Guide - Graduate Assistantship Employment Eligibility (GRAEE)

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Grad Assistantship Eligibility

Overview

The Department of IT, in partnership with The Graduate College, has developed GRAEE—the Graduate Assistantship Employment Eligibility tool designed to give hiring departments streamlined access to essential student data relevant to graduate assistantship eligibility. GRAEE is maintained by The Graduate College in collaboration with Technology Resources, ensuring that departments can efficiently review and assess student information as needed to support their hiring processes.

Graduate Assistantship Eligibility Checklist

Graduate Degree-Seeking

Graduate Assistants must be primarily enrolled in a graduate-level degree-seeking program (excludes those in undergraduate, TXST Certificate, Teacher Certification, and Non-Degree programs as well as Graduating Seniors).

Regularly Admitted

Graduate Assistants must have been regularly admitted (conditional admission allowed only by petition* for Non-Exempt GA/DA or GRA/DRA; IA/TAs require regular admission without exception)

Good Academic Standing

Graduate Assistants must be in good academic standing (academic probation allowed only by petition* for Non-Exempt GA/DA or GRA/DRA; IA/TAs require good academic standing without exception)

In 9-12 Graduate Hours

Graduate Assistants must be enrolled in a minimum of 9 and maximum of 12 graduate credit hours each fall and spring semester of employment (exceptions for fewer or more hours require petition*).

*Petition Process: 

  • Employers hiring Non-Exempt Graduate/Doctoral Assistants (Non-Exempt GA/DA) or Graduate/Doctoral Research Assistants (GRA/DRA) may petition the Dean of The Graduate College for exceptions related to 1) conditional admission, 2) probation, and/or 3) credit hours. 
  • Employers hiring Instructional and Teaching Assistants (IA/TA) may petition the Dean of The Graduate College for exceptions related to credit hours only. All other requirements must be met without exception.

Petitions may be submitted by email to gcassistantship@txstate.edu (before a PCR is created) and must include the following:

  • student's name, 
  • student's TXST ID number,
  • anticipated semester(s) of employment, and
  • reason/justification for the exception request.

ALL PETITIONS MUST BE SUBMITTED AND APPROVED PRIOR TO CREATING THE PCR.
The Graduate College reserves the right to deny any PCRs submitted for ineligible students.

Navigating GRAEE

Expand FAQ List

  • Access to the Graduate Assistantship Eligibility Evaluation (GRAEE) tool is provided upon request to The Graduate College. Eligibility for access is determined by role or affiliation within a hiring department at Texas State University.

  • Off-campus/VPN Disclaimer

    Due to the sensitive student information presented throughout GRAEE, access to Logi will require either an on-campus device OR an active Virtual Private Network (VPN) session. For more information regarding TXST VPN setup, please visit ITAC's website.


    Graduate Assistant Employment Eligibility (GRAEE): 
    https://tim.txstate.edu/graee/

    You will be asked to sign in using your:

    • Texas State NetID (e.g., abc123),
    • NetID password, and
    • two-factor authentication (Duo)

  • GRAEE requires the student's TXST ID number (e.g., A00123456). While this number should be readily available to you as it is required on the PCR to hire students, you may need to look up the student in the Student Information System (Banner) and/or Reporting System (Logi) prior to using GRAEE.

    Once you have the student's TXST ID number, simply search for the ID as follows:

  • The eligibility criteria for earning and keeping a graduate assistantship position is outlined in the Checklist above.

    As an example, below are two queries of GRAEE for students who a department is iterested in hiring for Fall 2025. The areas highlighted are those which The Graduate College would review to determine eligibility. 

    Notice that one student meets all requirements while the other meets all but one. In the case of this latter example, the department would be required to work with the student's graduate advisor to request an exception for being enrolled in less than 9 graduate-level hours.

    Example 1 (ELIGIBLE/All Requirements Met)

    Example 2 (NOT ELIGIBLE/Petition Required: Lacks 9-12 Graduate-Level Hours")

  • What data is available in GRAEE?

      • Admission Type: (e.g., Regular vs. Conditional Admission)
      • Student Type: Status in the given program (e.g., First Time, Continuing, Readmit, etc.)
      • Application Level: (e.g., Doctoral, Masters. etc.)
      • Application Program: (e.g., Chemistry, Publication Administration, etc.)
      • Application College: (e.g., Applied Arts, Science & Engineering, etc.)
      • Application Degree: (e.g., Master of Arts, Master of Science, etc.)
      • Application Status: the latest status of the application (e.g., Incomplete, Complete, Decision Made)
      • Application Decision: the latest decision rendered on the application (e.g., Admit, Deny, etc.) 

      • Student Term: the effective term of the student's “Learner Record” in Banner
      • Admit Type: (e.g., Regular vs. Conditional Admission) (This value will be reviewed to determine eligibility.)
      • Student Type: Status in the given program (e.g., First Time, Non-Degree, Continuing, Readmit, etc.) (This value will be reviewed to determine eligibility.)
      • Student Level: (e.g., Doctoral, Masters. etc.)
      • Program: (e.g., Chemistry, Publication Administration, etc.) (This value will be reviewed to determine eligibility.)
      • College: (e.g., Applied Arts, Science & Engineering, etc.)
      • Degree: (e.g., Master of Arts, Master of Science, etc.)
      • Student Visa Type: (e.g., F1 - Student Visa, J1 - Scholar Visa, etc.)
      • Completed Grad Hrs: total number of graduate-level hours earned/credited at TXST
      • Academic Standing: (e.g., Good Standing, Probation, Suspension, etc.) (This value will be reviewed to determine eligibility.)
        • Note: “N/A” will be treated as “Good Standing”
      • Conditional Resaon: the requirements of admission (e.g., “earn a ”B" in the first 9 hours of graduate study")

      • Total Hrs: total hours registered for the specific semester
      • Total GR Hrs: “GR” = Graduate Hours; graduate-level (5000 or above) course hours (This value will be reviewed to determine eligibility.)
      • Total GRAS Hrs: “GRAS” = “Graduate Assistantship Hours; graduate assistantship course hours
        • Note: GRAS Hours typically indicated TA/IA professional development courses. Such courses DO count towards the 9-hour enrollment requirement but DO NOT count toward scholarship requirements.
      • Total WD Hrs: “WD” = Withdrawn Hours; hours that were originally enrolled but have been marked as “withdrawn” after the census date for the term

      • Origin: (e.g., SAP-Human Resources data vs. Banner-Student Information System data)
      • Title: Current employment title, number, and status
      • Department: Department of employment (e.g., The Graduate College)
      • FTE: “FTE” = Full-Time Equivalency; a percentage of a normal 40-hour work week
        • 25% FTE = 10 hours/week
        • 50% FTE = 20 hours/week
        • 62.5% FTE = 25 hours/week
        • 75% FTE = 30 hours/week
        • 100%  FTE = 40 hours/week
      • Hire Date: Start of current employment

      • Current Term: Graduate College approved comments/exceptions concerning graduate assistantship eligbility for the current semester
      • Past Terms: Graduate College approved comments/exceptions concerning graduate assistantship eligbility for past semesters
      • Future Terms: Graduate College approved comments/exceptions concerning graduate assistantship eligbility for the future semesters

Additional Training

Individual or group training sessions are available to all program support staff that currently have GRAEE access. Contact The Graduate College directly to schedule a training in person or online.