ORA

Hiring Personnel

Employment of Villanova Graduate Students on to Grants

Job Descriptions 

Graduate Assistant - Duties will be broad and unspecified and will be defined by the faculty member under whom the student works. Students working in this capacity will not necessarily be selected for their technical or educational background. Graduate Assistants may or may not be admitted to a specific graduate program in order to be eligible to work in this capacity. Generally, Graduate Assistants will work no more than 20 hours per week during the academic year but may work full time (40 hours) during the summer months if funding was provided in the grant. 

Research Assistant - Job duties will be specific to research project as defined by PI; will be selected by faculty researcher for his or her technical and/or educational background; and will be assigned work with the expectation of making a significant contribution to the research or sponsored projects. Generally, Research Assistants will work no more than 20 hours per week during the academic year, but may work full time (40 hours) during the summer months if funding was provided in the grant. This job title is usually reserved for second year graduate students. 

Pay rate is determined each year by the University and can be found on ORSP's fact sheet. Effort reports are due before the 12th of each month to trigger salary payment at the end of that month. Both PI and student must sign the effort report. 

Tuition awards are reserved for Graduate students and must be negotiated by the Principal Investigator before the submission of grant proposals.

The tuition allotment for ORSP has been translated to credit hours to achieve the maximum utility of the available funds. Since there is a finite number of credit hour waivers the following guidelines have been established to administer this activity:

  • Tuition waivers will be awarded on a first come-first serve basis.
  • Only full-time graduate students fully assigned and paid on a project supported by external grant or contract funds are eligible.
  • Only projects collecting full overhead are eligible.
  • Students will be granted waivers for a maximum of 9 hours for the Fall semester and 9 hours for the Spring semester and a maximum of 6 hours for the Summer session.
  • Credit hours not taken in the Fall or Spring semester may not be held over to be taken in the Summer. Example: If a student registers for 9 hours in the Fall and 9 in the Spring and then drops to 6 hours in the Spring, the remaining 3 hours may not be taken in the coming Summer session, as per the Administrative Budget committee.

If ORSP is providing a tuition release we will need a copy of the class registration signed by the PI with whom the student is working before an award is executed. Tuition release does not cover general fees per government regulation.

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Employment of Villanova Undergraduate Students on to Grants

Job Descriptions 

Project Assistant - Duties will be broad and unspecified and will be defined by the faculty researcher under whom the student works. Students are chosen based on their technical and/or educational background. The work should be career related. Duties require a fairly high level of independence and responsibility. Assigned work is to be done in an accurate and timely manner. 

Research Aide - Main duty is assisting the supervising faculty researcher in gathering research data. Other duties may require administrative, computer, accounting, and library skills. The hours may vary based on time of year and amount of work needed to be done. Students will be asked to follow directions and be able to act independently and responsibly. 

Project Aide - Duties include library assistance, light technical and clerical work in order to assist supervising faculty member. The job may involve light typing and familiarity with basic office procedures. Students must be able to follow directions and work well with others. 

Lab Aide - Students are required to follow directions given by supervising faculty member. Duties include, but are not limited to, following basic laboratory procedures. Students must be familiar with all equipment/instruments in the lab. 

Pay rate is determined each year by the University and can be found on ORSP's fact sheet. Bi-weekly timesheets will trigger payment. Click below for form and payment schedule. Both PI and student must sign the report.

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Hiring Forms

If a student has received salary payment from VU s/he may already have a Personnel Information Form, I-9 and W-4 on file; there is no need to fill out those forms again. A current Personnel Action Form would then be needed to indicate which index will provide the current salary.

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Timesheet Deadlines

Effort reports for Graduate Students, Post-Doctoral Candidates, and Faculty are due in the Office of Research by the 12th of each month.

Time sheets for undergraduate students are due in the Office of Research twice a month, the Friday before the deadline for the Payroll office. Click to view undergraduate ORSP deadlines and Payroll deadlines.

Quick Links


VU Fact Sheet - Information required by sponsors, including  ID codes, pay rates and other critical info. (last updated: 7/23/13)

ORSP Frequently Asked Questions

The Quick Guide to Submitting Your Proposal

Proposal Internal Transmittal Form

Effort Report for Faculty or Grad Students

Student Time Sheet & Student Timesheet Schedule

Annual Time/Effort Summary Certification Form

Video Lessons:

Accessing your Research 4 Index

How to Fill Out an Effort Report

How to Check Your Grant Balance with NOVASIS

(we recommend maximizing the video)