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This is informational. If the student's GPA is less than 3.0, the student does not meet eligibility requirements for an assistantship. (See "Grade Point Waiver" section below if department wishes to petition for exception.)

This section indicates whether required University trainings have been completed. Trainings are required every year, but do not have to be completed before contract submission. For more information about required training for assistantship recipients, please see https://grad.unm.edu/funding/assistantships.html. Assistantship recipients and their supervisors will receive email reminders about completing the required trainings.

If the employee is working with minors, check "Yes." If not, check "No." See Graduate Studies website http://grad.unm.edu/funding/assistantships.html for more information on background checks for assistantship recipientsAlso indicate clearly in the duties that the student is working with minors (see information on filling out Accounting tab, step 11. below). OAP will initiate a background check.

Check "Yes" ONLY if petitioning for exception to GPA requirement. Otherwise, check "No." If checking "Yes," please note that a full petition must be submitted to Graduate Studies for consideration. For more information, see http://grad.unm.edu/resources/gs-forms/petition-form.html.

The appropriate position number will be shown based on the org code and assistantship title you entered on the "Assistantship Type" tab. Select the position number from the drop-down list. Note: GB is for biweekly positions (PAs) and GM is for monthly positions (TA, GA, TAssoc, RA). If no position number is displayed, this means a position number is not active for your org. Email assistantships@unm.edu to submit a request for position maintenance before submitting the assistantship contract.

Enter the appropriate dates. Must be MM/DD/YYYY format. You can also use the pop-up calendar feature to enter dates.  (note: begin date CANNOT be earlier than today's date. Please select a later begin date , and should be submitted in advance according to deadlines on Graduate Studies OAP website, : https://gradoap.unm.edu/fundingdeadlines/assistantshipsindex.html).  

Enter monthly rate (or hourly rate for PAs). For minimum salary guidelines for each job title, see OAP website: http://oap.unm.edu/graduate-assistantship-resources/salary-rates-beginning-january-2024.html

Enter appointment percent. (e.g. 25%, 37.5%, 50%) Note: do NOT enter in FTE format (such as .25, .50, etc.).

Select the checkbox if choosing an appointment percent over 50.

Enter a detailed description of job duties. This field is required.

Enter index(es), then tab out of the index field. (Click on the magnifying glass to search for and select the appropriate index, if needed.) If the index is valid, fund, organization, account, program and activity fields will auto-populate. If the index is not valid, you will receive a message saying, "Error: index is invalid." You will not be able to submit the contract. Double-check to see that the index number has been entered correctly, or work with the appropriate central Accounting office to resolve any problems with an invalid index.

Enter percent for given index. If using multiple indexes, the total must add up to 100.00%. When you tab out of the Percent field, the Amount field will auto-populate with the total stipend for the contract period. (Note: if you make any changes to the Index or Percent fields, be sure to tab out of the field so that the stipend recalculates.)

Enter index and tab out of the index field. If the index is valid, the Fund, Organization, Account, Program and Activity fields will auto-populate. If index is not valid, you will get an error message. If your department is not providing a tuition waiver, leave this field blank.

Check this box if your department wishes to pay the fee for dissertation hours (699) only, not any other class tuition. Otherwise, leave this box unchecked. If you select dissertation only, an amount of 6 will auto-populate in the Credit Hrs field (this cannot be changed and is needed for a correct feed to Financial Aid; it does not matter if the student is taking more or fewer dissertation hours). The dissertation fee amount (plus applicable mandatory student fees) will also auto-populate in the Tuition Amount column after you have selected the Term.

Enter number of credit hours your department wishes to pay. Mandatory student fees will populate right away. The appropriate tuition amount (including mandatory student fees) will auto-populate in the Tuition Amount column after you have selected the Term. (Note: if you have already checked “Dissertation Only,” you will not be able to enter data in the Credit Hrs field on the same line. If your department is not providing a tuition waiver, leave this field blank.)

• You may enter tuition payments for multiple semesters on separate lines if the student is being hired for multiple semesters (up to a year).
• You may also split tuition hours between different indexes by entering multiple lines of tuition for the same semester (e.g. 4 hours on index 000001, 5 hours on index 000002).
• If you need to correct or change a line of tuition information, modify the applicable fields as needed.
• To remove a line of tuition information, delete all data entered in the Index, Credit Hours, Differential and GPSA/Course Fees fields, uncheck Dissert Only if needed, and set the Term to “---Select a Term---“.