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!