The Student Research Assistant Program (SRAP) enables faculty and staff to employ undergraduates to assist in research or other college-related work. The program runs from the first day of Fall Semester through the last day of Spring Semester and is not functional during the Summer.
The purpose of the Student Research Assistant Program is to encourage student participants to complete their college careers at the University of West Georgia. It achieves this through enhancing their learning experience, increasing their research and career skills in their chosen fields of study, and engaging them in activities and mentoring relationships that improve their quality of student life.
In addition to reducing undergraduate attrition rates, SRAP projects are intended to meet at least one of the following goals:
1. Contribute in some significant way to the quality of life on campus.
2. Advance a recognized academic or research project.
3. Promote the University of West Georgia and enhance its reputation.
The Student Research Assistant Program (SRAP) moved under the Office of Undergraduate Research in Academic Year 2012-2013. Below is an overview and history of the SRAP Program since it was established in 1986.
Recommendations to the Faculty Senate of the Student Services Committee regarding portions of the President’s Campus Involvement -Employment and Activities Task Force Report (see Appendix for relevant portions).
The Student Services Committee Recommends:
I. That the Faculty Senate endorse the recommendation of the Task Force Report that a special effort be made to provide funds for additional employment opportunities for students, to be channeled into an on-campus employment program, giving special attention to the assignment and nature of the positions funded, so that whenever possible, these positions relate to the undertakings which contribute in some significant way to the quality of the life on campus, the advancement of some recognized academic or research project, or the promotion of the institution and its good reputation.
II. That in order to implement this fund-raising effort:
A. The University of West Georgia Alumni Council be requested to provide at least $20,000.00 as a start-up fund for academic year 1986-87.
B. Grants be sought from outside foundations to expand the fund.
C. That additional funds for 1987-88 and beyond be secured through a major fundraising effort as a new part of the annual “A Day for the University of West Georgia” fund-raising drive.
III. That in the use of these funds, priority be given to a match between the student and job so that the job relates in a developmental way to the student’s academic interests and to his/her future career goals, interests and needs.
IV. That these funds be utilized in such typical ways as the following:
A. Student phone banks for contacting alumni and other potential contributors to the annual fund drive
B. Student assistance in the recruiting of high school students to attend UWG, and
C. Creation of cooperative education positions
V. That the program for administering these funds be organized and operated so that:
A. Continuity, centralization and faculty/administration balance is achieved through having the office of the Vice President for Student Services responsible for administering the program in conjunction with an advisory committee.
B. The advisory committee shall be called the “Student Work Advisory Committee” (SWAC) and shall be a standing sub-committee of the Faculty Senate Student Services Committee.
C. The membership of the Student Work Advisory Committee shall be composed as follows:
1. Three members of the Faculty Senate Student Services Committee, one from each academic school, to be appointed by the chairman of the Faculty Senate Student Services Committee and to include at least one member of the Faculty Senate;
2. One representative from the Career Services Department;
3. One representative from the Financial Aid Office;
4. The program administrator, to be designated by the Vice President for Student Services;
5. One member of the Graduate faculty, to be appointed by the Dean of the Graduate School;
6. One representative from the Office of Development and Alumni Affairs, and
7. One student from the Faculty Senate Student Services Committee, to be appointed by the chairman of the Faculty Senate Student Services Committee.
D. The chairman of Student Work Advisory Committee shall be appointed by the chairman of the Faculty Senate Student Services Committee.
E. In the absence of the chairman of the Student Work Advisory Committee, the program administrator shall have the authority to call a meeting of the committee to handle matters requiring immediate attention. The program administrator shall serve as acting chairman of such a meeting.
F. An official meeting of the Student Work Advisory Committee shall require the presence of a quorum of the committee’s members.
G. Decisions of the Student Work Advisory Committee shall be made by majority vote of those present at an official meeting.
VI. The Student Work Advisory Committee shall be charged with:
A. Creating and using procedures that screen job funding requests in accordance with the goal and criteria expressed in Sections I - V;
B. Ensuring that the funds generated in this new program are not used in ways that replace money currently funded by the college for similar purposes, such as the College Work Study Program, student or graduate assistantships, co-ops jobs, etc;
C. Creating and using channels of communication, procedures and deadlines that make the funds clearly accessible to both students and employers and that use the funds for maximum benefit to both;
D. Maintaining a balance between previously funded jobs and new jobs.
E. Achieving and maintaining quality in the program by annually evaluating each job funded including the gathering of reports designed to reveal if funds were used to maximum effect and in accordance with the criteria from all employed students and their supervisors, and
F. Issuing an annual report to the college community describing how the funds were used.
The Student Work Advisory Committee is charged with overseeing the Student Research Assistant Program.
The responsibilities of the committee include the following:
- Creating and using procedures that screen job funding requests in accordance with the goal and criteria expressed in Sections I-V
- Ensuring that the funds generated in the program are not used in ways that replace money currently funded by the college for similar purposes, such as the College Work Study Program, student or graduate assistantships, co-ops jobs, etc
- Creating and using channels of communication, procedures and deadlines that make the funds clearly accessible to both students and employers and that use the funds for maximum benefit to both
- Maintaining a balance between previously funded jobs and new jobs
- Achieving and maintaining quality in the program by annually evaluating each job funded including the gathering of reports designed to reveal if funds were used to maximum effect and in accordance with the criteria from all employed students and their supervisors.
Student Work Advisory Committee:
Name Department Contact Ms. Stacey Rowland SRAP Administrator/Honors College firstname.lastname@example.org Dr. David Boldt Dept. of Economics/RCOB email@example.com Dr. Michelle Frazier Trotman Scott Dept of Learning & Teaching/COE firstname.lastname@example.org Ms. Caroline McWhorter Department of Budget Services/Business & Finance email@example.com Dr. Ashley Smallwood Department of Anthropology/COSS firstname.lastname@example.org Dr. Ben deMayo Professor Emeritus of Physics/COSM email@example.com Dr. Casey McGuire Art Department/COAH firstname.lastname@example.org
If you have questions or need assistance, please contact Stacey Rowland, Manager of Undergraduate Research at email@example.com.
The program is administered through the Honors College under the guidance of Stacey Rowland, Manager of Undergraduate Research.
Office of Undergraduate Research
1601 Maple Street
Carrollton, GA 30118
Submitting a Proposal
2017-2018 Proposal Information
The Student Work Advisory Committee invites submissions of SRAP project proposals in late February/March each year. Look for the email notification through the all faculty and all staff listserves.
Questions should be directed to Stacey Rowland, Manager of Undergraduate Research, firstname.lastname@example.org.
Requirements and Information
The Student Research Assistant Program enables faculty and staff to employ undergraduate students to assist in research or other college-related work. This program runs from Fall Semester through Spring Semester each academic year.
The purpose of the Student Research Assistant Program is to encourage students to participate in research and other educational opportunities anchored to their chosen fields of study in order to enhance their learning experience, improve their quality of life, advance their academic research skills, and promote the University of West Georgia. The program will also help diminish the attrition rates among under classmen at the University of West Georgia while accomplishing at least one of the following goals:
- Contribute in some significant way to the quality of life on campus
- Advance some recognized academic or research project
- Promote the institution and enhance its reputation
Any Undergraduate student may participate in a SRAP project. The student’s major should be related to the research.
The program runs from August 1, 2016 through May 31, 2017. If your SRAP student graduates at the end of Spring, your student may not work past the last day of Spring Semester. Students may not work during June and special permission is needed to work during July.
POSITION POSTING AND HIRING STUDENT
Prior to initially hiring a student, the SRAP position must be posted through People Admin. See the attached “Guidelines for Hiring a SRAP Student” for step-by-step instructions. Contact Career Services for assistance posting a job through People Admin at email@example.com, or (678) 839-6431.
PARs (Example attached)
ALL PARs must be sent to Stacey Rowland for approval & signature. This includes New Hires, Rehires, and Separations. Budget Services will NOT process SRAP PARs without her approval. Stacey will forward the PAR to Career Services.
At the end of Fall semester if you have not started work on your SRAP project, your funds could be cut.
Projects that haven't employed a student by March 1st will be canceled and the funds will be reallocated to another project.
ALL UWG employees MUST use ADP to record their work hours (paper time cards are NOT acceptable). Time MUST be approved in ADP every TWO WEEKS by the 3:00 PM deadline. A Reminder email when eTime is due is sent out on the All Faculty/Staff Listserves on a bi-weekly basis. The supervisor is responsible for making corrections and recording any in/out punches which should occur after the 3:00 PM deadline prior to applying approval. Once eTime has been approved, the employee should not clock in/out since this will cause an error in the payroll process.
You may elect to have someone else in your department have the responsibility of approving time in ADP. However, that person MUST be able to verify the hours the students actually worked. For instructions for approving student time in ADP, please view the ADP User Guide here: https://www.westga.edu/hr/user-guides.php.
STUDENTS WITH MULTPLE JOBS ON CAMPUS
Students cannot work over 20 hours per week total for all jobs. For instance, if the student is employed in two jobs at UWG and works at one job for 15 hours, the student can only work 5 hours at the other job.
Multiple Jobs and ADP: When a student works more than one job, both jobs are automatically billed to the primary account unless the student transfers the second job to the correct account. In this case, when the student punches in to ADP to begin work in his second job, the student must "Transfer Jobs' so the hours worked are charged to the appropriate department. Please see the link below for ADP instructions for students working multiple jobs: http://www.westga.edu/assetsAdmin/training/Approving_Time_for_Students_Working_More_Than_One_Job.pdf
To keep track of your SRAP student’s hours/spending, you may use the attached Spending Report. Be sure to change the variables and "STARTING AWARD" to the amount you were allocated for your project.
It is your responsibility to ensure that you track your award and the students’ hours/spending. Any and all overages will need to be reimbursed to the SRAP fund by your department.
REQUEST FOR ADDITIONAL FUNDS
You may request additional funds by sending an email to Stacey Rowland with the current status of your project and reason for requesting additional funds. Additional fund requests are considered on a first-come first-served basis. If projects are canceled and funds are returned, these funds may be reallocated to another project.
There are limited funds on a first-come first-serve basis.
SRAP STUDENT RECOGNITION
It is highly encouraged that all SRAP students participate in UWG’s Celebration of Undergraduate Research in the Spring Semester. SRAP student recognition will take place during this event. Details will be provided later in Fall Semester.
Evaluations will be required of both Students and Supervisors at the end of the Spring semester. Students will complete an evaluation of their project and supervisor, while Supervisors complete one of their students.
During the Spring semester, a member of the Student Work Advisory Committee will schedule a visit with the student worker and supervisor to evaluate the progress of the SRAP project.
Outcomes are due at the end of Spring semester when the SRAP program ends. These will need to be submitted electronically to Stacey Rowland by emailing to firstname.lastname@example.org.
- Public Presentation at campus event (Research Day, Big Night/Celebration of Undergraduate Research, etc.)
- Submission for publication in scholarly journal or other professional outlet
- Submission for presentation at professional conference
- Career experience narrative (1 page minimum with supporting letter from career agency)
- Portfolio of work created during project
There is a limited amount of funds set aside each year for student travel related to their SRAP project. These funds will be available on a first come first serve basis, in which ALL required paperwork has been completed and submitted according to the below deadlines and guidelines. Once these funds run out there will of course be no more travel funding for the year. All travel must be completed before the end of Spring Semester.
This funding can be used to ONLY cover travel related expenses - Airfare, Lodging, Meals & Registration. All SRAP student travel must adhere to and be in compliance with the travel rules and regulations enforced by the University of West Georgia. Travel Site
Maximum Amount of Funding Per Project
$500.00 for In-State travel & $950.00 for Out-of-State travel. Please note this is per project NOT per student. Cash advances will not be provided at all.
Required Travel Request Forms & Information
1. Travel Authorization form needs to be prepared and then submitted for approval to Stacey Rowland- Honors College, at least 30 days prior to the travel date.
Travel Authorization Form
Travel Authorization For Student Group Form
2. Student Travel Release form must be signed (by student) and submitted along with the Travel Authorization.
3. Copy of Conference/Convention/Meeting Agenda and Overview
4. Nothing should be purchased, spent or otherwise incurred until your Travel Request has been officially approved.
1. The student will not be paid as this travel is voluntary.
2. The Hotel Tax Exemption form for In-state travel will be used and submitted to in-state hotels.
Hotel Tax Exemption Form
3. Per diem and other travel rules apply
Required Travel Reimbursement Documents
• Due within 10 business days of completed travel - All receipts/documentation/paperwork for reimbursement must be turned in to Stacey Rowland at the Honors College as well as a completed Travel Expense Form
• Reimbursement checks will be made out to the student. No reimbursement checks will be written to professors.
Ultimately, ensuring your students are set up for success and have all paperwork in order is YOUR responsibility as the Supervisor. Failure to meet any of the above rules or deadlines could result in loss of funding. Misinterpretation or error in spending by the student could result in subtraction of those expenses from your SRAP Award.
Please click here to view the UWG Policy for Student Group Travel
Guidelines for Hiring a SRAP student
- If you are rehiring the same student who worked for you or your department last year,
you do not have to post the position. Complete the PAR to rehire the student and
forward the PAR to Stacey Rowland at the Honors College. The PAR will be forwarded
to Career Services and then routed to Budget Services and HR.
- If you are not rehiring a student, then you will need to post the position through People Admin, let the job posting run for 10 business days, then hire the student. Follow the step-by-step instructions below:
- Email Mary Beth Phillips (email@example.com) in Student Employment and ask to be added to People Admin so you can post the job.
- Here's a link to the student employment hiring resources: https://www.westga.edu/student-services/careerservices/student-employment/hiring-resources.php
- Follow these instructions for Creating a Student Posting: https://www.westga.edu/student-services/careerservices/student-employment/assets/docs/Create_a_Student_Posting_jobaid_with_screenshots.pdf
- The Funding Source for SRAP is: 10500-1033101-15300-11000
- The recommended pay rate for a SRAP student is $8.00 per hour.
- Once the job is posted, you may follow these instructions for how to review student applications and create the hiring proposal: · https://www.westga.edu/student-services/careerservices/student-employment/assets/docs/Review_Student_Applicants_and_Create_Hiring_Proposal_jobaid_with_screenshots.pdf
- Once you have an approved Hiring Proposal then you can contact the student with a job offer
- Once a student is selected for hire, process the PAR (see attached example PAR) and send to Stacey Rowland at the Honors House. The PAR will then be forwarded to Career Services then routed to Budget Services.
- If the student has never worked at UWG, send the student to HR to complete all paperwork, including I-9 documents (Passport, I-94, I-20, SS Card). Will need documents for verification (two forms of ID- DL, SS card, birth certificate, passport) and voided check for direct deposit. ** Students must complete HR paperwork within 3 days of sending PAR or Budget Services will contact Faculty Supervisor
- If the student has worked at UWG before, the student will not need to complete paperwork at HR. Complete the PAR as a New Hire/Rehire and forward to Stacey Rowland at the Honors College.
Tips: If you posted a position Spring 2016, you can copy the job, edit and repost it; when creating the job posting, the supervisor lists whether or not they want the student to submit a resume, cover letter, class schedule, etc.; feel free to advertise the job in your class; it is okay if you already have a student in mind, but that student must still apply to the job through People Admin; if you try to submit a PAR without posting the job or without the student applying, your PAR will not be processed; you do not have to require the student to submit a resume, cover letter, etc.
If you need assistance posting a job, please contact Mary Beth Phillips at firstname.lastname@example.org or call (678) 839-6431. All other questions should be directed to Stacey Rowland.
IMPORTANT INFORMATION: Students cannot work over 20 hours per week total for all jobs. For instance, if the student is employed in two jobs at UWG and works at one job for 15 hours, the student can only work 5 hours at the other job.
- If you are rehiring the same student who worked for you or your department last year, you do not have to post the position. Complete the PAR to rehire the student and forward the PAR to Stacey Rowland at the Honors College. The PAR will be forwarded to Career Services and then routed to Budget Services and HR.
Posting a Position
Posting a Position
If you are looking for undergraduate students to assist in your research projects then you've come to the right place! One of the main goal's of the OUR office is to help match up eager student researchers with faculty mentors.
Please email email@example.com with the following information so that we can help match a student researcher with your project:
- Date Available
- Hours per week
- Position Type: Paid, Course Credit, Volunteer, etc
- Number of Positions
- Academic Terms available (fall, spring, summer)
- Required Skills
- Preferred Major
- Preferred Qualifications
- Application Process for Interested Students