A Guide for Graduate Assistants

The right resource at the right time can resolve issues earlier, reduce risk, and support a successful GA experience

Table of Contents

What Type of Issue is Being Raised?

Start here to find the right support.

Questions about your GA duties, expectations, feedback, workload, or potential policy violations.

Emerging Pattern or Risk

  • Repeated concerns
  • Potential policy or legal risk
  • Could escalate to complaint or grievance

Consult HR Early

Get guidance on policy, next steps and risk exposure.

Formal Concern or Complaint

Engage HR immediately. Follow institutional policies and procedures. 

Communication challenges, misunderstandings, disagreements, or concerns not yet rising to a policy violation.

Low Level/Early Conflict

  • One time or isolated conflict
  • Miscommunication possible
  • Relationship tension
  • Not yet a policy violation

Consider the Ombuds Office

Encourage the individual(s) to use this confidential, neutral resource for coaching or mediation.

Reassess After Intervention

If the issue persists or escalates, consider consulting HR.

You’re not sure what the issue is or whether it is policy related, interpersonal, or something else.

Unclear – Get Clarity

  • Gather more information
  • Talk with the individual(s)
  • Consider consulting resources

Start With A Conversation

If still unsure:

  • Consult HR informally
  • Or suggest Ombuds for confidential guidance

Determine Next Steps

Move to HR if policy, compliance, or risk is involved. Suggest Ombuds if the issue is interpersonal or need de-escalation. 

When To Use Each Resource

Use HR When

  • Policy interpretation
  • GA contract and legal interpretation
  • Performance management or discipline
  • Accommodations or leave issues
  • Employee complaints (discrimination, harassment, hostile work environment)
  • Documentation & procedure questions
  • Consistency & fairness across the department

HR = Formal, policy-driven, action-oriented.

Use The Ombudsperson Office When

  • Conflict or tension between individuals
  • Early-stage concerns
  • Informal, confidential support
  • coaching on communication and options
  • Help deciding next steps
  • A neutral third party can de-escalate the situation

Ombuds = Informal, confidential, exploratory

Key Principles

Act Early

Document Appropriately

Consult Before You Act

Maintain Confidentiality

Treat People with Respect and Clarity

How HR and Ombuds Work Together

Ombuds helps with informal confidential, early resolution. HR handles formal , policy driven, action-oriented processes.

Use both resources to support you, your peers, and protect the institution.

Formal Reporting Options

Title IX

For concern about sex discrimination, sexual harassment, sexual assault, dating/domestic violence, stalking, or retaliation based on sex.

Title VII

For concerns about discrimination or harassment based on race, color, religion,sex (including pregnancy), national origin, age (40+), disability, or genetic information.

Hostile Work Enviroment

For ongoing unwelcome conduct based on a protected class that is severe or pervasive enough to interfere with your ability to work or learn.

Bullying

For repeated, unreasonable behavior (verbal, nonverbal, or physical) that intimidates, humiliates, undermines, or interferes with your work or academic performance.

Reports can be made to HR, Title IX Coordinator, or other designated university offices.

Quick Triage Framework

  • 1
    LISTEN AND ASSESS     Understand the issue and its context
  • 2

    LOW-LEVEL/EARLY CONFLICT     Encourage direct conversation, suggest Ombuds for coaching or mediation

  • 3
    EMERGING PATTERN OR RISK     Consult HR informally
  • 4
    FORMAL CONCERN OR COMPLAINT     Engage HR immediately, follow institutional protocols