Hiring Students: Information for Faculty
Faculty who hire and supervise student employees should familiarize themselves with GSD Student Payroll procedures and are encouraged to post open jobs to CREATE. Before hiring a student employee to support your course, research, or other activity, please review the following points:
- Verify the funding source available to support the position, and identify how many hours of work per week this funding can support (and for how many weeks).
- Determine the position type/title, based on the assigned responsibilities (see Student Employment Roles, below).
- Note: TAs are not permitted to hold office hours. If your course requires a TA who will give tutorials, hold office hours, etc. you may need to hire a Technical TA rather than a standard course TA. See Pilar Raynor Jordan for guidance.
- If the position for which you plan to hire is part of the HGSU-UAW bargaining unit, which includes Teaching Assistants (TAs), Teaching Fellows (TFs), and Research Assistants (RAs), complete the online learning module, “An Introduction to the Harvard Graduate Students Union-UAW Contract for Harvard Faculty” training.
- Post a job ad to CREATE (see sample TA job descriptions below).
- Once you identify your top candidate, contact Pilar Raynor Jordan to complete the hire paperwork.
No work may be assigned until a GSD payroll coordinator has verified a student’s work eligibility and all hiring paperwork has been completed.
To post a job in CREATE, follow these steps:
-
- Review Career Services Recruiting Policies and Guidelines
- Open an account on CREATE (note: your account will be that of an “Employer”)
- Complete/update the Employer/Contact Information page
- Use “Harvard GSD” as the Organization Name (all Harvard information will auto-populate)
- Enter the job details
- Click on “Submit” (note: the posting will be viewable by students/alumni within 2-4 days)
- For future postings, you can post opportunities directly by signing into your CREATE account and clicking on “Jobs>Add New”
Helpful hints for job postings:
- Add the course name in the job title
- Hyperlink to the course description within your posting
- Be sure to include any specific criteria required for the job, such as a particular technical skill or having completed a particular course
- Only include responsibilities as indicated on the position pages provided in the sections below
If you wish to hire a teaching assistant, for instance, from within your course, you may note that in the description or simply announce the job opportunity and method for applying to your class in lieu of posting to CREATE.
The GSD’s Office of Career Services collaborates with faculty to assist with their student employment needs for Research and Teaching Assistants. Visit the Career Services: Faculty page to learn more.
Student Employment Roles:
- Teaching Assistant
- Doctoral Grader
- Research Assistant
- Research Fellow
- Teaching Fellows
- Technical & Administrative Positions
Finding a Teaching Assistant (Harvard Graduate Student Union Position)
For Option Studio Instructors
Many Option Studio instructors prefer to hire a Teaching Assistant (TA) who is also enrolled in their studio. This allows the TA to attend studio sessions, site visits, and reviews.
After ensuring the TA position will only include responsibilities as indicated on the Teaching Assistant page, you can make a selection through one of the following means:
- Announce to all your option studio students in person, via Canvas, or by email that you are looking to fill the TA job opening and that all interested candidates submit a resume and letter of interest to aid you in your selection process.
Or
- If your TA does not need to be enrolled in the studio, post the job to CREATE (see instructions above).
View Sample Teaching Assistant Posting for guidance.
After interviewing student candidates and selecting a particular student to fill your TA role, agree on terms and responsibilities with the selected student and have the student complete the hiring paperwork. No work should begin until a GSD payroll coordinator has verified a student’s work eligibility and their hire paperwork has been completed.
Payment for the work completed by a TA comes out of the course budget. Hiring paperwork must be signed by the supervisor and submitted to Pilar Raynor Jordan within 3 days of the start of work. For students with work-study, be sure they have submitted their online work-study authorization request. If not submitted, we are required to charge 100% of a student’s pay to your course budget until the required paperwork is submitted.
Students are required to submit approved timesheets by the end of the week the work was performed. It is required by Massachusetts law that individuals be paid within 6 days of the end of the pay period. Students should not wait several weeks before submitting timesheets. This creates issues if the GSD is audited and prevents us from keeping accurate records on your accounts and avoiding budget deficits.
Students can work a maximum of 20 hours/week in total, inclusive of all jobs combined at the University when classes are in session, and 40 hours/week in total, inclusive of all jobs combined at the University, during breaks. Students should not be incurring overtime pay.
For Core Studio and Lecture/Seminar Instructors
After ensuring the Teaching Assistant position will only include responsibilities as indicated on the Teaching Assistant page, you can make a selection through one of the following means:
- Post the Teaching Assistant job opening in CREATE, noting any specific criteria that may be required (for example, if only those who have recently completed the course will be considered).
Or
- You can also plan ahead by announcing, nearing the end of the studio or course, to all students in person, via Canvas, or by email that you will be looking for TAs for the following year.
View Sample Teaching Assistant Posting for guidance.
After interviewing student candidates and selecting a particular student to fill your TA role, agree on terms and responsibilities with the selected student and have the student complete the hiring paperwork. No work should begin until a GSD payroll coordinator has verified a student’s work eligibility and their hire paperwork has been completed.
Payment for the work completed by a TA comes out of the course budget. Hiring paperwork must be signed by the supervisor and submitted to Pilar Raynor Jordan within 3 days of the start of work. For students with work-study, be sure they have submitted their online work-study authorization request. If not submitted, we are required to charge 100% of a student’s pay to your course budget until the required paperwork is submitted.
Students are required to submit approved timesheets by the end of the week the work was performed. It is required by Massachusetts law that individuals be paid within 6 days of the end of the pay period. Students should not wait several weeks before submitting timesheets. This creates issues if the GSD is audited and prevents us from keeping accurate records on your accounts and avoiding budget deficits.
Students can work a maximum of 20 hours/week in total, inclusive of all jobs combined at the University when classes are in session, and 40 hours/week in total, inclusive of all jobs combined at the University, during breaks. Students should not be incurring overtime pay.
Finding a Doctoral Grader (Harvard Graduate Student Union Position)
Confirm with your Department Manager that your course is eligible for a Doctoral Grader and that the position will only include the responsibilities indicated on the Doctoral Grader page. Post your position to CREATE and, after you select a candidate and agree on the terms and responsibilities have the student complete the hiring paperwork. No work should begin until a GSD payroll coordinator has verified students’ work eligibility and their hire paperwork has been completed.
Payment for the work completed by a Doctoral Grader comes out of the course budget. Hiring paperwork must be signed by the supervisor and submitted to Pilar Raynor Jordan within 3 days of the start of work.
Students are required to submit approved timesheets by the end of the week the work was performed. It is required by Massachusetts law that individuals be paid within 6 days of the end of the pay period. Students should not wait several weeks before submitting timesheets. This creates issues if the GSD is audited and prevents us from keeping accurate records on your accounts and avoiding budget deficits.
Students can work a maximum of 20 hours/week in total, inclusive of all jobs combined at the University when classes are in session, and 40 hours/week in total, inclusive of all jobs combined at the University during breaks. Students should not be incurring overtime pay.
Finding a Research Assistant (Harvard Graduate Student Union Position)
Confirm with the Academic Affairs Business Office that funding is available to support a Research Assistant (RA). After ensuring the Research Assistant (RA) position will only include the responsibilities indicated on the Research Assistant page, post your position to CREATE. Be sure to include any specific criteria required for the job, such as a particular technical skill or having completed a particular course. In cases where you wish to hire a TA from within your course, you may note that in the description or simply announce the job opportunity and method for applying to your class in lieu of posting to CREATE. View Sample Research Assistant Posting for guidance.
Once you select a candidate and agree on the terms and responsibilities, have the student complete the hiring paperwork. No work should begin until a GSD payroll coordinator has verified students’ work eligibility and their hire paperwork has been completed.
Payment for the work completed by an RA comes from the faculty research account. Hiring paperwork must be signed by the supervisor and submitted to Pilar Raynor Jordan within 3 days of the start of work. For students with work-study, be sure they have submitted their online work-study authorization request. If not submitted, we are required to charge 100% of a student’s pay to your research budget until the required paperwork is in.
Students are required to submit approved timesheets by the end of the week the work was performed. It is required by Massachusetts law that individuals be paid within 6 days of the end of the pay period. Students should not wait several weeks before submitting timesheets. This creates issues if the GSD is audited and prevents us from keeping accurate records on your accounts and avoiding budget deficits.
Students can work a maximum of 20 hours/week in total, inclusive of all jobs combined at the University when classes are in session, and 40 hours/week in total, inclusive of all jobs combined at the University, during breaks. Students should not be incurring overtime pay.
Finding a Research Fellow (Harvard Graduate Student Union Position)
Ensure the position will only include the responsibilities indicated on the Research Fellow page.
Faculty should consult with the Research Administration office to discuss Research Fellow opportunities.
Finding a Teaching Fellow (Union Position)
The hiring process for Teaching Fellows is managed by the Advanced Studies Program office. A Teaching Fellow is an eligible GSD doctoral student who is assigned to assist faculty in teaching select required courses; only a limited number of courses are assigned Teaching Fellows, following established criteria.
Priority Criteria for Assignment of Funded Teaching Fellows:
- Course is a program requirement
- Course is a large lecture with over 50 expected to enroll
- Discussion Sections are required in addition to lectures
- Course has only one instructor
- Doctoral student’s specific expertise is needed to teach a portion of the class
- If funded TFs are available, exceptions may be made for courses such as:
- Electives with enrollment over 50
- New courses that require development assistance
Faculty and instructors are invited to submit a request for the assignment of TFs to courses in the upcoming academic year. Ensure the position will only include the responsibilities indicated on the Teaching Fellow page. Effort is given to accommodate requests while balancing the needs of faculty, students, and the school.
Funded TFs are assigned to courses by a committee consisting of the Executive Dean, Associate Registrar, and the Advanced Studies Program Directors, and coordinated by the ASP Program Administrator. Faculty should not consider arrangements for a funded Teaching Fellow confirmed until notified in writing by the ASP Administrator, Margaret Moore de Chicojay.
In rare cases, faculty teaching courses that are not eligible for a TF may request to hire a Doctoral Teaching Associate (DTA) to support their course. DTAs may be assigned work comparable to that of a TF, including conducting teaching sections, tutorials, and design critiques. They may also read papers, review designs, recommend grades and assist in supervising independent study projects. DTAs may not be responsible for the structure and content of a course, may not offer more than one lecture in the absence of the faculty instructor of record, and may not assign course grades. DTAs must comply with their visa terms, if any, including the stipulation that the sum of all their employment cannot exceed 20 hours per week. These assignments must still be approved centrally; contact ASP Administrator, Margaret Moore de Chicojay.
TF assignments for fall and spring will be communicated to faculty over the summer. These assignments are subject to change.
Filling Technical and Administrative Positions (Non-Union Positions)
Faculty and staff wanting to hire student workers at the GSD should familiarize themselves with the GSD Student Payroll procedures. Ensure the position will only include the responsibilities indicated by your GSD Payroll Coordinator.
Available Technical and Administrative positions at the GSD should be posted on CREATE. Positions posted on CREATE will reach a broader audience. Each year, incoming students have access to CREATE beginning in mid-August. This is a good time to begin your recruitment process for these roles. Postings can be updated and reposted as often as needed throughout the year.
View Sample Technical and Administrative Posting for guidance.
Hiring paperwork must be signed by the supervisor and submitted to your GSD Payroll Coordinator within 3 days of the start of work. For students with work-study, be sure they have submitted their online work-study authorization request. If not submitted, we are required to charge 100% of a student’s pay to your budget until the required paperwork is submitted.
Students are required to submit approved timesheets by the end of the week the work was performed. It is required by Massachusetts law that individuals be paid within 6 days of the end of the pay period. Students should not wait several weeks before submitting timesheets. This creates issues if the GSD is audited and prevents us from keeping accurate records on your accounts and avoiding budget deficits.
Students can work a maximum of 20 hours/week in total, inclusive of all jobs combined at the University when classes are in session, and 40 hours/week in total, inclusive of all jobs combined at the University, during breaks. Students should not be incurring overtime pay.