Graduate Student Hiring Rules & Procedures

All Graduate Assistant (GA) positions and GL appointments are intended to contribute to the graduate student’s educational experience. Therefore, secretarial, or clerical duties, or duties unrelated to the student’s educational experience and professional goals, are inappropriate as part of GA or GL responsibilities. 

• Students must be fully admitted to a graduate degree program at Mason. Certificate and non-degree students are ineligible to hold a GA or GL position. 

• Restriction: Students who were recently employed in a benefited position within George Mason must wait 26 weeks (about 6 months) before they can be re-hired into an assistantship or lecturer position unless they meet the eligibility criteria for the graduate student health subsidy program. See ACA 26 Rule and University Policy 6001.

• Students found in violation of university policies, academic standards, or professional, research or student conduct policies become immediately ineligible to hold a graduate assistantship or lectureship by the hiring authority or the Provost’s Office.

• Course enrollment requirements: 

• Must be checked by the hiring unit. 

• GAs must be enrolled in at least 6 credits per semester during the semester(s) they are employed in a full-time (20hrs./wk.) position(s) per AP.6.2 Full-Time and Half-Time Status Classification. GAs holding only a part-time (less than 20 hrs./wk.) position must enroll in 9 credits. 

• GLs may be enrolled in fewer than 6 credits per semester during the semester(s) they are employed.

Three exceptions may be made to the full-time enrollment requirement for GAs. 

1. GAs who need fewer than six credit hours to complete their degree. 

• Students must have written permission from their department and their college/school’s graduate associate dean that verifies the student’s remaining degree requirements. 
• Students should be made aware that they may not officially be recognized as full-time by the university. 
• Documentation and approvals should be kept on file for auditing purposes. 

2. GAs who have met all degree requirements, including necessary minimum dissertation or thesis credits. 

• Students must register for at least one credit of dissertation or thesis work per term. 
• Students must complete the Doctoral Dissertation Research or Master’s Thesis Research form found on the Office of the University Registrar website in order to retain full-time enrollment status. 
• F-1 and J-1 international students must have approval from the Office of International Programs and Services (OIPS) before dropping below full-time status (as defined in the University Catalog). 

3. GAs who have completed required coursework, are enrolled in 998/999 or 799 credits but have not met the necessary minimums. 

• Students must register for at least 3 credits per semester. 

Please see AP.6.2: Full-Time and Half-Time Status Classification for more information. 

• Students must be making sufficient academic progress at the time of hire and must maintain it for each academic semester or summer term they are to hold an assistantship or lectureship. The hiring unit is responsible for ensuring this requirement is met prior to the start of each academic semester or summer term.

• To demonstrate sufficient academic progress, students awarded an annual, academic year, or summer term assignment must not:

   

1. Have had a term GPA below 3.00 and/or a NC, NA notation in the last enrolled term prior to hire (for those whose last enrolled term was in another academic program, that transcript must be checked); and
2. Receive a term GPA below 3.0 and/or an NC or NA grade notation for each academic semester or summer term they hold an assistantship or lectureship; and
3. Be eligible for academic termination.

• Hiring Probation: Students awarded an annual, summer term, or academic year assignment who do not demonstrate sufficient academic progress as described above are placed on hiring probation and are allowed to keep their current assignment during the following probation semester or term as applicable.
  • The hiring authority is responsible for checking that sufficient academic progress has been met at the end of the probation period.

  • If sufficient academic progress is not met at the end of the probation term, the student shall be notified in writing by the hiring authority that they are ineligible to hold a graduate assistantship or lectureship. 

     

• Maximum Hours Restrictions: 

  • Students holding full-time assistantships may not engage in other on-campus employment, including additional assistantships, during the period they hold an assistantship without explicit written approval. This is applicable whether students are appointed in one or in multiple academic or non-academic units. Exceptions for domestic students to work an additional 10 hours during terms of enrollment (for a maximum of 30 hours per week) may be granted by the hiring unit. In addition, graduate students may work up to 40 hours per week during spring, winter, and summer breaks, if not enrolled. Hiring units should use the Graduate Student Work Authorization form on the Graduate Education website to document approval of additional work hours. Students wishing to engage in off-campus employment while holding a full-time assistantship are highly encouraged to first discuss the matter with their local academic and hiring units. Regardless of the type of employment, careful consideration must be given to the student’s academic success and ability to maintain progress toward degree completion. 

• F-1 or J-1 international students may not work more than 20 hours per week during the fall or spring semester. Full-time employment, up to 40 hours per week, is permitted during winter and spring breaks and in the summer. Consult the Office of International Programs and Services (OIPS) for details. 

The Affordable Care Act limits students to working a maximum of 1450 hours in the May 1 – April 30 calendar year. Students who approach the 1450-hour maximum before the end of the calendar year must immediately stop working from all positions and may not resume work before the new calendar year begins on May 1. A thorough review of a student’s cumulative positions, hours worked, and hours anticipated must be conducted before authorizing additional work. For questions pertaining to a student’s work history and hours worked, contact the unit’s Human Resource staff.

• All GTAs and GLs are required to complete mandatory Graduate Teaching Assistant Training prior to their first semester of service. This training is essential to ensure that GTAs and GLs possess the necessary skills and knowledge to effectively support the teaching and learning environment and ensures that they are well-prepared to provide high-quality educational support and maintain standards of academic excellence. 

   

• GTA/GLs have two options to fulfill this requirement: 

  1. MasonLeaps HR Platform: GTAs and GLs may complete the Graduate Teaching Assistant Training available through the MasonLeaps HR platform. This online training program is designed to provide comprehensive instruction on pedagogical methods, classroom management, and institutional policies. All GTA hiring units can assign this training through MasonLeaps. 
  2. Department-Mandated  Training: Alternatively, GTA/GLs may fulfill this requirement through teaching training  programs offered at the department, college, or school level. Academic units that choose to offer their own training  must ensure that it covers equivalent content and meets the same standards as the MasonLeaps  training. 

   

• GTA/GLs must  complete the  training and  fulfill this requirement  prior to the start of their instructional  responsibilities or by a deadline set by their  hiring  unit. It is the responsibility of each  hiring  unit to track the completion of this requirement. 

• This requirement ensures that the University has adequately prepared all GTAs to fulfill their instructional responsibilities and contribute to the high-quality educational experience we are committed to providing to our students

  Additional requirements and restrictions for GTAs and GLs: 

  • GTA assignments for which students are the instructor of record and GL assignments require that the student have at least 18 hours of graduate-level course work in the teaching discipline to be assigned full responsibility for teaching an undergraduate course. This is consistent with SACSCOC requirements. See University Policy 3009 for more information. Requests for exceptions to this requirement based on professional experience may be made by the hiring unit to the Director of Accreditation. 
  • Appropriate documentation to determine whether a student is academically qualified to hold these positions consists of an official transcript recording the required graduate coursework. The hiring unit should maintain such transcripts on file for accreditation purposes. See University Policy 3005 Evaluating, Documenting, and Justifying Faculty Qualifications and Credentials and the GMU Faculty Credentialing Manual for more information. 
  • Mason students must give explicit permission for the university to use student records (transcripts) for employment purposes. Students may complete the Transcript Release Form, available through the Graduate Education website granting the Office of the University Registrar the right to provide hiring units (at no charge to the student) either their official Mason transcript or a copy of their official transcript of their highest degree earned which was submitted during the graduate application process, whichever appropriate to indicate academic qualification. 
  • Students who do not complete the Transcript Release Form are responsible for submitting official transcripts to the hiring unit. 
  • Students cannot start their positions without Registrar-released transcripts or official transcripts on file.
  • The hiring unit is responsible for ensuring that all transcripts have been received prior to the position start date. 

International Students Teaching Requirement: 

• All GTAs and GLs must meet Mason’s English proficiency requirements. Please visit the Admissions section of the current University Catalog and Appendix A, English Language Proficiency and Support in this document for these requirements.

• International students must participate and sufficiently perform in the CELTD language proficiency assessment administered by INTO Mason’s Learning Resource Center prior to starting instructional responsibilities.  

• Any international graduate teaching assistant or graduate lecturer who was granted a university waiver to the requirement of demonstrating English language proficiency for admission purposes, including anyone from a waiver-eligible country, must still participate and sufficiently perform in this assessment.  
• The assessment is administered remotely and may be taken before the student arrives in the United States, on a schedule determined by INTO, the hiring unit, and the student, and must be completed no later than the first day of class of the term. The Learning Resource Center defines and determines sufficient performance. For more information, please see Appendix A, English Language Proficiency Assessment and Support. 
• Performance on the assessment will determine whether a student may assume instructional responsibilities (defined in the table below) as a GTA or GL. In addition, performance on the assessment will determine the level of English language instruction, if any, the student is required to sufficiently complete before assuming any instructional responsibilities. Academic units are highly encouraged to advise potential GAs of this requirement and must state this requirement in any offer letter.

Instructional and Non-Instructional GTA Responsibilities:

A graduate student assistant funding package should include a minimum 9-month competitive stipend, 6 credits of tuition assistance per semester for full-time GAs, and 3 credits per semester for part-time GAs working less than 20 hours a week. Health insurance coverage should be provided for full-time GAs when applicable. It is highly encouraged for a graduate student funding package to include multi-year funding, including a 12-month stipend and up to 9 credits of tuition assistance per semester for full-time GAs. 

Graduate Assistant funding packages must include an offer letter detailing the following:   

• The funding package is to be outlined for the student using the offer letter template found on the Graduate Education website. 

• Any funding support being offered must be included in the offer letter and described as a total monetary value for the term of appointment. 

• Work expectations are to be detailed in the offer letter and are to be monitored by the supervisor. It is the responsibility of the supervisor to evaluate the graduate assistant’s or graduate lecturer’s work performance based on the stated work expectations. 

• English language proficiency and testing requirements must be stated in any offer letter to an international student. 

   

• The offer letter must specify expectations of work during university or semester breaks. 

  • GRAs or GPAs may need to be available at other points during university or semester break. If the student can do so, the supervisor shall give the student compensatory time off during the semester. 

  • GTAs who serve as the instructor of record for a course should be available at the conclusion of each semester to address questions that may arise regarding student grades. 

  • GTA teaching requirement when applicable. See GTA/GL Teaching Requirements under the Eligibility and Restriction’s Section III for more information. 

• Consistent with the Council of Graduate Schools Resolution Regarding Graduate Scholars, Fellows, Trainees, & Assistants, the offer letter should permit new students to respond to offers of funding support through April 15. 

The Graduate Division recommends a full academic year of support be offered to students prior to the start of the fall semester. 

Annual Year (12 – month): August 10 or 25–August 24  

Academic Year (9 & 9.5 month): August 10 or 25 – May 24 

Fall Semester: August 10 or 25 – January 9 

Spring Semester: January 10 – May 24 

Summer Sessions: May 25 – August 9 or 24 

• GAs who are required to be available to work two weeks prior to the start of the fall semester must have a contract that starts on August 10. Compensation must be adjusted to reflect the earlier start date.  

• For GAs with an annual year contract with a start date of August 10, the assignment may end on August 24 except for students enrolled in coursework during the summer term, contracts must end August 9.  

• GAs with full-time positions work at least 20 hours per week during the academic year. 

• GAs with full-time positions may work up to 40 hours per week during breaks in accordance with Maximum Hours Restrictions. 

• GAs with part-time positions work less than 20 hours per week during the academic year. 

• Compensation for GAs is determined by the level of skill and prerequisite skill requirements. For minimum compensation requirements, please reference the Minimum Compensation Rates for GTAs, GPAs and GRAs found on the Graduate Education website. 

All GA compensation rates must be calculated based on length of term and number of hours per week. 

• Compensation for GLs is determined per didactic hour, according to the Adjunct Faculty Matrix found on the Graduate Education website. 

Tuition support for GAs can be provided through graduate Tuition Grants or through Tuition Waivers. Academic units must provide tuition support through tuition waivers only. All hiring units must provide this support to ensure GAs receive student benefits that they are entitled to (e.g., health insurance and in-state tuition – if eligibility requirements are met).  

• Minimum tuition support for each semester (excluding summer):  

  • Full-time GAs (20 hours a week): at least 6 credits at the in-state base rate 

  • Part-time G (less than 20 hours a week): at least 3 credits at the in-state base rate 

• The monetary value of any tuition support provided to GAs must not exceed tuition charges. 

• Students holding GAs or GLs are not eligible for Employee Tuition Exemptions and may not be hired as Adjunct Faculty. 

Tuition support allocations are provided to the academic units as unfunded scholarships that represent revenue forgone by the university. It is approved by the Graduate Division, under the Office of the Provost, and allocated to the colleges and schools. This tuition support is awarded to graduate students hired by Mason as graduate assistants.

• Students must hold a GA or GL appointment and earn a minimum of $4000 from that appointment during the academic year to be eligible for a tuition waiver. This is mandated by the Commonwealth. 
• Tuition waivers may not be used as a substitute form of compensation. All compensation must be paid through HR and Payroll.
• Tuition waivers may be used to fund the Mandatory Student Fee and course fees.
• Fellowship monies are not to be included when determining a student’s eligibility for tuition waivers.
• Processing Tuition Support through Waivers: A spreadsheet detailing the student(s) name, G number, and funding information should be emailed to the Office of Student Financial Aid. Departments looking to fund course fees must specify this on the spreadsheet. The Office of Student Financial Aid will post the waiver on the student’s account within 48 hours or when the financial aid disbursement runs the following Monday, Wednesday, or Friday.

It is required that the tuition waiver request be emailed to the Office of Student Financial Aid at least 10 days before the first day of class to ensure the student’s account reflects payment before the due date for each applicable semester.

Tuition grants are funded scholarships that can be awarded to graduate students whether or not they hold an assistantship or lectureship. Tuition grants must not be used as a substitute form of compensation; all compensation must be paid through HR and Payroll.

• Tuition grants may be used to fund the Mandatory Student Fee and course fees.
• Students on a sponsored project can receive a tuition grant only if the student has an assistantship. For additional information, contact the Office of Sponsored Programs.
• Processing Tuition Grants:
  • Tuition grants should be processed using Banner Work flow or another method approved by the Office of Student Financial Aid.
  • The Office of Student Financial Aid will post the grant on the student’s account. The workflow must be received by the Office of Student Financial Aid at least 72 hours before the payment due date for each applicable semester.

• Whenever possible, the tuition support for GAs and GLs paid from restricted funds will be included as a sponsor cost. 

• All other policies and procedures governing university funded GAs and GLs apply. 

• In cases where sponsor regulations specifically prohibit the use of restricted funds for tuition support, the hiring unit must provide the student with tuition support dependent upon the availability of funds

The tuition support for GAs and GLs must cover all tuition and mandatory fees. When funding sources have restrictions that prevent these fees from being covered, the hiring unit must notify the student in their offer letter and specify what fees the student will be responsible for. Required university fees can be found on the Tuition and Fees page in the Mason’s catalog. Graduate students should be responsible for course and related fees when applicable. 

Multiple funds may be combined to create a full graduate student support package for an individual student. The maximum compensation for a given student should fall within the range established by the hiring unit and must be comparable to other students with an equivalent workload and similar responsibilities. 

This section provides a brief summary of University Policy Number 6001. For more details, refer to the policy and the Graduate Education website. Doctoral and MFA students holding full-time, full academic year GA positions as well as new, incoming spring semester doctoral and MFA students holding full-time positions for the spring semester may be eligible to receive up to 100% subsidized health insurance coverage through George Mason’s student health insurance provider. 

• If the student’s salary is funded through non-sponsored funds, the health insurance premium will be charged to the Graduate Division the first three years of a student’s enrollment in the program.

• If the student’s salary is funded through sponsored funds, the health insurance premium will be charged to the sponsor. 

This section provides a summary of University Policy Number 6003. For more details, refer to the policy and the Graduate Education website. 

International and out-of-state doctoral and MFA students holding full-time GA positions may be eligible to be charged tuition at in-state rates. 

• Charges will be reflected on student accounts. Academic units will use in-state tuition rates when applying tuition support in conjunction with a student’s graduate assistantship position(s). 

• The tuition differential between the out-of-state and in-state rate is considered as a foregone revenue in the college or school’s annual budget. 

•  Students eligible for in-state tuition should be given the opportunity to take additional credits above those supported by their assistantship(s) at the academic unit’s in-state tuition rate. 

• Charges for these additional credits taken above the ones included in the offered support package are the financial responsibility of the student. 

• All hiring units must provide an offer letter to each graduate student they wish to hire using the University’s appointment templates. A GA offer letter must only be issued after the student has been fully admitted to their graduate program. 

• Graduate students with a paid assignment must complete all hiring paperwork. Paperwork should be completed within the hiring unit unless the hiring unit has made other arrangements with HR & Payroll. 

• Mason is an E-Verify employer. All employees may be subject to E-Verify. 

• Students hired at Mason must successfully complete a background investigation before they can begin working. See University Policy Number 2221 for more details.  

• International students with paid assignments must make an appointment with Mason’s International Tax Coordinator. 

• All who are hired at Mason must enroll for direct deposit via Patriot Web. See University Policy Number 2201 for more details. 

• For information on hiring documentation and on the offices responsible for maintaining the documentation consult the Decentralized Hiring Procedures on the HR and Payroll website. 

After receiving the signed offer letter from the student accepting the position, the hiring unit enters the employee into the Banner HR system through the Electronic Personnel Action Form (EPAF) process or academic unit upload. This enables the student to receive payment each pay period. 

• All assignments must be fully processed by the first day of the position’s term (August 10 or 25 for Fall semester and annual appointments, January 10 for spring appointments). Noncompliance could result in students not meeting eligibility criteria for in-state tuition and subsidized graduate health insurance, if applicable. 

• Graduate students are not permitted to begin work until after the EPAF processing is complete. 

• For assistance with the EPAF, please refer to HR and Payroll’s EPAF Field Requirements and EPAF FAQ page. Consult with the unit’s HR personnel for internal processes. 

Although units are encouraged to offer 12-month appointments, GA and GL summer appointments follow the same guidelines as during the academic year with these additional considerations: 

• Summer term can be active from one to three summer sessions (dates between May 25 – August 9 or 24). Compensation should be commensurate with the student’s workload. 

• Full-time status for students enrolled during the summer term is determined according to the same criteria as for fall and spring semesters. 

• Students who receive GA summer appointments are not required to enroll in summer classes. 

• Students not enrolled in summer courses may work up to 40 hours per week. Compensation should be increased accordingly. 

• Students not enrolled in summer courses are subject to FICA withholding (unless they are exempt under a special rule that applies to certain F-1 and J-1 students). 

• Students who hold GAs or GLs and are enrolled full-time during the summer will not be subject to FICA withholding. 

• GAs and GLs are hired as at-will appointments and may be terminated at any time by the university without cause by issuance of a written notice.

  • If an international student is hired as a Graduate Assistant (GA) for their first term, but their assignment is canceled or their contract is nullified before they arrive, the student is responsible for contacting the International Admissions Office immediately and should be informed of such. The student may have used the GA funding to meet the financial requirements for their I-20, so their record will need to be updated to reflect personal funding instead. Students should contact gradi20@gmu.edu with details about the situation. 

     

• GAs and GLs who are terminated early, regardless of the reason, should be compensated in direct proportion to the total time worked up to the point of termination.
  • The hiring unit must immediately inform HR and Pay roll of the early termination to avoid overpayments.
  • Termination EPAFs must be submitted and approved 5 days prior to the end of the pay period in which the student’s last employment date falls.

• Students who do not fulfill the requirements and expectations as described in the offer letter may lose their funding package in future terms.
  • Tuition charges will be subject to university tuition liability rules if the student withdraws from any classes. International and out-of-state students who were assessed in-state tuition rates for meeting University Policy 6003 requirements, will have tuition rates revert to out- of-state.
  • Visit the Office of the University Registrar website for the applicable semester’s academic calendar.
  • For more information on the terms and conditions of employment see Attachment A of the Graduate Assistant/Lecturer Appointment Letter template located on the Graduate Education website.

• Students must notify the hiring unit in writing if they intend to forfeit their funding package.

Graduate Student Wage (SW) workers are graduate students in pursuit of an academic degree who take part-time employment with the university. Although, generally, graduate student wage workers should not be assigned research, teaching or professional activities, it is understood that for some discipline-specific situations, such tasks may be deemed appropriate within this hiring classification. 

• Students must be enrolled in at least 6 graduate credits, not to include audited courses, each semester of employment. See University Policy Number 2217. Hiring units must verify enrollment each fall and spring semester of employment. 

• Students must maintain good academic standing during employment. See University Policy Number 2217 and AP.6 in the University Catalog.  

Students found in violation of university policies, academic standards, or professional, research or student conduct policies in the term prior to the initial term of employment and/or during any active terms of employment may be immediately ineligible to continue in their appointment or for rehire by the hiring authority or the Provost’s Office.  

• The SW classification is not eligible for student support packages, the Wage Employee Tuition Waiver, or any tuition support. The SW classification does not provide eligibility for the graduate student health insurance subsidy or the in-state tuition eligibility policy. 

• Students who were recently employed in a benefited position within George Mason must wait 26 weeks (about 6 months) before they can be re-hired into a student wage position. See ACA 26 Rule. 

• Maximum Hours Restrictions: 

  • Graduate students are limited to working 20 hours per week during terms of enrollment but may work up to 40 hours per week during spring, winter, and summer breaks (if not enrolled). This is applicable whether students are appointed in one or in multiple academic or non-academic units. Exceptions for domestic students to work an additional 10 hours (for a maximum of 30 hours per week) may be granted by the hiring unit. Hiring units should use the Graduate Student Work Authorization form on the Graduate Education website to document approval of additional work hours. Students wishing to engage in off-campus employment while holding a full-time assistantship are highly encouraged to first discuss the matter with their local academic and hiring units. Regardless of the type of employment, careful consideration must be given to the student’s academic success and ability to maintain progress toward degree completion. 

  • F-1 or J-1 international students may not work more than 20 hours per week during the fall or spring semester. Full-time employment (40 hours per week) is permitted during winter and spring breaks and in the summer. Consult the Office of International Programs and Services (OIPS) for details. 

  • The Affordable Care Act limits students to working a maximum of 1450 hours in the May 1 – April 30 calendar year. This restriction applies during breaks, holidays, and summer semesters as well. Students who approach the 1450 hour maximum before the end of the calendar year must immediately stop working from all Mason positions and may not resume work before the new calendar year begins on May 1. A thorough review of a student’s cumulative positions, hours worked, and hours anticipated should be conducted before authorizing additional work. For questions pertaining to a student’s work history and hours worked, contact the unit’s Human Resource staff. 

  • All SW workers must submit bi-weekly timesheets to be approved by their hiring unit. 

• All hiring units must provide an offer letter to each graduate student they wish to hire using the University’s appointment templates. An offer letter must only be issued after the student has been fully admitted to their graduate program. 

• Graduate students with a paid assignment must complete all hiring paperwork. Paperwork should be completed within the hiring unit unless the hiring unit has made other arrangements with HR & Payroll. 

• Mason is an E-Verify employer. All employees may be subject to E-Verify. 

• International students with paid assignments must make an appointment with Mason’s international tax coordinator. 

• All employees must enroll for direct deposit via Patriot Web. See University Policy Number 2201 for more details. 

• For information on hiring documentation and on the offices responsible for maintaining the documentation consult the Decentralized Hiring Procedures on the HR and Payroll website. 

After receiving the signed offer letter from the student accepting the position, the hiring unit will then enter the employee into the Banner HR system through the EPAF process or academic unit upload. This will enable the student to receive a payment each pay period.  

• All assignments must be fully processed by the first day of the position’s term. 

• Graduate students are not permitted to begin work until after the EPAF processing is complete.  

• For assistance with the EPAF or questions concerning onboarding, refer to HR and Payroll’s EPAF/Non-Benefited Onboarding site and consult with the school/college’s HR personnel for internal processes. 

• SW positions are at-will appointments, may be terminated without cause at any time, and provide no guarantee of employment for a particular term. 

• Students who are terminated early, regardless of the reason, should be compensated in direct proportion to the total time worked up to the point of termination. To avoid overpayments, the hiring unit must inform HR and Payroll of the early termination immediately. 

• Students must notify the hiring unit in writing if they intend to forfeit a wage position. 

Full-time exempt (ineligible for overtime) George Mason employees who are concurrently enrolled in a graduate degree program may, with permission of their George Mason supervisor, be awarded adjunct appointments to teach. They are hired to teach as the instructor of record. 

• This classification must be used only for students whose primary Mason status is employee. 

• Students hired under this classification are subject to University Policy Number 2209, Employee Tuition Exemption Benefit. 

• Students must be in good academic standing and have a minimum cumulative GPA of 3.0 at the time the offer letter is created See AP.6 in the University Catalog and University Policy Number 2217.  

• Students found in violation of university policies, academic standards, or professional, research, student conduct policies in the academic term prior to the initial term of employment and/or during any active academic terms of employment may be found immediately ineligible to continue in their appointment or for rehire by the hiring authority or the Provost’s Office.  

This classification does not provide eligibility for the graduate student health insurance subsidy or the in-state tuition eligibility policy. 

• All adjunct appointments must be processed based on their primary employment status and in accordance with the Supplemental Pay Procedures located on the Human Resources and Payroll website. 

The Office of International Programs and Services (OIPS) provides the following information for hiring international students: 

• F-1 and J-1 students are required by the Department of Homeland Security (DHS) to take a full course load each fall and spring semester (excluding summer term). The student must be recognized as full-time in accordance with the definition in the University Catalog. 

  • F-1 students in the final semester of study may receive permission from OIPS to carry a reduced course load if they are enrolled for all remaining credits required to complete their program of study. 

  • F-1 students should work with their faculty advisor to plan their enrollment so that they can remain full-time throughout their program (except in their final semester). 

• F-1 and J-1 students who are maintaining their status are permitted to work on campus for up to 20 hours per week during semesters. Full-time work (40 hours/week) is permitted during winter and spring breaks and in the summer, provided that the student is eligible and intends to continue study at Mason following the break. 

• F-1 and J-1 students are admitted to the U.S. for “duration of status,” that is, to complete an educational program. If a student must remain in an educational program beyond the date originally estimated for completion of the program (as stated on Form I-20 or Form DS-2019), the student must comply with DHS or Department of State (DOS) procedures for a program extension. 

  • Delay caused by academic probation or suspension is not an acceptable reason for a program extension.  

  • The amount of time indicated on the I-20 for each degree program is based on normal or typical progress. An extension may be requested if the student needs additional time to complete the program, provided that the student has continued to make satisfactory progress and the reason for the delay is beyond the student’s control. Requests for program extensions require the academic advisor’s support along with the Dean’s Office and, sometimes, the Associate Provost for Graduate Education (APGE); a student who has received one approved program extension must seek approval from the OIPS Executive Director and the APGE if an additional extension is requested. 

• Students may use stipends as proof of financial support for issuance of their I-20/DS-2019. A copy of the offer letter must be sent to OIPS indicating stipend amount and specific tuition benefit. 

  • If the student’s financial support is based on a GPA, GRA, or GTA, it is assumed that the same level of financial support will be renewed in subsequent years. In some cases, the stipend will not cover all the student's educational/living expenses and may need to be supplemented with personal or family funds, or sponsorship by an outside organization. Immigration forms cannot be issued until all financial support documents have been submitted and have met estimated expense requirements, including tuition, maintenance, books, and medical insurance. Details about the financial certification requirements and the Certificate of Financial Responsibility can be found on the OIPS website. 

  • If the student is hired as a Graduate Assistant (GA) for their first term, but their assignment is canceled or their contract is nullified before they arrive, the student is responsible for contacting the International Admissions Office immediately and should be informed of such. The student may have used the GA funding to meet the financial requirements for their I-20, so their record will need to be updated to reflect personal funding instead. Students should contact gradi20@gmu.edu with details about the situation.  

• F-1 students and J-1 students whose immigration documents (I-20 or DS-2019) were issued by George Mason University and who do not yet have a Social Security Number must contact the Office of International Programs and Services (OIPS). Students should bring all immigration documents and a job offer letter or the On Campus Employment Certification form with them. The form can be downloaded from the OIPS website (under Forms and Handouts). 

• F-1 Students who do not have a Social Security Number must provide proof of enrollment to show that they are registered full-time. This document can be printed out from Patriot Web. 

• All employees in nonimmigrant status must visit the New Employee Welcome (NEW) Center for verification of employment eligibility (DHS Employment I-9 form and E-Verify), registration for the online Foreign National Information Form, and assistance in scheduling a tax appointment with the International Tax Coordinator in Fiscal Services. 

  • F-1 and J-1 students must show proof of identity and evidence of their eligibility to work at George Mason for purposes of completing Form I-9. 

  • Form I-9 for nonimmigrants typically expires based on the expiration of the immigration documents from which the employment authorization derives. Form I-9 must be updated prior to expiration to ensure students may continue uninterrupted employment. 

• International students who have completed their program of study are no longer eligible for on- campus employment. They may be eligible to work based on Optional Practical Training (OPT) or Academic Training, but such employment must be both related to the student’s field of study and commensurate with the degree level. These students are not eligible for GRA, GTA, GPA or Student Wage positions. Consult OIPS for advice about employing students on OPT or Academic Training following completion of the degree program. 

• An International Hire Checklist for Graduate Assistants and Student Wage Employees can be found on HR’s Onboarding webpage for Hiring Managers. 

• Externally funded fellowships (sometimes also referred to as “grants” or “scholarships”) are awards made directly to master’s and doctoral students in support of research, training, fieldwork, dissertation writing, language study, or professional development, and normally undertaken in conjunction with a degree program. Students apply for fellowships and, when granted, these awards are distributed directly to the student, either by the organization awarding the fellowship or through the university. 

• When externally funded fellowships are distributed through the university, a sponsored fund will be established, and stipends will be processed through Accounts Payable using the Externally Funded Fellowship Payment Form. 

• Stipend payments to the recipient will be made in monthly installments unless the sponsor requires a different payment schedule. Payments made require an Externally Funded Fellowship Payment Form to be created and sent to the Office of Sponsored Programs for signature approval and processing. 

• Tuition support provided as part of the fellowship should be processed through Workflow. 

• Expenses that involve a student reimbursement should be processed using the Externally Funded Fellowship Payment Form. 

INTO Mason’s Learning Resource Center (LRC) administers all oral English language proficiency assessments and language interventions for Mason’s International Graduate Teaching Assistants (ITAs). International students who are required to take an English proficiency exam for admission into George Mason must participate and sufficiently perform in the English language proficiency assessment administered by the LRC prior to starting instructional responsibilities. Any ITA who was granted a waiver by the University to the English language proficiency requirement for purposes of admission, including being from a waiver-eligible country, must still participate and sufficiently perform in this assessment. ITA candidates should be advised of this requirement as soon as possible and the requirement must be stated in all ITA offer letters. This assessment is administered remotely and may be taken before the student arrives in the United States, on a schedule determined by INTO, the hiring unit, and the student. The Learning Resource Center defines and determines sufficient performance.

In fulfillment of this requirement, the LRC administers the Classroom English Language and Teaching Demonstration (CELTD). This assessment requires students to provide a short lecturer – and respond to questions – on a topic of their choice that is related to their proposed GTA assignment. English language specialists evaluate each presentation based on clarity, comprehensibility, grammatical/lexical range and accuracy, and ability to communicate effectively overall. As outlined in the Oral English Proficiency Assessment and Support Table (below), ITAs who are required to participate in the oral assessment will receive one of three proficiency labels: Passing, Provisional Passing, or Non-Passing. Only students who pass or provisionally pass the oral English proficiency assessment may be assigned instructional responsibilities, while students who achieve a non-passing score should be assigned only non-instructional tasks. 

• Passing: Students who receive a label of passing may be assigned instructional tasks. It is recommended that some departmental monitoring and/or follow-up be provided to these students, particularly regarding English for classroom instructional purposes. As always, students may also choose to receive tutoring in the LRC free-of-charge to further improve English language skills and enhance communicative effectiveness.

• Provisional Passing: Students who receive a label of provisional passing may be provisionally assigned instructional responsibilities, though they must concurrently complete six modules of language instruction offered through the LRC during their first term as a GTA or GL.

• Non- Passing: Students who receive a label of non-passing are not allowed to assume instructional responsibilities and may only be assigned non-instructional tasks (e.g., grading, administering exams, assisting software users in labs) under direct supervision of faculty.They are required to complete 10-16 modules of language instruction and successfully retest (i.e., receive a score of passing or provisionally passing on the CELTD) through the LRC before assuming any instructional responsibilities.

Note: Assignments used as proof of financial support for issuance of newly admitted students’ I-20/DS-2019 forms may NOT be withdrawn. Once a student has presented the offer letter at a U.S. consular post abroad, it forms a key part of the evidence used by the consular officer in the decision to issue a U.S. entry visa. The University is obligated to honor the financial commitment for the full term specified in the offer letter even if the student is not permitted to assume instructional duties until the student demonstrates passing or provisionally passing oral English proficiency. Faculty and/or departments are urged to communicate as early as possible with potential GTAs or GLs the necessity of demonstrating oral English language proficiency if instructional duties will be required. 

Oral English Language Proficiency Assessment and Support Table:

For additional information, contact: support@intomason.gmu.edu.

¹ If the INTO Mason LRC Coordinator deems that an ITA has made substantial progress during the course of targeted language instruction, the ITA may be retested prior to completion of the required hours. If the student receives a label of passing upon retesting, he or she will receive an optional waiver for future required instruction.