Creating A Graduate Appointment

Instructions for Creating a Graduate Student Appointment 

Owners: Graduate School Coordinators

Note: Before you begin, if you are preparing a TA or RA appointment, have the assistantship offer letter available. You will reference it when creating the appointment and need to attach a PDF copy later.

Navigate to PeopleSoft HR and then select the Graduate Appointment tile. Please note that the tile may be on the second or third page of tiles. If you do not have the tile available to you, please contact the IT Helpdesk at helpdesk@clarkson.edu to request access.

From the menu on the left, select Add Graduate Appointment

Choose 'New Appointment', and then hit next

On this next page you will need to fill in the following information:

1. Input the Student ID number (if you do not know the students ID, click on the magnifying glass, and you can search by name)
2. Effective Date: select the date that you are making the appointment
3. Input the Department number (click the magnifying glass to search by name)
4. Input the ID number of the students advisor (click the magnifying glass to search by name)
5. For advisor department number, click the magnifying glass. Typically, one or two options will pop up. Select applicable.
6. In the Graduate Coordinator ID box, click the magnifying glass and choose the appropriate coordinator from the list
7. Once all of the boxes are filled in, click 'Next'

Before you can do anything on the next page you will need to address the red box at the top. Input the fiscal year this appointment will be valid in (2025, 2026, 2027, etc.) and the rest of the page fill ins will appear.

The information in this next step will be for a TA or RA appointment. For information on how to add Partial Tuition Scholarship information, jump down to the blue box.

For a Teaching Assistantship or Research Assistantship, the next steps are as follows (click on image to enlarge details):

Award Type and Stipend Information TA/RA

1. Under Award Type, choose the applicable type of award from the drop down list.
   • If you choose TA, the Work Type and Funding Source boxes will auto-fill
   • If you choose RA -
     • Choose applicable option in Work Type drop down for the RA position
     • Select External or Internal for Funding Source
2. Input the Dept ID (if you do not know the department ID number, you can search by name by clicking the magnifying glass)
3. For Combination Code, click the magnifying glass and select the correct code for the account that needs to be used.
   • For TA appointments there will only be one option
   • For RA appointments, the requestor of the appointment will typically give you all or part of the combination code to search with
     
4. The Start and End dates will be indicated in the offer letter, input them here.
5. Hours will always be 40 (as students are only allowed a max of 20hrs/wk and paychecks are bi-weekly)
6. Bi-Weekly ($) should be auto filled. Unless otherwise indicated in the offer letter, you will not need to edit.
7. The total amount should auto-populate once the Start Date/End Date/and Bi-Weekly ($) are input

Tuition 

1. Choose the correct term from the drop down menu
2. In the credit hours box, input the amount of credit hours the student is enrolled in for that semester
3. Rate will automatically fill in $1545, however some programs charge $1050/credit, be sure that the credit rate is correct before continuing
4. Total amount will autofill, as TA's and RA's typically come with a full assistantship
5. If you need to add a second semester of award, click the blue plus sign at the end of the first line, then repeat steps 1-4

When all the boxes are filled out on this page, click next.

How to Add Partial Tuition Scholarship Information

For a Partial Tuition Scholarship (PTS) the next steps are as follows (click on image to enlarge details):

Award Type and Tuition PTS

1. Select Partial Tuition Scholarship from the Award Type drop down
   • The Work Type and Funding Source will auto-fill 
2. Click the magnifying glass next to the DEPT ID box and select the correct department
3. Jump down to the tuition box and select the applicable semester for the award
4. Input the amount of credit hours the student will be enrolled in that semester
5. Rate will automatically fill in $1545, however some programs charge $1050/credit, be sure that the credit rate is correct before continuing
6. Adjust the percent of award to what is stated in the students admissions letter. IF you do not have a copy of the letter available, you can access the students admit letter in Slate.
   
7. You will leave the Resource Fee box blank
8. Total amount will auto fill once the percent of award is input
9. If you need to add a second semester of award, click the blue plus sign at the end of the first line, then repeat steps 1-4
10. When all necessary fields are complete, click next

This is the last page of the appointment. Review all of the information, as this will be the last chance for any edits to be made. If everything looks correct, input a note in the comment box on why you are creating this appointment (ex. New appointment for 2025-2026, continuing appointment, etc.)

For TA or RA awards you will attach the offer letter in the attachments section. For PTS awards, you can attach the students admissions letter or email from the department if they offered the award post-admission. 

Once all the comments and attachments have been added, click submit form and you're done!