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Graduate Assistant Appointment Letter Checklist
Per the Collective Bargaining Agreement between Florida State University and the United Faculty of
Florida – Florida State University – Graduate Assistants United, signed appointment letters are required
for every graduate assistant appointment and re-appointment. Article 2 in the CBA requires the following:
• Appointments may not exceed one calendar year. Graduate assistants may be appointed for an
academic year, for a semester, and/or for a summer term.
• Where practicable, graduate assistants who are appointed in both the fall and spring semesters
should have an academic year appointment or should have appointment dates that are continuous
between both semesters. Departments should prioritize issuing such appointments before
appointing graduate assistants for an individual semester.
• Programs cannot use appointment dates to avoid granting benefits to eligible graduate assistants.
Effective August 2022, appointments on a semester basis must have a minimum appointment
period of a least five (5) business days prior to the start of classes through the last day of finals (as
outlined in the academic calendar).
• If unforeseen or exceptional circumstances arise, a limited appointment may be for less than the
minimum appointment period outlined above. In this case, the department shall provide an
explanation to the Office of Human Resources, who will review and approve the appointment.
• For graduate assistant assignments that require advanced preparation before the start of
appointments, such as course development, planning or preparation, required training (including
PIE), or pre-semester meetings, programs shall establish the start date of the appointment to
provide a reasonable length of time to accomplish this work. Additionally, for assignments that
require grading duties, departments shall continue the appointment period through the grade
submission deadline.
• Notice of Appointments: Programs must issue signed appointment letters in a timely manner
according to the schedule below:
A. Fall/Spring Appointments- At least 30 days before the first day of classes.
B. Summer Appointments- At least 21 days before the start of the applicable summer term.
Note: If a department does not provide a signed letter by the above deadlines, the department
shall notify the employee(s) as to why the deadline was not practicable, as well as provide an
estimate based on available information, as to when appointment letters will be issued. If a
department fails to issue this notice by the above deadlines, an employee may request that they
do so; departments shall have five (5) days to comply with such request.
Minimum Elements to include in Appointment Letter:
Required Element Description/Notes
If combining student admission letters and
appointment letter, use Initial Offer Letter template
Offer letter templates are provided by the
Graduate School
Date Issued
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Updated 12/13/21
Required Element Description/Notes
Classification title and class code
Must include general description of duties
associated with class code
Employing Unit
Applicable department, college, area, center,
etc.
Length of Appointment
Use specific dates. Dates should cover any
required training such as PIE, SPEAK test, etc.
Statement that no department or University
representative may make a binding agreement to
reappoint the employee for longer than the term of
the contract
Research grants, advisor’s verbal promises, and
department agreements are not binding
Conditions of employment
Such as: Required background checks,
departmental policies, etc.
Note: Departments may not restrict or limit
outside employment unless it is considered a
conflict of interest as defined in Article 7
Name of employment supervisor
Statement that appointment is contingent upon the
employee providing documentation of
employability
For teaching assistants, include a statement
regarding the required
certifications/qualifications for teaching status
Statement that the appointment is subject to the
Constitution and laws of the State of Florida and
the United States, the regulations of the University
and the Collective Bargaining Agreement
Percent of full-time equivalent (FTE) assigned
Combined FTEs from all appointments cannot
exceed 0.75 FTE
Stipend amount based on appointment
Specific stipend amount
Statement reading:
“All graduate assistants at FSU work under a
contract negotiated by United Faculty of
Florida-Florida State University-Graduate
Assistants United (UFF-FSU-GAU) and
Florida State University. UFF-FSU-GAU is
the labor union certified as the exclusive
bargaining agent for graduate assistants at
FSU. For more information about UFF-FSU-
GAU, visit http://www.fsugau.org or email
An estimate of current tuition and fees per semester
Updated information can be obtained from
Student Business Services
In-state matriculation waiver and out-of-state fee
waiver, if any
If attached to the offer letter, this information
can be provided in a Graduate Student Fact
sheet. Reference the examples for both
domestic and international students attached to
this checklist. Contact The Graduate School for
the current version of these documents
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Updated 12/13/21
Required Element Description/Notes
Statement that health insurance coverage is
mandatory, statement that FSU sponsored health
insurance is available, and a statement of the costs
associate with an FSU sponsored policy
Updated information can be obtained from
Health and Wellness Center or The Graduate
School
Statement the Graduate Assistant Tuition Plan is
available for all qualifying GA’s and direction to
the appropriate link
Information is located on the Student Business
Services website under Payment Plans
https://studentbusiness.fsu.edu/how-
pay/payment-plans/graduate-assistant-tuition-
plan
Information about where to access the University’s
non-discrimination and harassment policies
Located on HR’s EEO website
https://hr.fsu.edu/sections/equity-diversity-
inclusion/equal-employment-opportunity-eeo
For questions regarding the above requirements, please contact Faculty Relations at (850) 645-1952.
Florida State University
Graduate Student Fact Sheet for Domestic Students
2021-2022*
1. Academic Calendar
Refer to the Registrar’s Website: http://registrar.fsu.edu/ for important registration and class information.
2. Student Credit Hours/Fees (2021-2022) tuition rate-may be subject to an increase)
Full-Time Status: 9 hrs. /semester with a graduate assistantship; 12 hrs. /semester without a graduate assistantship.
Resident Rate per Credit Hour: $403.51 + Fees: $75.81 = $479.32
Non-Resident Rate per Credit Hour: $1,004.85 + Fees: $105.87 = $1,110.72
For more information regarding other non-credit hour fees, refer to the Student Business Services Website:
http://studentbusiness.fsu.edu/
3. Health Insurance Requirement and Health Insurance Subsidy for Graduate Assistants
ALL new graduate students are required to show proof of adequate health insurance, either purchased through FSU
or show comparable coverage as determined by the Health and Wellness Center. For insurance information
including coverage and cost, go to the Student Health Insurance website at http://www.studentinsurance.fsu.edu or
call 850/644-6230.
The Graduate School offers qualifying graduate assistants a subsidy benefit towards the purchase of the
University-sponsored health insurance. For more information http://www.gradschool.fsu.edu/funding-
awards/subsidy-benefit or contact your department representative for details.
4. Financial Aid
Eligibility for student loans is determined by the completion of a Free Application for Federal Student Aid (FAFSA)
online. Any other form of financial assistance (e.g., graduate assistantship, fellowships, etc.) should be reported to
the Office of Financial Aid as soon as possible, as these amounts may affect your financial aid award amount.
For more information, consult the Financial Aid Website at http://financialaid.fsu.edu/ or call 850/644-0539.
5. Residency, In-State Status and Academic Common Market
Procedures for obtaining residency are available from the University’s Office of Admissions Website at
https://admissions.fsu.edu/Residency/policy/index.cfm
Academic Common Market: If you are an out-of-state student, and your state of residence does not offer the
degree program you seek at any institution in your state, and is a participating state in the Academic Common
Market, you may qualify for in-state status. For details, consult the Southern Regional Education Board Website at
http://www.sreb.org/page/1304/academic_common_market.html
6. New Graduate Student Orientation
New graduate students should contact their academic program for specific departmental orientation information.
In addition to a departmental orientation, The Graduate School offers a New Graduate Student Orientation.
The Dean of The Graduate School, Dr. Mark Riley, will welcome students. The goals of the orientation are to provide
students with an understanding of what to expect academically and financially as graduate students; describe the
professional ethics associated with graduate research and creative endeavors; and highlight FSU's academic and
social opportunities and services available to graduate students. For information and registration information visit The
Graduate School website www.gradschool.fsu.edu
Graduate School
Rev. 1/2021
*=Please note that these are estimates based upon 2020-2021 figures. New figures will be available in
August after the Legislature approves the 2021-2022 rates.
Florida State University
Graduate Student Fact Sheet for International Students
2021-2022*
1. I-20 Application
Florida State University is required by U.S. federal regulations to verify the financial resources of each applicant prior to
issuing the required immigration documents (Form 1-20) for study in the United States. Therefore, in addition to
submitting your International Student Application to the Admissions Office, you must also complete the I-20 Application.
You will receive additional information about this process and how to submit your proof of funding via automatic email
within 2 business days of your formal admission to Florida State University. More information about this process is
available at https://cge.fsu.edu/international-students/new-students/step-2-obtain-your-form-i-20.
Important: Disclosure of available funds will not disqualify you from applying for and/or receiving an assistantship.
2. Student Credit Hours/Fees (2021-2022 tuition rate-may be subject to an increase)
Full-Time Status: 9 credit hours per semester with a graduate assistantship; 9 credit hours per semester without a
graduate assistantship.
International (Non-Resident) Rate per Credit Hour: $1004.85 + Fees: $105.87 = $1,110.72
For more information, refer to the Student Business Services Website at http://studentbusiness.fsu.edu/
3. Health Insurance Requirement and Health Insurance Subsidy for Graduate Assistants
International students are required to provide proof of acceptable health insurance or purchase a university approved
plan. For insurance information including coverage and cost, visit University Health Services’ Insurance website at
https://uhs.fsu.edu/ or call 850/644-6230.
The Graduate School offers qualifying graduate assistants a subsidy benefit towards the purchase of the University-
sponsored health insurance. For more information visit http://www.gradschool.fsu.edu/funding-awards/subsidy-benefit
or contact your department representative for details.
4. Visa
Information about applying for a student visa is available on the Center for Global Engagement’s Pre-Arrival webpage,
which will be sent to you with your immigration documents. The webpage is available at http://cge.fsu.edu/international-
students/new-students
5. Social Security Number
If you will be employed in the U.S., you must obtain a U.S. Social Security Number (SSN) to get paid. Students who are
not working or receiving income in the U.S. are not eligible for a social security number, and should NEVER use their
FSU identification number (999 or 899 number) in place of the SSN outside of the FSU campus. For more information
visit the International Center’s website at http://www.cge.fsu.edu (Click Current Students, F-1 Status Students,
Employment).
6. Academic Calendar
All teaching and research assistants are expected to enroll full-time each semester. Refer to the Office of the Registrar
http://registrar.fsu.edu/ for important registration and class information.
7. New Graduate Student Orientation
Center for Global Engagement: A mandatory orientation is conducted by the Center for Global Engagement. The
orientation will provide you with important information about how to maintain your immigration status. For information
about the schedule of orientation sessions visit CGE’s website at https://cge.fsu.edu/international-students/new-
students/step-6-online-orientations.
The Graduate School Orientation: The Graduate School offers a New Graduate Student Orientation. The Dean, Dr.
Mark Riley, will welcome students. The goals of the orientation are to provide students with an understanding of what to
expect academically and financially as graduate students; to describe the professional ethics associated with graduate
research and creative endeavors; and to highlight FSU's academic and social opportunities and services available to
graduate students. For information and registration information, visit https://gradschool.fsu.edu/.
8. Speak Test
SPEAK (Speaking Proficiency English Assessment Kit) is a test for evaluating the English speaking ability of non-native
speakers of English. This is a locally administered assessment test. Students who do not pass the test initially are
provided classes in spoken English. Test Information can be found at http://cies.fsu.edu.
The Graduate School
Rev 1/2021
*=Please note that these are estimates based upon 2020-2021 figures. New figures are available in August after
the Legislature approves the 2021-2022 rates.
Faculty Relations 12/21
Domestic Graduate Assistants - Letter of Appointment Template
Name
Address
City-State, Zip
Date
Dear <__>,
The <Department/College of > at Florida State University is pleased to inform you that you have
been selected for a departmental assistantship with the following class title and code:< class title and
code> for the <X> (academic year, calendar year, or semester), and your employment supervisor will
be <supervisor>. You will be responsible for < general description of duties >. The assistantship
carries with it a stipend amount of <stipend amount>, as well as a tuition waiver up to < X> credit
hours for the <X> fall and spring semester and <X> credit hours for the summer semester (specify
if out-of-state fee waiver will be covered). The departmental assistantship offer is for an average of
<X> hours per week, < FTE %>, beginning <M/D/Y and ending M/D/Y>, and will be under the
< employment unit>.
This assistantship is contingent upon you providing Florida State University required documentation
of employability, and no Department or University Representative may make a binding agreement to
reappoint you for longer than the term of the contract (for teaching assistants, you must include a
statement that teaching assistants are required to meet certification and qualification requirements to
obtain teaching status). Continuation of funding is contingent upon academic progress in the program
and fulfilling the obligations of the assistantship. Additionally, this assistantship/appointment is
subject to the Constitution and laws of the State of Florida and the United States, the regulations of
the University and the Collective Bargaining Agreement between Florida State University and the
United Faculty of Florida – Florida State University – Graduate Assistants United (UFF-FSU-GAU).
All graduate assistants at FSU work under a contract negotiated by the UFF-FSU-GAU and Florida
State University Board of Trustees. UFF-FSU-GAU is the labor union certified as the exclusive
bargaining agent for graduate assistants at FSU. To find out more information about the UFF-FSU-
GAU, or join their action newsletter, visit http://www.fsugau.org or email info@fsugau.org. Florida
State University is an equal opportunity employer. Prior to the start of your appointment, you should
become especially familiar with the University policies on non-discrimination, non-retaliation, and
sexual harassment (https://www.hr.fsu.edu/sections/equity-diversity-inclusion/equal-employment-
opportunity-eeo).
Please review the departmental assistantship offer below and the academic fee schedule provided for
you. Since the offer is based on 20__-20__ tuition rates, the rates may change. Please refer to the
enclosed Fact Sheet which covers other important information or visit
http://studentbusiness.fsu.edu/ for updated tuition, fee rates and other cost estimates. The Graduate
Assistant Tuition Plan is offered year-round to all Graduate Assistants employed by FSU to defer the
due date for tuition and fees until the end of the term. For added convenience, plan participants can
also enroll in payroll deductions. This plan applies to tuition and class fees only and does not change
the due date of any other charges the graduate assistant might owe to FSU. Detailed information on
the plan is available on the Student Business Services website.
Faculty Relations 12/21
FSU requires that all prospective graduate assistants enrolling full-time must show proof of health
insurance before they can register for classes. A University-sponsored health insurance plan is available
for purchase from our health center. A health insurance subsidy is also offered to graduate
assistants towards the university-sponsored health insurance plan. The subsidy is based on
your FTE and citizenship – please see Fact Sheet for details and rates.
Please note that only this written offer is binding. Research grants, advisor’s promises, and
departmental agreements are not binding.
Sincerely,
<X>
_____________________________________ _________________
Appointee Signature/Acceptance Date
Assistantship Offer Estimate Based on Tuition Rates for 20__-20__
FALL SPRING SUMMER
Tuition Waiver <hrs.$> Tuition Waiver <hrs.$> Tuition Waiver <hrs.$>
Stipend <$> Stipend <$> Stipend <$>
Total <$> Total <$> Total <$>
Please note that FSU requires that all prospective graduate assistants enrolling full-time must show proof of health
insurance before they can register for classes. A University-sponsored health insurance plan is available for purchase
from our health center. A health insurance subsidy is also offered to graduate assistants towards the university-
sponsored health insurance plan. Refer to the Fact Sheet for details regarding costs and benefits.
Total Department Offer for <20_-20_>: $___
Although the department provides you with a tuition waiver, you will be responsible for paying
academic fees each term you are enrolled. <Specify if out-of-state fee waiver is covered>
Prospective Graduate Assistant Responsibility: Academic Fee Estimate Based on Tuition Rates for
20__-20__
Per Prospective Graduate Assistant Credit Hour, Per Semester: <Indicate in-state, out-of-state rates>:
FALL SPRING SUMMER
Fees for <X credit hrs.> = Fees for <X credit hrs.> = Fees for <X credit hrs.> =
Prospective Graduate Assistant Responsibility for <Indicate Semesters, Year> : <$Cost> + Health
Insurance Estimate <$> =
________________________________ _________________
Appointee Signature/Acceptance Date
Faculty Relations 12/21
Enclosure/s: Fact Sheet, Council of Graduate Schools Resolution
