This page outlines how and when to create a student appointment in GAP.
GAP (Graduate Appointment Portal)
The GAP system is used for all tuition aid awards and for most TA/RA appointments.
There are instances when a student might be hired as a Student Hourly Worker. In those instances, hire via the Atlas System.
If the student is being hired on a grant, consult with Constance Giammattei
- CRE RA Appointment Policy: Match the Salary/Tuition rates offered by DUSP
- CRE TA Appointment Policy: Match the Salary rates offered by DUSP. No tuition benefit for CRE TAs.
Entering a Student into GAP
- Select "Create New" and identify the kind of appointment you're creating, and the semester it will be for. (Fellowship/RA/TA)
- Select the student from a drop-down menu.
- Note: some dual degree students don't show up. You will need to contact their home department administrator to input an award on your behalf.
- Input the amount of tuition and/or salary for the entire semester the student will be receiving.
- Input the account(s) the funds will be coming from
- GAP uses percentages not monetary amounts, so if you have to split an award, you must use percentages.
- You may then enter the students advisor to alert them to the award (not necessary)
- Always be sure the list of individuals selected to receive a copy of the award include current fiscal officer Cheryl Gillespie, Director of A+F, Bettina Urcuioli, the student, and if there is a name followed by "CO XXXXXXX", that individual is the administrator of the identified CO, and should be included as well.
- For any RA appointment, you will need to include Supervisor and PI.
- For any TA appointment, you will need to include the Instructor and Course number.
- For both RA and TA appointments, you will need information on Job Responsibilities, Schedules, and an information that the student needs to know.
- You may want to include a message to the student letting them know their award is in process and it will be reflected on their account shortly.
- Select "Submit"
- If you have some, but not all, information for an appointment, you may instead fill in what you know and select "Save and Exit" while you wait for other pieces of information.
Out of Balance Reports
- You will receive an out-of-balance report if a student has been over awarded funding (Usually due to early graduation or leaves)
Salary Max
- The system will flag anything 15% above the standard MIT rate
Reasonable Compensation
- Per IRS regulations, TA and RA appointments cannot be tuition-only awards.
- If the student is in need of both tuition and salary, and the tuition shortfall is greater than 66.31% than the total shortfall (tuition + salary), reasonable compensation rules will be applied to distribute the dollar amounts better salary and tuition components of the award, based on the 64/36 ration
See Also
Refer to the OGE page for Graduate RA/TA Salaries