GAP (Graduate Appointment Portal)

GAP (Graduate Appointment Portal)

The GAP is used for all 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.

4/11/23-NOTE-The Graduate Student Union (GSU) will impact hiring of RA/TA and hourly workers  Details to come.

7/25/23-Still waiting for details on fall stipends

If the student is being hired on a grant, consult with Constance Giammattei

Refer to the OGE page for Graduate RA/TA Stipends

Entering a Student into GAP

1. Select "Create New" and identify the kind of appointment you're creating, and the semester it will be for.
2. Select the student from a drop-down menu.
   1. 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.
3. Input the amount of tuition and/or stipend for the entire semester the student will be receiving.  
4. Input the account(s) the funds will be coming from
   1. GAP uses percentages not monetary amounts, so if you have to split an award, you must use percentages.  
5. You may then enter the students advisor to alert them to the award (not necessary, but you may want to; I typically do not)
6. Always be sure the list of individuals selected to receive a copy of the award include Cheryl Gillespie, 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.
7. 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.
8. Select "Submit"
   1. 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)

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

MIT IST KB GAP PAGE

• Creating an appointment