GSAS
Overview
The GSAS Form is the appointment form used to appoint Teaching, Research and other Graduate Assistants. The GSAS Form is now available through myUK.
Note: In the case of out-of-program hires, hiring departments now initiate the GSAS form in myUK instead of sending the "GSAS Form for Hiring Departments" to the program department for entry. See the instructions for more details.
Getting Started
Instructions for Entering GSAS Forms
How to View Submitted GSAS Forms
Exception to GSAS Business Procedures
A Few GSAS Pointers
Q: My student is on a training grant. Do I need to enter a GSAS?
A: No. GSAS forms should not be entered for students on training grants.
Q: What if I am hiring a student for a half-assistantship and another department is hiring them for the other half?
A: In situations where the student will be hired by two departments in the same term, both assignments must be entered on one form. The two departments need to coordinate and only enter one form. This is part of the logic behind routing out-of-department hires GSAS contracts to program departments for review and approval. If a program department receives a request from a hiring department to hire their student for a half-assignment but the program department plans to hire them for the other half, they should reject the form and coordinate with that hiring department to get both half-assignments submitted on one form.
Q: How do I enter an LTJ Fellowship?
The enhanced full $15,000 LTJ Fellowship agreements were initiated fall 2019, and no GSAS is required nor should be entered.
A: The original half LTJ Fellowship agreement required a matching payroll assignment. The spring 2021 term is the final term for those few remaining matching agreements which carried stipends in the amount of $4500-$7500. Enter a GSAS for these matching agreements only. When entering, select LTJ as half-time, then select "Add Position" to add the matching half assignment to which the LTJ will be linked. If you have any questions, please contact Ossilyn McQuesten @ omcqu2@uky.edu.
Q: What should I enter for the UT Account number?
A: The UT Account number is the Universal Tuition account (cost center or grant) from which the assistant's tuition will be paid. If you know this information, enter it. If you are unsure of your account number or there will be more than one account used, enter your departmental account. You will have the opportunity to edit or add account numbers at invoicing time.
If the student has received a Dean's Scholarship, enter 1234567890 for the UT Account.
Frequently Asked Questions
Q: What if the system says I am not authorized to create forms?
A: First, determine what level of access you need. If you personally enter GSAS forms for your department, you will need GSAS-Entry access. If you only need to be able to view form information, you should request GSAS-View access.
Contact Kevin Johnson to request either entry or view access. He will need the organizational number (typically an 8-digit number beginning with a 3) and myUK userID to grant access.
Q: I need to make changes to a form I submitted. Can I do that?
A: Changes require a new form be submitted. Contact Kevin Johnson to request that the previously submitted form be canceled. Once you have done this, you may enter a new form.
Q: What should I enter for the UT Account number?
A: The UT Account number is the Universal Tuition account (cost center or grant) from which the assistant's tuition will be paid. If you know this information, enter it. If you are unsure of your account number or there will be more than one account used, enter your departmental account. You will have the opportunity to edit or add account numbers at invoicing time.
If the student has received a Dean's Scholarship, enter 1234567890 for the UT Account.
Q: I receive the error "Contract should not span multiple academic years, reselect sessions." What do I do?
A: Click back to the Year & Term screen and confirm that you do not have terms checked for more than one academic year. The example below shows an entry that will result in this error. You cannot select terms in both 2014 and 2015 academic years. Deselect terms that fall in the previous academic year and then click continue again to attempt the submission again. Academic years run Fall, Winter, Spring, Summer 1, Summer 2.
Q: Who approves these?
A: Contracts entered for in-program hires route directly to the student for approval. The student receives an e-mail with a link that takes them to a designated area of myUK where they can review and accept their GSAS contract. Once all approvals are complete, an e-mail is sent to the originator of the form letting them know.
Contracts entered for out-of-program hires route to the DGS/DGS Staff of the student's program department alerting them to the fact that another department wishes to hire their student. If the program department agrees, they approve the form and then it routes to the student for approval. The student receives an e-mail with a link that takes them to a designated area of myUK where they can review and accept their GSAS contract. Once all approvals are complete, an e-mail is sent to the originator of the form letting them know.
All contracts are reviewed by the Graduate School.
Q: How can I print a copy?
A: Unfortunately, at this time, there is no way to print a copy of the GSAS contract. Developers are working on correcting this issue. However, in the interim, should your student need proof of the assistantship for I-20 purposes or other reasons, the International Center will accept an offer letter supplied by the department that details the terms of the assignment. We apologize for any inconvenience the current lack of a printable form may cause.