Creating A Graduate Appointment Authorization

Instructions for Creating a Graduate Student Appointment Authorization.

Owners: Graduate School Coordinators

Step-by-step

Note: guide

Before

Loginyou 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 HumanHR Resourcesand 9.2.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 Mainmenu Menuon navigatethe left, select Add Graduate Appointment

Choose 'New Appointment', and then hit next

On this next page you will need to the Manager Self Servicefill in the dropfollowing down>CU Graduate Authorization>Add Graduate Authorization.

information:

Once

1. Input the Student ID number (if you do not know the students ID, click on the Typemagnifying ofglass, Actionand screenyou can search by name)
2. Effective Date: select the radialdate buttonthat foryou Createare Appointment. Click Next

The next screen is formaking the studentappointment information.

Input Mostthe Department number (click the magnifying glass to search by name)

Input the ID number of the students advisor (click the magnifying glass to search by name)

For advisor department number, click the magnifying glass. Typically, one or two options will automaticallypop loadup. Select applicable.

In the Graduate Coordinator ID box, click the magnifying glass and choose the appropriate coordinator from the Studentlist

ID.

Once Youall 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 allPartial requiredTuition informationScholarship ininformation, the fields before you are able to move to the next step. Click Next

At the Next Screen select the Fiscal Year from the dropdown and click Next

The next screen is for entering Award Type; Department Information and Combination Code being used to either apply Tuition; Fees; and/or a Stipend.  If you are NOT paying the student a stipend STOP once you enter the Combination Code and tabjump down to the Tuitionblue section.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

1. Under Award Type, choose the applicable type of award from the drop down list.
   • If you arechoose payingTA, the studentWork aType stipend,and insertFunding 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;dates Hours;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-weeklyweekly)
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 autoenrolled loadedin butfor canthat besemester
changed.  The Total Amount
3. Rate will automatically fill in $1545, however some programs charge $1050/credit, be calculatedsure bythat the system.credit rate

   Useis thecorrect +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 rowsecond 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

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 additionalthe combinationaward
codes
4. Input orthe tuitionamount terms.of Clickcredit Nexthours

   

   the
   student

   *Forwill Graduatebe Assistantshipsenrolled in that aresemester

tuition
5. Rate onlywill pleaseautomatically changefill in $1545, however some programs charge $1050/credit, be sure that the stipendcredit 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. Total amount towill 0.auto Iffill once the stipendpercent amountof award is 0input
the
8. If formyou will not go to payroll. 

   *When Partial Scholarship is selected You will only be ableneed to add a second semester of award, click the tuitionblue scholarship.

   plus sign at the end of the first line, then repeat steps 1-4\

You

*Partialwill Tuition Assistantship  must useleave the SchoolsResource IDFee notbox anblank. individualOnce all other boxes are filled out, 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 id.if

they offered the award post-admission. 

Once

Before you submitall the form, comments can be added and attachments uploadedhave onbeen thisadded, screenclick to provide additional documentation for anyone reviewing/approving the Graduate Appointment form.  Once you are sure the information on all pages of thesubmit form areand correct,

you're

Click Submit Form

done!

Once submitted your Graduate Appointment will move on for approval. You can check the Status of a form you submitted by following the path Main Menu>Manager Self Service>CU Graduate Authorization>Graduate Authorization Status. Enter the Appointment ID or click Search.