant
The teaching assistant is expected to participate directly in the teaching of a course or be
assigned to specific teaching support or related activities. It is expected that the assistantship
will be a learning experience that contributes to completion of degree requirements and helps the
student prepare for a professional academic career.
Research Assistant
The research assistant is expected to participate in research as directed by the principal
investigator of a research project. It is expected that the appointment is primarily a learning
experience in how to conduct research and helps the student prepare for an academic or
non-academic career.
Administrative Graduate Assistant
The administrative graduate assistant is expected to participate in the administration or service
activities of the appointing unit. It is expected that the appointment is primarily a learning
experience and helps the student prepare for a professional career. The administrative graduate
assistant should be given the opportunity to learn the functions of the office, as well as educational
management procedures. It is not expected that such an appointment be made solely to provide
routine student clerical support.
Graduate Intern
The graduate intern is generally hired by an external unit. Certain departments require students
to hold an internship as part of graduation requirements. Each intern position is unique and
specific to the student. Therefore, the academic department, in conjunction with the hiring
agency, will generally determine the work assignment for the graduate intern.
Eligibility for Appointment
A graduate assistant must be enrolled in a graduate degree program. Unclassified students are
not eligible for graduate assistantship appointments expect in rare circumstances with approval
of the Graduate Dean. Appointments are customarily given to those students who have shown
superior aptitude in their field of study and who appear likely to render a high quality of service
to the university through their teaching, research, or service activities.
Acceptance of an Appointment
Acceptance of an offer of a graduate assistantship for the next academic year by an actual or
prospective graduate student constitutes an agreement that both the student and the appointing
unit are expected to honor. In those instances in which the student accepts the offer before
April 15, for the upcoming academic year, and subsequently desires to withdraw, the student
may submit, in writing, a resignation of the appointment at any time through April 15. However,
an acceptance given or left in force after April 15 commits the student to not accept another
offer without first obtaining a written release from the department or academic unit to which a
commitment has been made. Similarly, an offer by a department or academic unit after April
15 is conditional on presentation by the student of the written release from any previously
accepted offer.
- CONDITIONS OF THE APPOINTMENT
Status and Term of Appointment
The average graduate assistant appointment is a half-time (50%) appointment (20 hours per
week) and lasts for one academic year (9 months). A student may hold two simultaneous
quarter-time (25%) appointments on campus without special approval. Only in rare cases
will a graduate assistant be permitted to hold more than the equivalent of a half-time (50%)
appointment.
Graduate assistant appointments may be either on a semester-pay basis or a fiscal-pay basis.
A graduate assistant on a semester-pay basis signs a contract for one or more semesters.
On a fiscal-pay basis, the graduate assistant signs a contract specifying particular dates to
start and finish that do not necessarily follow the university's academic calendar.
Time Commitment
It is assumed that a graduate assistant appointment demands an average time commitment of
20 hours per week when the student is on a regular half-time (50%) appointment and 10 hours
per week for a quarter-time (25%). This includes hours spent in the preparation of supporting
work outside the classroom or laboratory. Nevertheless, the actual time spent in fulfilling duties
varies with each individual because of differences in the types of duties assigned, personal
experience, and the professional demands of the particular discipline. Even within departments,
assignments vary each semester and some graduate assistants may find themselves busier than
other graduate assistants with their assigned responsibilities during a given semester.
Administration of the Assistantship
Graduate assistants are under the direct supervision of the department or unit which offers the
appointment. The unit determines the assignment, supervises work, and recommends
reappointment. It is the primary source of information concerning details of the assistantship.
Within the department, the graduate assistant's duties are determined by the department chair,
director of graduate studies or a committee of faculty. Each department is responsible for
outlining its own specific criteria for the graduate assistant's duties within the limits of the
Graduate School policy, and is also charged with communicating such criteria to the
graduate assistant. In general, satisfactory progress toward degree completion coupled with a
dutiful discharge of responsibilities are major considerations when the time comes for evaluating
a graduate assistant's performance.
Other Employment
A student may hold two quarter-time (25%) appointments on campus without special approval.
Only in very exceptional cases will a graduate assistant be permitted to hold more than the
equivalent of a half-time (50%) appointment.
A graduate assistant holding a quarter-time (25%) appointment may also be employed as a
student worker for 10 hours per week, the combination being considered equivalent to a
half-time (50%) appointment.
Graduate students are expected to devote all of their time to their assistantship and to their
studies. This means that a graduate assistant should not be employed off campus. Although it
is expected that the combined responsibilities of graduate student and graduate assistant will
occupy all the time available to a student during the academic year, the University does not
prohibit outside employment by graduate assistants in addition to their university appointment.
It is up to the graduate assistant to determine how much time, if any, they may devote to
additional activities and still maintain satisfactory progress toward degree completion and
satisfactory fulfillment of their obligations as a graduate assistant. However, departments and
programs do have the discretionary right to make appointments to students whose commitment
suggests that they are most likely to attain their educational goals and maintain assistantship
responsibilities in the most effective manner.
Student Course Load
A maximum course load for a graduate student is 16 credit hours each semester; 9 hours is
considered a normal load. A graduate student that wishes to enroll for more than 16 hours,
must obtain approval of the Graduate Dean. The maximum and minimum loads for graduate
students under various types of financial support are summarized below.
|
16-Week
Semseter |
16-Week
Semester |
8-Week
Session |
8-Week
Session |
| Type of Financial Support |
Max. |
Min. |
Max. |
Min. |
| No financial support |
16 |
- |
9 |
- |
| Graduate Assistantships |
|
|
|
|
| 1/2 time appointment |
12 |
6 |
6 |
3 |
| 1/4 time appointment |
14 |
6 |
9 |
3 |
| Graduate Fellowships |
16 |
9 |
9 |
3 |
| SIU Scholarships |
16 |
9 |
9 |
3 |
For federal financial aid purposes only, the following number of semester hours will be considered
as full- and half-time:
|
16-Week Semester |
8-Week Session |
| Full-time |
12 |
6 |
| Half-time |
6 |
3 |
Graduate students must enroll in 400 and 500 level graduate credit work to meet the above
minima. Audit work will not qualify to meet the minimum load; however, audit work is
calculated in determining a student's maximum course load. In addition, registration in 601
will not count toward the minimum requirements for various forms of financial support.
Requests for overloads must be approved by the Graduate Dean prior to registration.
Renewal--Support Limits for Assistantships
Graduate assistants may be considered for reappointment if they meet the requirements for
eligibility. It should be noted that reappointment is by no means automatic. Reappointment is
based upon department determination of satisfactory performance of assigned responsibilities,
the availability of positions, and department needs. Students must apply for reappointment
through their respective departments or other appointing units.
For doctoral students, the maximum period of award as a graduate assistant is four years
(48 months). For masters students, the maximum period of award as a graduate assistant is two
years (24 months). Extensions beyond these support limits may be permitted only with the prior
written approval of the Graduate School. These maximum periods of eligibility apply regardless
of the percentage of appointment.
Resignation
Graduate assistants who must resign during or prior to their period of appointment must complete
the official resignation form. The actual date of resignation may be mutually determined by the
hiring unit and the graduate assistant. Graduate assistants should give the appointing unit as much
notice as possible when resigning so that suitable arrangements may be made to find a
replacement.
Termination Before the End of the Appointment
Appointment as a graduate assistant is contingent upon and subject to satisfactory performance
of assigned duties, as determined by the chief administrative officer of the appointing unit.
The appointment may be terminated before the expiration of the contract under certain
conditions:
- Termination of appointment for adequate cause:
- failure to perform reasonable assignments due to incompetence or neglect of duties;
- unethical conduct (e.g., job-related misconduct; moral turpitude);
- failure to maintain eligibility for continuing enrollment in an academic program.
- Termination of appointment because of exhaustion of sick-leave benefits or because of
failure to provide verification of medical necessity in case of absences due to illness.
- Voluntary mutual agreement between the graduate assistant, supervisor, and head of the
appointing unit (resignation by graduate assistant).
Before terminating a graduate assistant for unsatisfactory performance of job duties, the immediate
supervisor must give the graduate assistant written notice of the specific deficiencies in
performance. The deficiencies, as well as suggestions for improvement, should be given to
the graduate assistant. The graduate assistant should be given two written warnings accompanied
with adequate opportunities to improve performance. The department head should also be
involved in this process. If the unsatisfactory performance is not corrected and a decision is
made to proceed with termination, the chief administrative officer must give the graduate assistant
a pre-termination hearing. The process should consist of the supervisor giving the graduate
assistant oral or written notice of the deficiencies and an explanation stating the basis for the
charges. The graduate assistant should also be allowed to present reasons, either in person or in
writing, stating why the termination should not take place. After the proceedings, the appointing
unit should notify the Graduate School of the outcome. If the decision is made to proceed with the
termination, the relevant documentation must accompany the termination form through the
appropriate channels.
- STIPEND AND BENEFITS
Salary Schedule
Salary schedules for Graduate Assistant appointments vary by departments. The dean of the
college or school, or the head of the administrative unit, recommends the stipend rate in
cooperation with the Graduate School. Generally, doctoral students are paid higher rates
than masters students. Students are usually paid the rate of the unit in which they are employed;
however, a few units (e.g. Institutional Research, Financial Affairs, School of Medicine) pay the
rate of the college in which the student is enrolled.
Remission of Tuition
Appointments of at least 25% time for the full length of an academic term
qualify for a 9 hour tuition scholarship. Appointments of 50% time for the
full length of an academic term qualify for a 15 hour tuition scholarship.
The graduate assistantship appointment must be held for at least 75% of
the academic semester (13 out of 17 weeks) in order for a tuition
scholarship to accompany the appointment. If a student is appointed for
less than a full academic term on the fiscal pay basis, the
appointment will not carry a tuition scholarship. A GA holding an
appointment for the full length of two consecutive semesters will be
eligible for an 8 hour tuition scholarship the summer session
immediately following the two consecutive semesters.
*NOTE, only a remission of tuition is granted; fees must still be paid
by the student.
Graduate Assistant Benefits
The following vacation and sick leave policy was adapted from the Faculty and Administrative
Handbook at Southern Illinois University. These benefits were
established due to the nature of the compensation process for
graduate assistantships.
Vacation
- Graduate assistants who hold academic appointments shall not be eligible to earn vacation
benefits. For such graduate assistants, the university breaks constitutes their vacation period.
In addition, graduate assistants have an obligation to report to work the week prior to the
beginning of classes. Below are the dates for the academic appointments:
| FALL |
8/16/__ to 12/31/__ |
| SPRING |
1/01/__ to 5/15/__ |
| INTERSESSION |
5/16/__ to 6/15/__ |
| SUMMER |
6/16/__ to 8/15/__ |
- Vacation for graduate assistants on a fiscal pay basis shall be earned at a rate of one work
day per month. This works out to be the following conversion rates:
| 50% assistantship |
4 1/2 days* for a 4 1/2 month contract |
| 25% assistantship |
2 1/4 days* for a 4 1/2 month contract |
*For the purposes of this section a work day is considered 4 hours based on a 50%
appointment.
- Holidays recognized by the university are not chargeable against vacation benefits.
- Vacation benefits are not accruable from one assistantship contract to the next.
- Graduate assistants are required to notify their supervisors and receive approval in advance
of taking vacation days. Both the supervisor and the graduate assistant should keep track
of vacation days used during the term of the contract. Records of vacation days taken are not
to be forwarded to Human Resources Records Office or reported on the Faculty Fringe
Benefits Report.
- Compensation is not made for unused vacation time at the time of resignation, termination, or
end of contract.
- Graduate Assistants shall not be allowed to use unearned vacation days. However,
Graduate Assistants that resign prior to the end of their contract, having used more vacation
days than they are entitled to, will have the unearned days deducted from their final payroll
check.
Sick Leave
- Graduate Assistants at Southern Illinois University at Carbondale with academic or fiscal
appointments are eligible for non-accruable sick leave benefits.
- Non-accruable sick leave benefits will be granted to all graduate assistants at a rate of one
work day* per month. Therefore, a graduate assistant appointed at 50% for 4 1/2 months
will receive 4 1/2* working days of sick leave.
*Work day (50%) 4 hours per day
- The graduate assistant's supervisor may require documentation of an illness from a physician
or another acceptable source.
- Sick leave benefits are not accruable and cannot be carried over from one contract to the next.
- Compensation is not made for sick leave not used at the time of resignation, termination, or
end of contract.
- Graduate Assistants shall not be allowed to use unearned sick days. However, Graduate
Assistants that resign prior to the end of their contract, having used more sick days than
they are entitled to, will have the unearned days deducted from their final payroll check.
Residency Status--Tuition Assessment for Spouse and Dependent Children
Graduate assistants on appointment for at least 25 percent for the full length of an academic
semester, and their spouses and dependent children shall be considered as resident students for
purposes of tuition assessment as long as the graduate assistant holds the appointment. A graduate
assistant who has held an appointment of at least 25 percent for consecutive fall and spring
semesters, as well as their spouses and dependent children, shall be treated as residents for
purposes of tuition assessment for the summer session immediately following the two semesters.
Graduate Student Travel Funding
The Graduate School will support graduate student travel to a convention or other professional
development activity for which the student is a presenter. Support of $50.00 is available once a
fiscal year to students enrolled in a graduate program. Student requests should be made on an
SIU "Request for Travel Support" form and must be approved by departmental chair and
collegiate dean. Forms are available through academic departments.
Funding for graduate student travel is also available through the Graduate and Professional
Student Council (GPSC). Support of $50.00 is available once a fiscal year to any graduate
student for professional development activities. Details, restrictions and forms can be accessed at:
http://www.siu.edu/~gpsc/pdform.htm
Other Forms of Financial Assistance/Fellowship Programs
Financial support is provided to enable promising students to pursue graduate studies relatively
unburdened by cost considerations. The Graduate School, academic departments, and service
units award assistance based upon the merits of the applicants. Other forms of assistance based
on financial need are administered by the Financial Aid Office. In addition, external awards and
grants are available from many sources.
Graduate Fellowships
The competition for Graduate School Fellowships is university-wide. Faculty panels recommend
the allocation of the awards based on the applicants' scholarship and potential to succeed in
graduate studies. Applications for fellowships should be channeled through individual departments
by February 1 of the preceding academic year (date may vary). Graduate fellows are awarded a
monthly stipend and tuition scholarship for the period of the award. Students are then expected to
devote full time to their studies. There is a modest difference in the stipend rates of masters and
doctoral students. Recipients must be registered for at least 9 graduate credit hours a semester
(3 graduate credit hours in the summer semester).
The fellowship carries a tuition scholarship but fees are not paid
by the fellowship.
Tuition Scholarships
A limited number of tuition scholarships, independent of graduate assistantship appointments or
fellowships, are available to graduate students on the basis of scholarship. Recipients must enroll
for a minimum of 9 graduate credit hours a semester (3 graduate credit
hours in the summer semester). Applications can be obtained from the
Graduate School in Room B114.
External Support
Fellowships, grants-in-aid, scholarships, and other similar awards for the support of graduate
students are available from many sources outside the university. Students are encouraged to
apply for such awards. Information concerning appropriate external sources of support may be
obtained from the Office of Research Development and Administration or from department chairs
or directors of graduate studies in the student's major department.
Dissertation Research Awards
Dissertation research awards are designed for superior students who are in the dissertation
preparation stage of their graduate education. Selection is based upon a competition primarily
considering the students academic research and quality of the dissertation prospectus. Students
who will have started their dissertations by the end of the fall semester (advanced to candidacy,
completed preliminary examinations, and completed most of their course work and research tools)
may apply for the award during the preceding spring semester. A recipient of a dissertation
research award must be officially admitted to candidacy by the end of the semester in which the
award begins. The application should be submitted by February 1. The award is for a maximum
of 11 months and carries a tuition scholarship.
Students holding a dissertation research award are expected to devote full-time to the approved
research project as determined by their department. The student should be enrolled for graduate
credit hours or dissertation hours. The student holding such an award is expected to resign the
award at the time the dissertation is submitted to the Graduate School if this comes prior to three
weeks before the end of the time period for the award.
Tax Liability of Financial Aid
Fellowships, scholarships, grants, and assistantships are liable to federal and state income tax.
In general, the Internal Revenue Service should be consulted for tax information. The Graduate
School and the University are not in a position to provide tax information.
Credit Union Privileges
Graduate Assistants may join the SIU Credit Union for the purpose of opening a checking or
savings account as well as making application for loans. The Credit Union serves all SIUC
employees, students and their families.
Short Term Loans
Short term loans are provided to aid students (both undergraduate and
graduate) in case of emergency needs or unexpected expenditures
relating to their academic process. In order to receive a short term
loan, certain restrictions and/or requirements apply.
Eligibility Determinants:
- Student is eligible under the University Financial Aid
Satisfactory Progress Policy
- Student is enrolled for at least 6 hours Fall or Spring; 3
hours Summer semester
- Student had no previous short term loans submitted to Collection
Agency
- Student has a specific source of financial aid that is distributed
by the Bursar's Office that would cover University Charges and
Short Term Loans
The available monies for this program have been donated by individuals
and groups aware of the occasional necessity for cash for a short
period of time. In most cases short term loans can be received the
same or next day.
Maximum Loan Amounts Based Upon
|
Expected Financial Aid: |
Expected Graduate Assistantships: |
| Graduate |
$450.00 |
$250.00 |
| Senior |
$350.00 |
Expected Student Employment |
| Junior, Soph, Fresh |
$300.00 |
$200.00 |
For other information about short term loans (e.g., fees, restrictions, repayment information)
contact the Financial Aid Office, 453-4334.
- RESOURCES AND SERVICES OF THE UNIVERSITY
Academic and Professional Resources
Information Technology
Information Technology assists faculty, staff and students in fulfilling the academic and
administrative goals of the university. Consisting of five divisions - Customer Services,
Information Systems, Campus Systems, Micrographics, and Telecommunications, and
Computing Facilities -- Information Technology facilities and offices are located in Wham,
Lentz, Faner, CTC, Student Center, Morris Library, Rehn, and McLafferty Road.
Computing Resources
The Information Technology computing facilities include a mainframe computer and various
network servers. Computer Learning Centers with instructional laboratories and classrooms,
equipped with over 240 microcomputers as well as various types of printers and plotters, are
situated in three central locations (CLC1 in Faner 1025, CLC2 in CTC 112, CLC3 in Rehn 21).
SIUC Online (formerly Campus-Wide Information System or CWIS) is the campus link to local
and worldwide information resources. Access to the central computing utility may be from
anywhere on or off campus.
Computing resources include a wide variety of systems, software, programming languages,
on-line information, the Customer Service Center, and various forms of support to make the
computing environment friendlier and more accessible to all staff and student users. Many
services and support are available on a daily, round-the-clock basis.
Telecommunications
SIUnet, with over 8,500 telephones and 5,000 data network devices, gives SIUC users
access to on- and off-campus computing resources. SIUnet links the Carbondale campus to
SIU at Edwardsville, the SIU School of Medicine, Central Management Services in Springfield,
State of Illinois agencies, the University of Illinois, and the SIUC campus in Nakajo, Japan.
Morris Library
The major administrative components of Library Affairs are Reference Services and Collection
Management, Special Collections and Development, Technical and Automation Services, and
Instructional Services. The Ulysses S. Grant Association, which is editing and publishing the
complete correspondence of President Grant, is also part of Library Affairs.
In addition to Morris Library with its staff of about 120, approximately 30 percent of whom are
library faculty, there is a large storage facility on McLafferty Road for books, journals, and
archives. Morris Library provides library users with substantial space for study (open study areas,
group-study rooms, study carrels for faculty and doctoral students) and with access to duplicating
machines for both paper and microforms, microform viewers, phonograph and compact disc
players, film projection and vidio display equipment, and PC and CD-ROM workstations.
Collections
The library collection is an open-shelf collection which includes materials in a range of formats:
paper (more than 2 million volumes), microform (about 3.22 million items), file, videotape,
compact disc, phone record, CD-ROM, and floppy disk, is housed in four subject divisions.
In addition, to their general collections, these divisions include other bodies of material.
- Social Studies Division: the Documents Center with approximately 360,000 documents in
paper and 490,000 microfiche, including U. S. government and United Nations documents
and the Human Relations Area Files (HRAF) with over 2 million pages on more than 170
of the world's cultures.
- Humanities Division: an 18,000 item collection of sound recordings.
- Educational and Psychology Division: the Instructional Materials Center with collections of
curriculum guides, children's literature (both recent and historical), amateur plays, recordings,
filmstrips, three-dimensional educational aids, sample texts, reference works, and other
materials useful to those working with juveniles and young adults.
- Science Library: the Map Library with over 200,000 maps and aerial photographs and
2,000 atlases.
There is an Undergraduate Library on the first floor with its smaller collection aimed at the needs of
undergraduates. The Reserve Room and Self-Instruction Center are part of the Undergraduate
Library. Also on the first floor is the Browsing Room with its collection of current books for
recreational reading.
Special Collections, with offices on the second floor, contains manuscripts, rare books, and the
university archives, the latter including selected non-current administrative files, university
publications, theses, dissertations, and the papers of a number of faculty members. Important
holdings include the John Dewey collection; First Amendment Freedoms; American, British, and
Irish literature; political and proletariat theater; southern Illinois history; the archives of the Open
Court Press, the Christian Century magazine, and the Library of Living Philosophers. The Illinois
Regional Archives Depository (IRAD), locally supervised by Special Collections and housed in the
Library Storage Facility on McLafferty Road, contains the non-current records of the 23
southernmost counties in the state.
Access to Collections
Information about currently received materials as well as most of the library's older collections
is available through ILLINET Online (IO), a computerized catalog which provides author, title,
subject, and keyword access to the holdings of more than 800 academic and public libraries
throughout Illinois.
Professional Services
Librarians are available to present lectures to classes on particular library subjects and Instructional
Support Services provides orientation to the library and its many computerized tools as well as
instructional evaluation services (optical scanning for examinations, research data, and course and
instructor evaluation questionnaires).
Research Development and Administration
The Office of Research Development and Administration (ORDA,
http://www.siu.edu/orda) provides many services for faculty, staff, and students who wish
to submit grant applications to funding agencies. Graduate students may register free of charge
with Community of Science (http://www.cos.com), a database that
lists research grants and fellowships in all disciplines. In addition, students should check
ORDA's Student Research page (http://www.siu.edu/orda/student)
for links to other funding resources. ORDA's information specialist is available for consultation about
possible grant funding opportunities for graduate students.
Each fall and spring semester ORDA offers a grant-writing workshop for graduate students;
call 453-4540 for information. Also available from ORDA are copies of a brochure titled
"Grant Funding: A Guide for
Graduate Students." The ORDA staff is available for consultation and assistance in
preparing proposals and budgets and in negotiating research agreements.
ORDA coordinates institutional review of all proposed projects (funded or unfunded)
involving human subjects, research animals,
or hazardous materials. Check with a faculty adviser or with
ORDA early in the planning stage for your thesis or dissertation.
International Programs
The office of the Executive Assistant to the Chancellor for International and Economic
Development, includes the following international divisions:
- International Students and Scholars provides
- guidance in dealing with various U.S. governmental agencies, such as the Immigration and
Naturalization Service and the Internal Revenue Service
- various types of counseling (financial, family, personal);
- administration of international student scholarships, loans, and grants;
- orientation programs and advisement of international student associations.
- International Development provides services to faculty and staff interested in international
grants, contracts, and educational exchanges; serves as a clearinghouse for information about
various international activities; and coordinates visits by international dignitaries.
- Study Abroad aids American students and scholars by developing and administering
travel/study and study-abroad programs, coordinating overseas programs (such as Fulbright
Awards, British Marshal Scholarships, IREX Grants), and administering the International
Student Exchange Program.
- SIUC-Niigata (see description later in this section).
Continuing Education
Extending the university's educational programs beyond regular courses and campus boundaries,
the Division of Continuing Education offers to a variety of groups and individuals off-campus
credit programs, an Evening/Weekend Program, non-credit classes, workshops and conferences,
an Individualized Learning Program, and contractual services program.
Human Resources and Services
Career Services
University Career Services (UCS), located in Woody B204, provides assistance to individuals
seeking career counseling, employment, professional training experiences, or admission to graduate
or professional school. In addition to professional staff who can assist clients in all aspects of the
job search, there is a resource center which contains material about career opportunities,
prospective employers, salary statistics, and an assortment of other useful information. Career
services is contacted annually by more than one thousand organizations representing virtually all
service, product, and educational employers. Registrants, with the payment of a modest fee, may
participate in on-campus interviews and may have their resumes and letters of recommendation sent
to prospective employers or graduate schools.
Clinical Center
The Clinical Center, located in the Wham Building, is staffed by professionally trained faculty and
by supervised student diagnosticians, therapists, and counselors. It provides diagnostic treatment
services to faculty, staff, university students and other individuals in the community. Services include
diagnostic assessment of psychological, speech, language, hearing, reading and general education
problems. Therapy services encompass various forms of counseling and behavior modification,
speech, language, and hearing therapies, physical therapy and educational remediation.
Child-Care Centers
The Child Development Laboratories (Department of Curriculum and Instruction) operates a
child-care unit for a limited number of children from infancy to school age on a first-registered,
first-serve basis. In addition, Rainbow's End, housed in its own building just north of the Student
Recreation Center, provides SIUC students and employees with a year-round care program for
their children, ages 6 weeks to 12 years. Rainbow's End also offers after school and evening
programs.
Disability Support Services
Disability Support Services (DSS) is responsible for insuring that people with disabilities have
access to university programs and facilities. Faculty and staff may contact DSS for information
about serving students with disabilities.
Handicapped Parking
Students and employees with disabilities may acquire handicapped parking through DSS.
In order to obtain a handicapped parking card, the individual must bring a verification of disability
to the office of Disabled Student Services. If the verification indicates that the disability is
temporary, an estimate of the duration of the disability must also appear on the document.
Handicapped parking for those permanently disabled may be renewed annually by mail; those
temporarily disabled must present a medical verification for extension at the DSS office each
semester.
Non-Traditional Student Services
Non-Traditional Student Services assists those students who are 24 and older, married, have
dependents, are enrolled part time, or have been away from formal education for some time,
seeking also to increase the awareness within the university community to the special needs and
circumstances of these students.
Student Health Programs
Student Health Programs provides medical care mainly to SIUC students although services are
available to employees who are injured or disabled in the performance of their duties. Those
employees at risk for occupational exposure to blood-borne pathogens may receive Hepatitis B
immunization, and those employees whose jobs require overseas travel are eligible to receive
appropriate immunization. Student Health Programs may also offer other immunization programs,
such as flu, tetanus, or TB screening.
All employees are eligible for membership in the smoking cessation group offered by Student
Health Programs.
Counseling Center
The Counseling Center provides psychological consultation and services to the SIU community.
The Center is staffed by doctoral psychologists and by supervised predoctoral interns and
counselors. Students are eligible for confidential individual, couple, family, and group counseling,
therapy, and assessment. Employees, who are registered as students for a minimum of 6 semester
hours, are eligible for limited psychological assessment, consultation regarding mental health
concerns, and referral. In addition, consultation is offered for faculty or staff who wish assistance
in working with or referring students with emotional difficulties. Organizational consultation is
available to departments or units to assist them in dealing with internal problems or in exploring
more effective ways to function. Staff are also available to speak to classes about the Counseling
Center services or about selected psychological topics.
Women's Services, a component of the Counseling Center, is devoted to the support, education,
and personal growth of women, offering individual counseling, support and training groups,
workshops, and consultation to other university units. Women's Services maintains an extensive
women's resource file and a lending library and also publishes a newsletter, Women in
Transition.
That portion of the Campus Safety program which promotes rape awareness, offers self-defense
workshops, and provides counseling and support for the victims of sexual assault is coordinated by
Women's Services while the Brightway Path, night safety van, and women's safety transit are
administered by Non-Traditional Student Services.
Traffic and Parking Hearing Office
The Traffic and Parking Hearing Office, a unit separate from Security, is responsible for reviewing
appeals of tickets issued for traffic violations. If the hearing officer affirms the charge or sanction,
that decision may be appealed to the Traffic Appeals Board.
- TEACHING ASSISTANTS--SOME USEFUL INFORMATION
The Role of the Department
The department is responsible for the work of teaching assistants. This includes assigning teaching
duties, supervising, and evaluating teaching performance.
Most departments conduct periodic reviews and teaching evaluations to monitor the progress
of the teaching assistant. A faculty member within the student's department is generally assigned
to closely monitor the teaching assistant during the period of the semester. Classroom evaluation
and student evaluations can be a means of evaluating the teaching assistant.
When teaching assistants have questions concerning their appointments, the hiring department
should be consulted first. The faculty member assigned to supervise the teaching assistant may
also be able to answer any questions the student might have. Department chairpersons have the
ultimate responsibility for teaching assistants in their departments, although this responsibility may
be delegated to another administrator or faculty member.
Departments generally provide office space, laboratory space and other facilities necessary for
effective teaching.
Campus Orientation Programs
University Training
The Graduate School, in cooperation with Library Affairs and other campus units, presents an
orientation for Teaching Assistants prior to the beginning of the fall semester. This orientation
covers information on teaching practices, lecturing and discussion skills, relationships with
students, the resources of the University, and the diverse student population.
The orientation is normally scheduled for half-days over a three day period so that departments
have the opportunity to also offer training and orientation prior to the start of the fall semester.
Department Training
Individual departments are required to institute pre-service and in-service training programs for
their teaching assistants, with the assistance of the Learning Resources Service, if desired.
Student Conduct Code
Southern Illinois University at Carbondale is dedicated not only to learning, research, and the
advancement of knowledge, but also to the development of ethically sensitive and responsible
persons. The University seeks to achieve these goals through sound educational programs and
policies governing individual conduct that encourage independence and maturity. By accepting
membership in this University, an individual joins a community characterized by free expression,
free inquiry, intellectual honesty, respect for others, and participation in constructive change. All
rights and responsibilities exercised within this academic environment shall be compatible with these
principles. For a detailed explanation of the Student Conduct code, consult the SIUC Graduate
Catalog.
Teaching Assistants and Non-Discrimination/Sexual Harassment
Teaching Assistants, by virtue of their positions of power and authority over undergraduate
students, must be sensitive to the need for maintaining an atmosphere free from all forms of
discrimination, harassment, exploitation, or intimidation. In particular, Teaching Assistants
need to be aware of the University's policies on discrimination and sexual harassment.
(See also Section VII of this handbook.)
Southern Illinois University is an Equal Opportunity/Affirmative Action institution in accordance
with Civil Rights legislation and does not discriminate on the basis of race, religion, national origin,
sex, age, handicap or other factors prohibited by law in any of its educational programs, activities,
admissions or employment practices. As employees, and thereby agents of the university, Teaching
Assistants must be careful in all of their dealings with undergraduate students they do not
discriminate on any of the bases mentioned. Teaching Assistants must be scrupulously
non-discriminatory in all their actions, deeds, and words.
Of particular concern may be consenting romantic and sexual relationships between Teaching
Assistants and their students. While not expressly forbidden by the University's Sexual
Harassment Policy, they are discouraged. Consider the respect and trust accorded by
students to all instructors, including Teaching Assistants, and the position of power Teaching
Assistants have over students. Relationships between Teaching Assistants and their students
should be considered one of professional and client, in which sexual relationships are
inappropriate.
Teaching Assistants who enter into romantic or sexual relationships with their students must realize
that they may be accused by other students of favoritism or a conflict of interest. They must also
realize that if the relationship should deteriorate, they leave themselves open to charges of sexual
harassment. As defined by SIU Sexual Harassment Policy, responsibility is on the teaching
assistant (and not the student-plaintiff) to show harassment did not occur in the relationship.
Referral Information
From time to time teaching assistants may find that a student may benefit from one of several
resources or services offered by the University. Some common referral areas are provided in this
Handbook, in Appendix C, along with contact persons, phone numbers, and world wide web
addresses.
- GRADUATE SCHOOL GRIEVANCE PROCEDURES
Graduate Student Academic Grievance Policy
Graduate students at SIUC shall have the right to appeal for redress of grievance through
established channels under the conditions stated below. Access to these channels is restricted to
complaints by graduate students alleging that some member of the university community has
caused the student to suffer some specific harm related to a matter within the authority of the
Dean of the Graduate School. Grievances which have been brought to a hearing under another
campus grievance procedure shall not be brought to a hearing under this
procedure.1
With respect to students' complaints alleging capricious grading, the following guidelines shall apply:
Instructors are expected to evaluate student work according to sound academic standards.
Equal demands should be required of all students in a class, and grades should be assigned
without departing substantially from announced procedures. It is the instructor's prerogative to
assign grades in accordance with his/her academic/professional judgment, and the student assumes
the burden of proof in the appeals process. Grounds for appeals include: (1) the application of
non-academic criteria in the grading process, as listed in the University's non-discrimination and
affirmative action statements: race, color, sex, national origin, religion, age, sexual orientation,
marital status, or handicap; (2) the assignment of a course grade by criteria not directly reflective
of performance relative to course requirements; (3) the assignment of a course grade by standards
different from those which were applied by the instructor to other students in the course.
Graduate Student Academic Grievance Procedure
A graduate student seeking redress through grievance must first attempt to resolve the matter
informally by contacting the party against whom redress is sought (respondent). If the dispute is
not resolved at this stage, the student should contact the respondent's departmental chair or
another appropriate mediator, such as the university ombudsman, who will attempt to resolve the
dispute.
In the event that the dispute is not resolved informally, a graduate student may ask for and receive
a hearing before a departmental academic grievance committee. [Such a grievance will be
governed by the procedures established by the academic unit in which the complaint arose.
In the event an academic unit has not established such procedures, the procedures outlined below
shall govern the grievance.]
Departmental Grievance Procedure: Filing a Grievance
A graduate student desiring a hearing before a grievance committee of an academic department
must submit a written request to the chair of the department no later than
30 calendar days 2 after
the beginning of the semester following the incident in question, excluding summer term. A student
may request an extension of the deadline in writing by petitioning the department chair. In the event
that informal proceedings are continuing toward resolution, such a request shall normally be
granted.
The request for a hearing must state the following:
- Name of the grievant.
- Program in which the grievant is enrolled.
- Name of the grievant's major adviser.
- Name and title of the person(s) against whom the grievance is being filed.
- Current address and phone number of the grievant.
- Statement of the grievance including descriptions of the incident(s) involved, date(s) of
occurrence, what remedy is being sought, as well as any supporting documents.
Department Action on Grievance
Upon receiving a written request for a hearing regarding an academic
grievance, the department chair shall send the respondent a copy of the
grievance, who will provide the chair with a written response within a
reasonable time as stipulated by the chair.
The chair shall then forward the grievance and response to the department
graduate student grievance committee.3
The department chair shall notify the parties of the identity of the individuals who have been
selected to serve on the grievance committee. The participation of any committee member may
be challenged for cause. If the department chair determines that the challenge is valid, s/he shall
name a substitute.
The committee chair shall request of both parties copies of any documents and a list of witnesses
they wish to introduce. These should be submitted without delay. The committee chair shall
convene a hearing within 20 days of receipt of the substantiating documents. These documents
shall be available to both parties at least five days prior to the hearing.
The hearing shall be conducted by the committee according to the hearing procedures which are
outlined in the Appendix. In the absence of compelling circumstance, the committee shall make its
recommendation on the grievance to the department chair within 10 working days after the
conclusion of the hearing.
The department chair shall decide to accept or reject the committee's recommendations and
render a decision on the grievance promptly. The decision and the reasons for it shall be
submitted to the parties, the committee members, and the collegiate dean at the same time.
The department chair shall advise the parties of their right to appeal to the dean of the Graduate
School. Hearings of appeals will not be automatically granted. Dissatisfaction with the decision
shall not be sufficient grounds for appeal. The appellant must demonstrate that the decision at the
department level was in error.
Appeals of Department Decisions to the Graduate School: Filing an Appeal
If a graduate student wishes to appeal a decision of the department s/he must file a written
appeal with the dean of the Graduate School within 30 calendar days of receipt of the
department decision. The appeal must state the following:
- Name of the appellant.
- Program in which the appellant is enrolled.
- Name of the appellant's major adviser.
- Name and title of the person(s) against whom the original grievance was filed.
- Current address and phone number of the appellant.
- Copies of the original statement of grievance, the response by the person against whom it was filed, supporting documents, as well as a statement of what remedy is being sought.
- Summary of grievance proceedings held at the department level and the decision(s) rendered at that time.
- Statement of why the previous decision may be in error.
The dean will promptly forward the material to the coordinator of the
Student Appeals Committee of the Graduate School (SAC).
4
The SAC coordinator will solicit a reply to the appeal from the
respondent. The coordinator will then promptly forward all materials to the committee members
and will convene the committee at the earliest opportunity. The committee will decide by simple
majority whether or not a hearing should be held. If a hearing is not granted, the coordinator
shall forward all materials to the Dean of the Graduate School and inform both parties of the
reasons for the denial. If a hearing is granted the SAC coordinator shall request from the
Graduate Council a list of graduate faculty members and from the Graduate and Professional
Student Council a list of graduate students available to serve as hearing panel members. These
persons may not be members of the same college as the parties to the grievance. The coordinator
shall appoint a panel of three graduate faculty members and two graduate students and so notify the
parties to the grievance. Panel members may be challenged for cause and, if the coordinator
determines the challenge to be valid, s/he will name substitute(s) from the lists. The panel selects
its own chair.
Procedures of the Student Grievance Committee of the Graduate School
Upon formation of the hearing panel, the SAC coordinator shall forward all materials to the hearing
panel chair. The chair shall convene a hearing within 30 days. The hearing shall be conducted by
the hearing panel according to the procedures listed in Appendix A, with the exception that new
evidence and testimony may be introduced only at the discretion of the panel. The hearing at this
level will be limited to the bases of the appeal itself. New evidence will not normally be
permissible.
The committee shall make its recommendation on the appeal to the dean within 10 working days
after the conclusion of the hearing. The dean of the Graduate School shall decide to accept or
reject the committee's recommendations and render a decision on the grievance promptly. The
decision and the reasons for it shall be submitted to the parties, the hearing panel members, and the
department chair. All records of the appeal and hearing shall be deposited with the Graduate
School upon completion of the hearing panel's work.
- UNIVERSITY'S POLICIES ON SEXUAL HARASSMENT AND
NON-DISCRIMINATION
Sexual Harassment Policy
Southern Illinois University at Carbondale is committed to creating and
maintaining a community in which students, faculty, and staff can work
together in an atmosphere free of all forms of harassment, exploitation,
or intimidation. Sexual harassment, like harassment on the basis of race
or religion, is a form of discrimination expressly prohibited by law.
It is a violation of Title VII of the federal 1964 Civil Rights Act and
Title IX of the Educational Amendments of 1972 and a civil rights
violation of the Illinois Human Rights Act.
In addition to being illegal, sexual harassment runs counter to the
objectives of the University. When people feel coerced, threatened,
intimidated, or otherwise pressured by others into granting sexual
favors, or are singled out for derision or abuse because of their
gender, their academic and work performance is liable to suffer.
Such actions violate the dignity of the individual and the integrity
of the University as an institution of learning. Academic freedom can
exist only when every person is free to pursue ideas in a non-threatening,
non-coercive atmosphere of mutual respect. Sexual harassment is
harmful not only to the persons involved but also to the entire
University community.
The University will take whatever action is needed to prevent, stop,
correct, or discipline behavior that violates this policy.
Disciplinary action may include, but is not limited to, oral or
written warnings, demotion, transfer, suspension, or dismissal for
cause. The full policy is available from the Ombudsman's Office.
Discrimination Statement
Southern Illinois University is an Equal Opportunity/Affirmative Action
institution in accordance with Civil Rights legislation and does not
discriminate on the basis of race, religion, national origin, sex, age,
handicap or other factors prohibited by law in any of its educational
programs, activities, admissions or employment practices. Concerns
regarding this policy should be referred to the Affirmative Action
Office, Southern Illinois University, Anthony Hall, Room 104,
telephone: 536-6618.
REFERENCES
- Employee Handbook, 1996, Southern Illinois University,
Carbondale, IL.
- Graduate Assistant's Handbook, Southeast Missouri University,
Cape Girardeau, MO.
- Graduate Catalog, SIUC.
- Graduate Student Handbook, SIUC, 1984-85.
- Handbook for Graduate Assistants and Fellows,
State University of New York at Buffalo, 1986-87.
- Mastering the Techniques of Teaching, Joseph Lowman, 1984.
- Teaching Tips: A Guidebook for the Beginning College Teacher,
Stanford C. Ericksen, 1984.
- The Graduate Assistant Handbook, University of Hawaii
at Manoa, 1986.
- The Graduate Assistant Handbook, University of Maryland, 1984.
- The Teaching Assistant at UCLA, University of Southern
California, Los Angeles, 1985-86.
- Undergraduate Catalog, SIUC.
- A Handbook for Graduate Students and Advisors, The University
of Illinois at Urbana-Champaign, 1997.
Appendix A
Hearing Procedures
- The principal parties to the grievance shall have the right to
be accompanied by an adviser of their choice. The advisers may
speak on behalf of their clients only with the approval of the
committee.
- All hearings shall be open unless either of the parties requests
that the hearings be closed. If the hearing is closed, only the
parties, their adviser, and the committee shall be present during
the taking of evidence. Witnesses for either party shall be present
only while giving testimony if the hearing is closed.
- All hearings shall be tape recorded. The tape recording will be
deposited in the office of the department chair at the conclusion
of the hearing.
- Each party may call witnesses to present evidence. Each party
shall have the right to examine any witness called by the opposing
party. If a witness is unable to appear the committee may allow
written statements. If the presence of a witness is required to
ensure fairness to all parties, the hearing may be continued until
such witness is physically able to attend the hearing.
- The committee will decide all matters, procedural and substantive,
by simple majority vote.
- Each party may make an opening and a closing statement.
- Decisions by the panel will be based on a preponderance of the
evidence.
-
1Footnote
-
Cases involving academic dishonesty will be handled according to the
Student Conduct Code. Separate grievance procedures exist for cases
covered by the University Policy on Sexual Harassment, the Policy
Accommodating Religious Observances of Students, the Policy on the
Release of Student Information and Access to Student Records at
Southern Illinois University, the Policy on Immunization of
Enrolled Students, the Policy on the Determination of Residency Status,
and the University's response to comply with Americans with
Disabilities Act. These procedures are published in the
Undergraduate Catalog. Graduate students employed as student
workers are covered by a student worker grievance procedure, which is
administered by the Financial Aid Office.
-
2Footnote
-
Hereafter, "day" refers to calendar day, unless defined otherwise.
-
3Footnote
-
A department graduate student grievance committee will be advisory to the
department chair and will submit its findings to the department chair.
The committee shall consist of three members. The department chair
may designate an existing department committee to serve in such a capacity
(subject to the qualifications listed herein), or may appoint an ad-hoc
graduate student grievance committee. The members of the committee
shall be appointed wherever possible from the department/unit in
the college in which the grievance arose. Of those three members,
two shall be appointed from the senior graduate faculty and one shall be
appointed from the graduate student body upon consultation with the
leadership of the department graduate student organization. A department
graduate student grievance committee shall meet and elect its chair from
among its graduate faculty membership. Any faculty member involved in
the dispute shall not be appointed to the grievance committee.
-
4Footnote
-
Student Appeals Committee of the Graduate School:
The Coordinator of the SAC, who is currently the Vice-Chair of the
Graduate Council, will select three members of the Graduate Council
(two faculty members, one student) to form a SAC as needed.
Questions regarding the Graduate School:
Contact gradschl@siu.edu
Questions regarding the Graduate Assistantship\Fellowship Office:
Contact gaoffice@siu.edu
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