Completing the Hiring Paperwork

Please be sure you have been allotted funding to hire an assistantship by your Dean, Chair, or Director (whichever is appropriate for your unit) before you hire a Graduate Student.

Once you have identified your graduate student and both sides agree to the work expectations, it is time to do the paperwork. 

PLEASE NOTE: THE STUDENT IS NOT TO COMPLETE THE HIRING PAPERWORK.

Steps For Hiring Your Graduate Assistant 

  • Fall 2026

    The new electronic SEHF will be initialized by the Graduate College and completed by the hiring unit. For further information, refer to the Graduate Assistant Hiring Guide.

    Teacher of Record (TOR)

    • PLEASE NOTE: Only needed for GTAs that are serving as  Teacher of Record 
    Teacher of Record Form
    • Please DO NOT add the Graduate Dean to the DocuSign workflow. Send completed TOR form with just the Chair’s signature with the contract and SEHF.
    • Please Include a Curriculum Vitae (CV) when submitting Teacher of Record form 

     

    Summer 2026

    Summer hiring is closed. We will continue to process work agreements submitted as of May 5, 2026.


    Exceptions to the deadline with justification should be submitted to Dean Langman at gradassistantships@kennesaw.edu

  • Fall 2026

    Refer to the training guide below for details on the new graduate assistant hiring process. Inside the guide you will find the links to the new work agreement forms.

     

    Summer 2026 Contracts

    Summer hiring is closed. We will continue to process work agreements submitted as of May 5, 2026.

    Exceptions to the deadline with justification should be submitted to Dean Langman at gradassistantships@kennesaw.edu

  • Fall 2026

    The updated submission process for work agreements is outlined in the graduate asistant hiring training guide.

     

    Summer 2026

    Summer hiring is closed. We will continue to process work agreements submitted as of May 5, 2026.

    Exceptions to the deadline with justification should be submitted to Dean Langman at gradassistantships@kennesaw.edu

Process and Timeline

  • Once we have received your hiring paperwork we will notify you of receipt within 24 business hours. If you believe we have received your documentation and you have not received an email indicating receipt within 24 hours please send an email to gradassistantships@kennesaw.edu listing the Supervisor Name, Student Name, and Hiring Department and someone will follow up with you within 24 business hours.
  • Once the paperwork has been submitted to gradassistantships@kennesaw.edu it may take up to two business days before it is reviewed, depending on volume.
  • The Graduate College will review, record and approve the paperwork.  If there are questions or issues the Graduate College will contact the appropriate office for clarification.
  • The faculty/supervisor and the student will receive a copy of the signed paperwork with additional steps required of the student.The assistantship is not confirmed and approved until it has been processed by The Graduate College.
  • The required paperwork is then passed to HR for employment.  Once a student’s hiring paperwork is received by HR, the student will be contacted by the Program Coordinator for Student Employment, with instructions on how to complete new hire paperwork and mandatory onboarding. If you have questions you can contact Sam Garbe, Program Coordinator for Student Employment, at sgarbe@kennesaw.edu or 470-578-3948. HR onboarding must be completed no later than the third day after the beginning of the contract.
  • The student may not begin working until HR has sent notification of clearance to work. Delays in onboarding with HR beyond the scheduled start date will result in a reduction of pay.
  • The Graduate College will request the student's tuition waiver from the Bursars office.  It may take them 5-10 business days to apply the tuition waiver.