Incoming Graduate Assistants

If you are a new student at KU and have been offered an assistantship (Graduate Teaching Assistantship, Graduate Research Assistantship, Graduate Assistantship, or Fellowship), you must prepare to take extra steps after arrival. 

Please be aware: You may need to bring an additional $5,000 to help you until your first paycheck, and possibly more if you need to apply for a SSN after arrival. This is only a recommendation. However, this will help you cover the cost of securing housing and food, purchasing books, and paying fees until your first paycheck arrives.

 

Pre-Arrival

To get paid and enroll for any qualifying benefits (i.e., insurance) for your graduate assistantship work at KU, you will need to complete the HR onboarding requirements.

HR Onboarding has an online component which can be started prior to your arrival in the United States.  You will receive an invitation to your KU email address from kuhronboarding@ku.edu to begin the online onboarding process.  It is very important that you check your KU email account frequently to receive notifications, alerts and other time-sensitive correspondence.  A KU Onboarding Center Representative can work with you via KU email to assist with specific onboarding requirements and any additional questions you may have.

While most online onboarding tasks can be completed before you arrive, certain forms that require a Social Security Number (SSN) and/or visual verification of immigration documents must be finalized after your physical arrival, and in some cases, after you have obtained your SSN. 

Arrival - Fall 2025 

  • ALL graduate students must arrive by August 4th, 2025

  • If you do not have a Social Security Number (SSN), we recommend arriving earlier (if possible) to allow enough time to apply for one. Please plan your finances accordingly.    

    Most check-ins, onboarding, and any required training for your assistantship can only be completed after your arrival in the U.S. (see below). Fall 2025 classes begin on August 18, 2025.

 

Required Steps to complete after arrival:

  1. International Student Orientation (ISO)
  2. Upload required immigration documents (including "Report Your U.S. Arrival" [Upload I-94 e-form]) to iHawk and attend ISS check-ins (immigration document check)
  3. Attend Staying Legal presentation (F-1 & J-1 only) during orientation
  4. Watkins Health Center check-in (for immunizations and vaccinations)
  5. AEC Proficiency Test and/or Speak Test (if applicable)
  6. Open a US bank account
  7. Complete Onboarding with KU – online AND in-person I-9 processes
  8. Possible orientation required by your graduate department or as a new GTA, etc.

  **If you DO NOT have a Social Security Number (SSN):

  1. In-Person SSN application at the Lawrence Social Security Administration (SSA). This is only possible after you have requested an SSN letter and completed the ISS check-in following your arrival. Please see the "SSN Application Process" section below for important details.

 

SSN Application Process (if you do not already have one)

If you do not have a U.S. Social Security Number (SSN), you must apply for one before you can finalize your onboarding process at KU. It can take 1-2 weeks from your arrival to obtain an SSN and be placed on payroll.

Step 1:  Submit the "Request SSN Letter for On-Campus Jobs (F-1)" e-form in iHawk
  • This form can be found on the ‘ISS Check-in Checklist’ under the ‘Requests’ section on the iHawk homepage. The form is available now, and you are encouraged to start the process as soon as possible.
    • If you are a J-1 student (and KU is your program sponsor), please submit the “On-Campus Work Permit Request” e-form instead.
  • Complete the e-form with your information as well as your Employer Contact’s information. Your Employer Contact is the person who offered you the job (such as a faculty member or departmental office staff). If you are unsure who your Employer Contact is, please check with your department before filling out the form.
  • You will need this letter to apply for an SSN. If the e-form is marked as "Follow-Up," no action is needed at this time. We have printed your SSN letter, but it can only be issued after your arrival in the U.S. and will be given to you at your scheduled ISS check-in (during orientation).
  • Please be sure to complete the e-form before your ISS check-in. Again, you are encouraged to start the process now.  
 
Step 2: Complete all required e-forms in iHawk upon arrival on the KU Campus
  • Finish uploading all required immigration documents in the ‘ISS Check-in Checklist,’ including “Report Your U.S. Arrival (Upload I-94)” (only possible after entry into the U.S.) and “Local U.S. Address” e-forms.
 
Step 3: Attend required ISS Check-in
  • Attend one of the following with your original immigration documents:
    • Check-in date/location/time scheduled during International Student Orientation
    • *Early ISS Check-in opportunity before orientation (OPTIONAL)*:
      • Date: Friday, August 1, 2025
      • Location: Room 50, Strong Hall (1450 Jayhawk Blvd.)
      • Time: Anytime between 10:00 a.m. and 2:00 p.m.
  • At the required ISS check-in, an ISS immigration advisor will review all your uploaded immigration documents. Upon review and confirmation of your legal status, the ISS advisor will register/validate your SEVIS record (required before applying for an SSN).
  • The ISS advisor will also issue you the required “F-1 SSN Letter for On-Campus Jobs” (or “On-Campus Work Permit” for J-1 students), which you will need to apply for an SSN in person at the Social Security Administration (SSA) office.
  • The ISS advisor will also provide you with detailed instructions on how to apply for the SSN.
 
Step 4: Complete online SSN application and visit the SSA office in-person
  • Follow the specific instructions given to you during your ISS Check-in.
  • You will be instructed to begin the SSN application online, then visit the Social Security Administration office in Lawrence with your original immigration documents and your online SSN application reference number.

*If you skip this final step and do not visit the SSA office in person with your original immigration documents to complete your SSN application, your SSN will not be issued, and you will not be placed on payroll for on-campus employment.

 

Arrival - Spring 2026

  • Information Forthcoming