Loyola University Maryland

Office of Human Resources

Graduate Assistantship Guidelines and Procedures

image divider

General Guidelines

  1. An assistant cannot work more 950 hours per year; that is, the total number of hours from all assistantships cannot exceed 950.
  2. It is recommended the University use only one distribution method: stipend and scholarship model. All academic departments as well as most programs and offices in academic affairs and student development use this method exclusively.
  3. The funding range for all assistantships across the University will be from $13 to $16.50 with a minimum of 40% stipend and maximum of 60% scholarship. The stipend is subject to federal and state income taxes, and the scholarship is applied to the student’s tuition. If the scholarship portion is larger than the student’s tuition for the semester, the excess will be transferred to the stipend portion of the package.

All academic departments as well as most offices in academic affairs use the below 50 percent stipend and 50 percent scholarship model with the following options:

Graduate Assistant

Hrs/Sem

Scholarship

Stipend

Total

100

$763

$763

$1,526

200

$1,526

$1,526

$3,052

300

$2,289

$2,289

$4,578



Doctoral Assistant

Hrs/Sem

Scholarship

Stipend

Total

100

$826

$826

$1,652

200

$1,652

$1,652

$3,304

300

$2,478

$2,478

$4,956

  1. All departments/programs/divisions offering graduate assistantships will complete the Position Information Form, which includes the name of a contact person, position description, and selection process criteria. After circulating the form to obtain the necessary approvals, the position description and other relevant information will be posted on the graduate admission website.
  2. Students will use the Application for Graduate Assistantship Form to apply for an assistantship.
  3. All departments/divisions will be responsible for monitoring their graduate assistants budget line, which is part of their operating budgets.
  4. All departments/programs/divisions will use the procedures described below.

Procedures

Designing, obtaining approval, and advertising the assistantship

  1. Sponsoring professor/director completes the Graduate Assistantship Position Information Form, prepares a position description, and determines the selection process criteria. The sponsoring professor/director signs the form and sends it along with the position description and selection process criteria to the appropriate budget administrator, e.g., department chair or program director. (In some cases the sponsoring professor/director and the budget administrator will be the same person.)
  2. Budget administrator reviews the proposal, and indicates approval by signing the form and providing the appropriate budget account number. The budget administrator forwards the form to human resources (HR).
  3. HR reviews the form and job description to ensure compliance with federal and university guidelines. The HR reviewer assigns a position code, signs the form, and sends it to the appropriate division supervisor. Normally this review by HR is completed within two working days.
  4. Division supervisor (e.g., associate dean, dean, assistant/associate vice president) reviews the proposal and indicates approval by signing the form. The division supervisor sends copies of completed form to the sponsoring professor/director, budget administrator, and director of graduate admission. Normally this review by the division supervisor is completed within two working days.
  5. Sponsoring professor/director sends an electronic copy of the position description to the director of graduate admissions.
  6. Director of graduate admissions posts the description and other relevant information on the graduate admission website.

Filling the assistantship

  1. Graduate student reviews website for assistantship opportunities.
  2. Graduate student contacts sponsoring professor/director and completes the department/program/division selection process.
  3. Graduate student, if selected, completes the Application for Graduate Assistantship Form and gives it to the sponsoring professor/director.

Completing the process

  1. Sponsoring professor/director reviews the Application for Graduate Assistantship Form to ensure that it is completed properly, signs the form, and obtains the appropriate signatures.
  2. Division supervisor signs the form and forwards copies to HR, student administrative services (SAS), and the appropriate chair/director.
  3. HR processes the stipend payment through payroll. SAS applies the scholarship to the student’s account and provides financial aid with the relevant information.