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Policies Governing Graduate Appointees
1. A graduate appointee is a student enrolled in a program leading to a graduate degree or to a graduate certificate who receives a University-administered stipend which is not less than one-half of the prevailing full amount set by the University for that particular type of appointment.
2. To be eligible for a graduate appointment, a student must be regularly admitted, in good academic standing, and enrolled in a program leading to a graduate degree or graduate certificate. In most cases graduate appointees are required to be enrolled as full-time students. A student admitted to a graduate degree program or concurrently to a graduate degree program and a graduate certificate program is eligible for an appointment in any unit in the University. A student admitted only to a graduate certificate program is eligible for an appointment only within the academic unit offering the graduate certificate.
3. Although graduate appointments differ in many important ways, each can be classified as either an assistantship/associateship or a fellowship. Assistants/Associates provide service to the University which is part of the learning experience in their disciplines. As apprentices they perform part of the functions of their academic units. In contrast, Fellows have no formal service obligation to the University, although they are expected to participate in the normal activities of their academic units which is considered training for participants within the program.
4. More than one fractional appointment may be held simultaneously. However, in no case shall one person hold more than the equivalent of one full appointment.
5. A master’s level student may receive funding for up to two years. At the academic dean’s discretion, a third year of funding may be offered.
6. A doctoral level student may receive funding for up to five years (although departments may set further restrictions and offer support for less than five years).
7. Appointing units will monitor the progress of appointees toward obtaining a degree. Progress shall be expeditious. Appointees should not seek additional work that will interfere with their ability to complete the responsibilities of their graduate appointment. Departments have the right to monitor and restrict additional work outside the appointment amounting to more than 10 hours per week.
Types of Appointments
Assistantships are awarded to graduate students with the expectation of appropriate professional service. Graduate assistants are apprentices in the profession, and while the service aspect is emphasized in the definition in order to make a distinction, Graduate Assistants, first and foremost, are students and valued members of the community of scholars. They are chosen for their scholarship and manifest interest in the discipline as well as their ability to perform the needed service.
The service of a Graduate Teaching Assistant (T.A.) consists primarily of activities directly related to teaching, while the service of a Graduate Research Assistant (R.A.) consists primarily of research activity under the supervision of a faculty member or administrator, and the service of a Graduate Service Assistant (S.A.) includes all other professional work in the unit accepted as appropriate and germane to the student’s educational goal.
Associateships are assistantships awarded to outstanding students in doctoral programs. Service may involve teaching, research, or other appropriate professional activity.
Fellowships are awarded to students who have distinguished themselves by outstanding academic achievement or special abilities. Fellowships are provided by the University or by another donor with the approval of the University. The fellowship grant (stipend) is a gift to help the Fellow achieve an educational goal. Most fellowships also carry a tuition scholarship.
The kinds of service required of Graduate Assistants/Associates may vary among departments, each of which determines its own range of appropriate possibilities subject to administrative review. Whatever kind of service is expected, however, a full assistantship in any department consists of twenty hours of service per week or its equivalent. Equivalency is calculated on the basis of the value assigned by a department to the performance of each particular service.
1. The amount of a fellowship grant (stipend) is set by the donor with the concurrence of the Provost and Vice President for Academic Affairs.
2. The minimum stipend for full-time Assistants and Associates in each type of appointment is established by the Provost and Vice President for Academic Affairs and published annually by the Graduate College.
3. Fractional awards are made for fractional appointments.
4. Assistantship/associateship and fellowship awards have tax implications. Detailed records of educational expenses and check stubs from any payment received from the University should be kept for tax purposes.
The University’s Affirmative Action Policy shall apply to graduate appointments.
Graduate assistants and associates shall adhere to the same standards of professional ethics as those of the regular faculty. (See “Statement on Professional Ethics” in current Agreement between WMU and the AAUP).
Notification of Status
1. At the time of their appointment, graduate appointees shall be informed in writing of the specific conditions of the appointment. They shall be informed that the offer of an appointment is contingent upon acceptance into a graduate degree program at the University, and continuance of the appointment depends, in part, on satisfactory progress in that program and satisfactory performance of assigned duties. The letter shall also state the amount of the award, whether a tuition scholarship is involved, the probable assigned activities, the length of the appointment, conditions of service, and, if appropriate, the criteria for renewal. Any other conditions relevant to an individual appointment shall be contained in the letter of appointment.
2. Each appointee shall be provided with information prepared by the Graduate College concerning current University-wide procedures, practices, privileges, and responsibilities that relate to graduate appointees. Each department is responsible for providing any supplemental information on these matters that is necessary and special.
1. Assigned activities of graduate appointees shall be relevant professional experiences.
2. Graduate appointees can expect professional guidance and timely evaluation in the performance of their duties.
1. A graduate appointment, whether full or partial, requires a minimum enrollment of six credits per semester or three credits per session. A Graduate College Fellowship requires enrollment in at least nine credit hours per semester. Individual departments may require enrollment of more than the minimum number of credit hours.
2. Some circumstances may allow for decreased enrollment; these include students enrolled in dissertation or thesis hours or capstone courses, or who have only course remaining in a degree program. In all cases of underenrollment, departments will advise appointees of the procedures in the Graduate College for reviewing and approving enrollments that are below the minimum requirement.
3. It should be noted that students registered for five or more credits a semester (four or more credits a session) are assessed, as part of the enrollment fee, prepaid student health center and recreational center fees that allow access to health center services and recreational center facilities. Students enrolled for four or fewer credits a semester (three or fewer credits a session) are assessed a lesser enrollment fee which allows for only limited services at the health center and provides ten visits to the recreation center. Students in the latter example can choose to pay the difference between the two enrollment fees, enabling them to have full access to the health center services and/or have unlimited recreation center privileges.
Evidence of Status
1. For formal identification as a graduate appointee, students are placed on an electronic list shared with various campus offices that provide services to appointees (e.g., University Libraries, Parking Services, WMU Bookstore).
2. Graduate appointee privileges may be authorized during the summer sessions for graduate appointees on academic year appointments even if the appointee is no longer receiving a stipend.
1. Tuition Scholarships: Graduate appointees may, at the discretion of the University, be granted partial (master’s level) or full (doctoral level) tuition scholarships. Any such tuition scholarship will be identified in the appointment letter and on the appointment form. Tuition scholarships are awarded only during the semester(s) or sessions(s) a graduate appointment is held. Students who are granted such partial or full tuition scholarships and subsequently withdraw from a class or from classes after the refund period will be required to repay the portion of the tuition scholarship that was granted as a benefit of the appointment. Any portion of a tuition scholarship that has not been used by the end of drops and adds will be forfeited by the student for that term. Unused tuition awards cannot be carried forward to subsequent terms.
2. University Housing: Graduate appointees will be accorded priority in securing University housing in residence halls or family housing apartments (if deadlines are observed and as facilities permit).
3. Library: Graduate appointees will be accorded the same privileges and responsibilities as faculty members in the use of library facilities. These are specified in the faculty handbook (Western Michigan University Policy Handbook).
4. Parking: Graduate appointees are exempt from paying the motor vehicle registration fee, but are required to register their motor vehicles. Application may be made to the Public Safety Annex for parking privileges in designated lots; the appointee will be required to present the student identification card and appear on the electronic validation list held at the service desk or present the letter of appointment.
5. Campus Bookstore: Graduate appointees will be accorded discount privileges on purchases at the Western Michigan University Bookstore in the same manner and degree as faculty and staff members. Discount will be given for current semester or session only; the appointee will be required to present the student identification card and appear on the electronic validation list held at the service desk or present the letter of appointment.
6. University Facilities: Graduate appointees will be accorded the use of University facilities (e.g., student offices, research facilities, etc.) authorized by the director of the facilities on the same basis that they are authorized for part-time faculty.
7. Health Care: Appointees may elect to enroll in a University-sponsored health insurance program. [All students enrolled at Western Michigan University are eligible to participate in the Student Health Insurance Program (dependent coverage available) where each participant pays the full cost of coverage.] Graduate appointees are eligible to receive a University contribution towards the cost of coverage, provided they complete the necessary enrollment process and make arrangements for payment of the appropriate premium with the Graduate College during the prescribed enrollment periods. Enrollment materials and information are available through the Sindecuse Health Center and the Graduate College.