CAH Graduate Assistantship Informational Session
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Transcript of CAH Graduate Assistantship Informational Session
CAH GRADUATE ASSISTANTSHIP INFORMATIONAL SESSION
Tuesday, April 28, 20181:00 PMCAH 192
www.students.graduate.ucf.edu: Grad Student site Graduate Teaching
www.graduatecatalog.ucf.edu Financial Information>Graduate Assistantships
www.admin2.graduate.ucf.edu/: Faculty/staff Grad siteStaff Guide>Student Funding>AssistantshipsStaff Guide>Student Funding>Tuition RemissionProgram Director’s Guide>Graduate Student Funding>AssistantshipsProgram Director’s Guide>Graduate Student Funding>Graduate Teaching
RequirementsPolicy Guide>Funding
www.admin2.graduate.ucf.edu/formsandreferences: Forms can be found at this link under Forms>“Assistantships” & “Graduate Teaching” and References>“Assistantships”
http://www.cah.ucf.edu/fs/files.php: CAH Hiring documents. Graduate forms can be found under “OPS”
GTA/GA/GRA INFORMATION
Fulltime Enrollment:9 hours minimum 3 hours of thesis or dissertation*
Must be in good academic standing and making progress toward their degree
Degree-SeekingMust be accepted into degree programNon-degree seeking students NOT eligibleCertificate only students NOT eligible
* once coursework has been completed
ACADEMIC REQUIREMENTSFOR ALL GA/GRA/GTA POSITION CODES
• Full Assistantship• 0.50 FTE = 20 hours per week• Fall/Spring stipend: $6,600
• Half Assistantship• 0.25 FTE = 10 hours per week• Fall/Spring stipend: $3,300
STANDARD ASSISTANTSHIPS
Graduate Assistants with a full-time course load should NOT pursue outside employment.
Graduate Assistants are NOT eligible for UCF benefits.Graduate Assistants may NOT be employed simultaneously
under other UCF job codes, e.g. USPS or OPSGRD. Fulltime UCF employees are NOT eligible for assistantship
support.Students may NOT simultaneously be appointed as both an
undergraduate and a graduate assistant.
ASSISTANTSHIP DON’TS
Requirements Complete GTA training sessions
Complete online Grader trainingComplete online Assistants trainingComplete online Associate trainingComplete face-to-face Associate training
Score 55 or higher on SPEAK test (if applicable) Complete 18 hours of coursework in teaching discipline
Grade of “B” or higherNo “in progress” coursework
Teach undergraduate courses but NOT graduate Listed as instructor of record in schedule Receive Performance Assessment each semester
GTA ASSOCIATES—9183 (INSTRUCTOR OF RECORD)
●Requirements• Complete GTA Training
• Complete online Grader Training• Complete online Assistants Training
• Score of 50 or higher on SPEAK test (if applicable) • Supervised whenever presenting material to students,
if possible• NOT listed in schedule as Instructor of Record• Receive Performance Assessment each semester
GTA ASSISTANTS—9184
●Requirements• Complete online Grader training• NOT listed in schedule as Instructor of
Record• No direct contact with students• Receive Performance Assessment each
semester
GTA GRADERS—9187
●Requirements• Enrolled full-time • Degree Seeking • Eligible Student Status• NOT listed in schedule as Instructor of Record• No teaching or course related responsibilities
GRADUATE ASSISTANTS--GRAS9181, 9182; GAS 9186
GTA/GA/GRA* Assistantships must be submitted to the college (CAH) by the following deadline:
GTA/GA/GRA* Allocations in Grad Financials System – Friday, May 15th, 2015 by 5PM
GTA/GA/GRA* Online Assistantship Agreement (GAA) form – Monday, June 15th, 2015 by 5PM
GTA/GA/GRA* ePAF and hiring paperwork – Monday, July 6th, 2015 by 5PM
*For continuing and new students
ASSISTANTSHIP DUE DATES
When completing the Assistantship Agreement, use 2044 for fellowship students (excludes Graduate Dean’s Fellowship)
Write Assistantships for academic year Start Date: 8/24/15 End Date: 5/9/16 Fall only dates: 8/24/15 – 12/18/15 Spring only dates: 1/11/16 – 5/9/16
• Assistantship ePAFs submitted late for valid reasons must attach a Late Justification Form explaining the nature of the justification. (Used for assistantships submitted between Aug. 15 and Sept. 15)
• Include details for justification• Must be signed by College Associate Dean (Lynn Hepner)• Paperwork submitted after the deadline with incomplete or missing justification will be
recycled• The “Final day for completing assistantship hiring” (Sept. 15) is the final deadline even for
exceptions.
ASSISTANTSHIP REMINDERS
Departments allocate waivers in
online Graduate Financial System by
May 15th.
Departments initiate online Graduate
Assistantship Agreement in
Graduate Financial System. Form should
be in the approval workflow by June 15th.
(see workflow slide for approval workflow)
Departments complete GAA, ePAF,
and all associated hiring paperwork by
July 6th.
ePAF and hiring paperwork goes to Suzanne Lin and
Cathy Radzai (CAH Personnel and
Budget) via the normal ePAF workflow.
HR
CAH ASSISTANTSHIP PROCESS
● Please complete assistantship paperwork early. Don’t wait until the last minute.
Ready for ePAF and hire paperwork
Student
Cathy Radzai (CAH Budget)
Suzanne Lin (CAH Personnel)
Lynn Hepner (CAH Academic)
Trisha Farmer (CAH Academic)
Chair (Department)
DAL, if needed (Department)
Originator (Department)
ASSISTANTSHIP AGREEMENT APPROVAL WORKFLOW
MUST contain the following attachments on the hire ePAF (in PDF) Graduate Assistantship Agreement (attach as HR_HIRE_empl. ID_Last name) Teaching Qualification form (9183 only, if applicable). Attach as HR_TQ_empl. ID_Last name Supplemental Form (if applicable). Attach as HR_SUPP_empl. ID_Last name Late Justification Form (if applicable). Attach as HR_LATEJUST_empl. ID_Last name Attach the following as: HR_HIRE_Empid_Name (Ex: HR_HIRE_1234567_Smith)
Personal Data Sheet 3-in-1 Form Employee Acknowledgement Retirement Notification form Employment of Relatives Form (if applicable) Email from HR indicating the background check was submitted
I-9 completed by employee online at www.newi9.com (you must verify supporting documentation in person)
Fax the following to HR Records (407) 823-3507 W-4 Direct Deposit Auth Form (w/voided check or official bank doc/ltr)
NEW HIRE SIGN-IN PAPERWORK
MUST contain the following attachments on the rehire ePAF (in PDF) Graduate Assistantship Agreement (attach as HR_HIRE_empl. ID_Last name) Teaching Qualification form (9183 only, if applicable). Attach as HR_TQ_empl. ID_Last name
Fill out only if the instructor is new, the assignment changes, or the teaching discipline changes. Supplemental Form (if applicable). Attach as HR_SUPP_empl. ID_Last name Late Justification Form (if applicable). Attach as HR_LATEJUST_empl. ID_Last name
Employees who have been off payroll for over 1 semester to under 1 year will require rehire sign-in paperwork: Attach the following as: HR_HIRE_Empid_Name (Ex: HR_HIRE_1234567_Smith)
Retirement Notification form Employment of Relatives Form (if applicable)
I-9 completed by employee online at www.newi9.com (you must verify supporting documentation in person)
Does not include summer since it’s considered one semester, not over one semester.
If an employee is off of Payroll for less than 120 days, an ePAF and applicable graduate assistantship paperwork is only needed.
REHIRE PAPERWORK
• Used for students working over 20 hours per week but under 40 hours per week.
• Must be specially requested by the department • May request for multiple semesters on one form;
approval for future semesters contingent on review of academic performance
• NOT required for official school breaks• NOT required in the summer semester
SUPPLEMENTAL ASSIGNMENT
● Late documentation will be considered on a case-by-case basis only for extenuating circumstances. Valid reasons include:
• Appointments on grants and contracts receiving funding notification after these deadlines• Appointments as GTAs for newly opened class sections• International students arriving late due to unexpected visa delays (please alert ISC)• Late resignation of a previous appointee
● Assistantship ePAFs submitted late for valid reasons must attach a letter explaining the nature of the justification. Please include the details of the justification. The letter must be signed by your College Associate Dean, approving the late justification. Please also attach some form of documentation for the justification (e.g. the notification of the award date of the grant).
● To be used between the “Last day to submit financial support documentation” (August 15 for domestic and August 29 for international students) and the “Last day to complete assistantship hiring” (Sept. 15, 2015)
● The “Last day to complete assistantship hiring” is the final deadline even for exceptions.
LATE JUSTIFICATION FORM
Additional compensation is expected Break periods include:
December/JanuarySpring BreakApril/MayAugust
How to handle?Clearly explain expectations for assistantship appointments to your
students.Include additional funds to cover break times in multiple term contract.Another option is to write additional assistantship to cover break period.No Supplemental Assignment approval needed
SEMESTER BREAK APPOINTMENTS
● During the semester, you may have minor changes to the GAA which can be done without submitting through the workflow. These changes are:
• Change to student enrollment hours• Change to Faculty Supervisor• Updating job assignment (i.e. changing courses)
● Adjustments to BUDGET must go through the workflow. This includes stipend amounts and tuition payments regardless of the funding source.
● Prior to making changes on the GAA, check with Suzanne Lin first for the correct adjusted stipend amount
● Changes to job codes require a new GAA form.
CHANGES TO GAA
● Graduate Assistantship students are encouraged to tender a letter of resignation if they leave their position before the end of their assistantship contract.
● Grad Studies recommends you do an Exit Form for Graduate Assistants (found on Grad Studies website).
● Remind students that leaving appointments early generally means they will owe charges for graduate tuition waivers received.
RESIGNATION PROCESS
● In some circumstances, a graduate assistant’s supervisor may find it necessary to terminate a graduate assistant before the end of the student’s appointment period. The reasons for a premature termination may include, but are not limited to:
• Academic misconduct • Excessive absences • Misconduct in assigned duties • Breach of the UCF Golden Rule (code of conduct)
TERMINATION BEFORE END OF APPOINTMENT
Except in cases of gross misconduct that require immediate termination, a supervisor must follow the procedure outlined below in order to end an appointment early.Verbal Warning: Multiple specific verbal warnings with steps to correct.
Include written documentation, with dates, summarizing student’s response. Written Warning: When verbal warnings do not work, a written warning
should be filled out with corrective measures and signed by student and supervisor.
End Appointment: If problems persist, the supervisor can end the appointment.
TERMINATION CONTINUED
● Regardless of resignation or termination, the following must be completed:
• Exit Checklist – When complete submit a copy to Suzanne Lin in CAH Dean’s Office
• Termination ePAF• If student leaves in the middle of semester, please contact
Suzanne to find the correct termination date.• If student is graduating at the end of the semester, no
termination ePAF required but the exit checklist is still required.
RESIGNATION OR TERMINATION
●Evaluation is a requirement of SACS.●For Associates (9183), Assistants (9184), and
Graders (9187).● Forms are now completed on
PeopleSoft/Campus Solutions. ●Spring 2015 GTA Assessments are due to Grad
Studies on Monday, May 11
GTA PERFORMANCE ASSESSMENT
Questions ??
● Email with CAH Dean’s office PIDs associated with GTA Approval workflow
● www.admin2.graduate.ucf.edu/formsandreferences: Forms can be found at this link under Forms>“Assistantships” & “Graduate Teaching” and References>“Assistantships”
● GradInfo: https://www.gradinfo.ucf.edu/● CAH Graduate Informational Session will be held in August ● CAH Grad Curriculum Session will be held in August● Spring 2015 GTA Assessments are due to Grad Studies on Monday,
May 11● Summer 2015 CAH Academic Calendar will be sent out by email soon
but please be aware that all Restricted Registrations and Override forms are due to me by May 14 at 3pm for Summer A, C, and D.
REMINDERS!