Grant-Funded Hiring and Payroll

Hiring Full-Time Employees (100% Grant-Supported)

To hire a full-time employee on a sponsored project, the PI/PD should consult with ORSP Post-Award Administrator and the HR office to be advised on hiring policies and procedures. 

The Office of Research and Sponsored Programs is fiscally responsible for ensuring grant Project Directors stay within their budget and are in compliance with grant rules and regulations. Therefore, it is important that Principal Investigators and Project Directors understand Kean’s student payment types.

Many departments offer an additional source of funding to students in the form of stipends. Stipends may be awarded to students after the completion of some service (e.g., participation in a mentorship program), or they may be based on other criteria established by the department (e.g., academic merit). The funds for many of these stipend payments come from grants. For student stipend policy and definitions, see SP09 Policy, and additional information on student stipends, see the student participant support.

Learn more and request a student stipend CLICK HERE

Departmental Hiring Responsibilities

• The Principal Investigator/Project Director (PI/PD) is responsible for completing the appropriate hiring forms and obtaining the corresponding approvals. Please ensure all information is accurate and corresponds with the funding and University payment schedules. Additional steps may be required for some positions. 

• Processing time: Estimated 2 weeks or more

Grant-Funded Student & Part-Time Hiring Form Click HERE

Under no circumstances shall a student commence work without official clearance from HR. Failure to follow these instructions may result in delays in processing.

Grant-Funded Student Hiring Questions?

Concerning grant funding for student hiring contact postaward@kean.edu

Concerning HR student hiring required documentation contact Makenzie Carty Email: studenthiring@kean.edu

Concerning Graduate Assistantship hiring contact ga@kean.edu

Student Eligibility

• Undergraduate students must be enrolled in classes to be employed. If employed for the summer, the student must be registered for the fall term.

• Graduate Administrative Assistant (GAA) must be enrolled full-time in at least 9 credits to be employed. Graduate assistantships begin in the Fall semester of the new academic year and continue through the end of the Spring semester (Additional requirements may apply)

• Graduate Research Assistant (GRA) must be enrolled in classes to be employed. Graduate assistantships begin in the Fall semester of the new academic year and continue through the end of the Spring semester. (Additional requirements may apply)

• Academic Specialist position (Graduate student): Enrollment as a graduate student is not a requirement for employment, but candidates must hold a bachelor's degree. This position is often used to hire graduate students during the summer.

Graduate Administrative Assistant (GAA) and Graduate Research Assistant (GRA)

• Appointment Types: Students are appointed for a full academic year (not including winter and summer sessions). Assistantship workload and tuition waiver depend on the type and level of the position allocated.

  • Full-time GAA and GRA positions: Students are required to work a minimum of 15 hours per week and no more than 20 hours per week when classes are in session, receive payment for hours worked, and receive a full tuition waiver.

  • Half-time GAA and GRA positions: Students are required to work 7.5–10 hours per week when classes are in session and receive payment for hours worked and a one-half tuition waiver.

  • Quarter-time GAA and GRA positions: Students are required to work 3.75–5 hours per week when classes are in session, receive payment for hours worked, and receive a one-quarter tuition waiver.

  • Additional requirements apply. See HERE

Academic Specialist 

• Appointment Type: Part-time, Temporary 

  • Under the supervision of a full-time professional employee, Academic Specialists provide part-time, temporary, and professional services to the university. Such functions are performed on an intermittent basis or for fixed periods of a short duration, such as a semester-by-semester basis. Academic Specialists may be compensated on an hourly basis or by contract. Academic Specialists may not work more than 15 hours per week and 42 weeks per year.

​Student Research Assistants

• Appointment Type: Part-time, semesterly. 

  • Compensation for the performance of assigned work. Employer-employee relationship. Can be paid from sponsored project funds, and other internal funding sources. Pay is based on hours worked performing assigned job-specific duties. Salary/ wages disbursed by HR/Payroll. Applicable fringe benefits apply.