UCSB Graduate Division : HandBook

O. Graduate Student Academic Appointments

General Information on Graduate Student Academic Appointments

General Information on Graduate Student Academic Appointments

Academic apprentice positions provide the single largest source of UC Santa Barbara graduate student support. They also constitute an important aspect of graduate training under faculty guidance. All students who receive academic appointment positions must maintain continuous enrollment and remain within normative time-to-degree. Students who have exceeded the time limit for completion of the master's degree (four years) are also not eligible to hold academic appointment positions.

Eligibility

To be eligible for any academic appointment, graduate students must be:

Currently registered and enrolled in at least 8 units (12 units is the normal load)-enrollment in at least 8 units is required for entry into the Graduate Student Fee Remission (GSFR) system for fee-remission credits;
In good academic standing (i.e., have a minimum 3.0 GPA; fewer than 12 units of Incompletes, No Grades, and No Records; and/or not on academic probation or subject to dismissal);
Chosen for academic appointment on the basis of high scholastic standing; and
Certified as having language proficiency in spoken English if their native language is not English, prior to the department's making the offer. The department will make every attempt to provide alternative support until language proficiency has been met; and,
Students in non-degree status, Education Abroad Program (EAP) reciprocity or other non-degree students are not eligible for a student academic appointment.

* NOTE : In situations where appointments are being considered by departments/units other than the student's home department, the employing department must verify the student's eligibility for the appointment with the student's home department. The form may be downloaded at Eligibility Verification from Home Department .

Terms and Conditions of Academic Appointments

The appointment or reappointment must be for a period of one year or less. Graduate students holding these academic appointments should be under the direction of a UC Santa Barbara faculty member. Graduate students in teaching appointments may not supervise or evaluate other graduate students. (For possible exceptions see Section O, "The Appropriate Role of Graduate Students Teaching Other Graduate Students.") You will find additional information regarding student academic appointments in Academic Personnel Procedures for UC Santa Barbara ("The Red Binder") , Section IV: Student Academic Titles.

Students who are appointed to Associate In ___, Reader, Tutor/Remedial Tutor, and Teaching Assistant titles fall under an agreement between the Regents of the University of California and the International Union, United Automobile, Aerospace and Agricultural Implement Workers of America (UAW), and AFL-CIO pursuant to the provisions of the Higher Education Employer-Employee Relations Act (HEERA). Departments are required to post on the campus Web site vacancies in these titles (per Article 21). Academic Student Employee Positions currently available are listed on the College of Letters and Science Web site, Academic Student Employee Positions . For questions concerning the contract, see the UAW and UC Agreement or contact the Academic Personnel Coordinator, College of Letters and Science . It is extremely important that the university complies with the contractual agreement.

All appointments or combined appointments are limited to 50% time (an average of 20 hours per week) during the academic terms. An exception may be granted for a graduate student to be compensated to a maximum of 75% for total service on campus (see the exception process below). The 50% time restriction will apply without exception for international students, dependent upon their visa type or country of origin (consult the Office of International Students and Scholars for further information). All continuing students may work 100% time during the summer, provided they were registered and paid fees for the immediately preceding spring quarter.

The total length of time a student may hold any one or a combination of the following titles may not exceed four years (12 quarters): Teaching Assistant, Associate In ___, Reader, Tutor, and Remedial Tutor. Under special circumstances, an exception may be granted for additional appointments beyond 12 quarters (see the exception process below). Systemwide regulation does not permit graduate student appointment beyond 18 quarters.

The Training and Rights of Academic Apprentices

The Graduate Division encourages all departments to train graduate students to teach and serve as Teaching Assistants and/or to serve as Graduate Student Researchers (GSR). Departments may promote professional preparation of their students by offering classes, colloquia, and workshops to ensure effective teaching and professional development. All departments should ensure that students are well-prepared to assume the responsibilities for teaching undergraduates and to succeed as professional researchers. Increasingly, attention is turning to the preparation of students for roles not just in academia, but also in industry, government, and public service. In addition, new TAs should attend mandatory orientations held prior to the start of the fall quarter. See Instructional Development Consultation for more information.

Graduate students seeking academic apprentice positions as TAs or GSRs have the right to clearly enunciated guidelines for application, selection, and service. Posting and appointment procedures, as well as complaint resolution procedures, for TAs, Readers, Tutors, and Remedial Tutors are specified in the UAW and UC Agreement . Departments should also have written procedures for handling and resolving complaints involving GSRs. Information for GSRs on how to express a concern or file a complaint should be included in the department's student handbooks or communicated in some other formal manner to students in the department.

Exception Process 2009-10

The Graduate Division has delegated to the student's home department the authority to approve certain employment exceptions, when that department is in good standing by virtue of past compliance. (Departments not in good standing will be contacted by the Graduate Division.) Departments are delegated authority to approve or deny the following exceptions: (1) a total of 50-75% appointment in either Graduate Student Researcher, Teaching Assistant, Tutor, or Reader-monthly stipend; and/or (2) 13-15 quarters service in either Teaching Assistant, Associate In ___, Tutor, Remedial Tutor, or Reader-monthly stipend-provided that the student is registered and enrolled in the required 8-12 units and within good academic standing (GPA of 3.0 or higher, fewer than 12-units incomplete, and not on probation or academic degree progress monitoring). Departments should review cases and assess whether the exceptional employment will affect the student's timely degree completion. In situations where appointments are being considered by departments/units other than the student's home department, the employing department must verify the student's eligibility for the appointment with the student's home department, see Eligibility section above.

The Exception to Employment Policy request form must be submitted to the Graduate Division for review at least six weeks prior to the start of the proposed employment in the following instances:

all appointments for Associate In ___ positions;
appointments of graduate students on probation;
students who have already worked in academic appointments 15 quarters or more;
proposals to employ a graduate student at more than 75% time;
employment of students in exception to fellowship requirements; or
in instances where any of the above academic eligibility criteria are not met.

The 50% time restriction will apply without exception for international students, dependent upon their visa type or country of origin (consult the Office of International Students and Scholars for further information).

Graduate Student Health Insurance Program (GSHIP)

All graduate students are assessed a quarterly fee for mandatory Graduate Student Health Insurance Program (GSHIP). Payment of GSHIP for Teaching Assistants, Associates in ___, Tutors, Remedial Tutors, and Readers, who have appointments of 25% time or greater is defined by the UAW contract. Graduate Student Researchers who have appointments of 25% time or greater also receive payment of GSHIP as part of their fee remission benefit. All other graduate students must either pay the fee or obtain a waiver. Students obtain waivers by proving to the Student Health Services Office that they have comparable coverage under another health insurance policy. GSHIP provides year-round and worldwide coverage. For more information students are encouraged to consult the GSHIP Questions and Answers or call the Student Health Office , (805) 893-2592.

Graduate Student Resaercher (GSR) Appointment Title

A GSR (title codes 3276, 3284) is a graduate student who is involved in a faculty member's research project.

Terms and Conditions for GSRs
GSRs are selected for high achievement and promise as creative scholars; they may collaborate in the publication of research results as determined by supervising faculty members. GSRs may not be assigned teaching, administrative, or general assistance duties. The Dean of the Graduate Division must approve all exceptions to appointment criteria. A graduate student must be registered in the previous spring quarter to be eligible for a summer GSR appointment. New international students whose first quarter of registration will be in the fall may not be GSRs prior to the fall unless they register in a summer term due to student visa requirements.

New students whose first quarter of registration will be fall may not be summer GSRs prior to fall unless they register in a summer term.

Departments may set additional hiring criteria beyond what is noted above as long as all students are treated consistently and a current departmental policy is on file with the Graduate Division. Advancements are made upon recommendation by the chair of the department, based on performance evaluations by supervising faculty (which must be documented if advancement is withheld from an otherwise qualified student). Reappointments and advancements are not automatic.

Fee and Tuition Remission for GSRs
Graduate Student Researchers (GSRs) qualify for full fee and tuition remission if they are appointed for at least 35% (working at least 140 hours), in all GSR appointments combined, over the three months of the quarter. Full fee and tuition remission includes the payment of fees, health insurance for all eligible students, non-resident tuition for international students, and non-resident tuition for domestic students during their first year only. Please refer to Fee and Tuition Remission .

These benefits must be paid from the funding source that pays the student's salary. The cost of these benefits will be charged to the funding source monthly. GSRs hired at 25%-34% qualify for partial fee remission, which includes payment of partial fees and health insurance. These benefit charges will also be charged to the salary funding source. Please note, if a student's fees, health insurance, and/or non-resident tuition are being paid by an external funding agency (e.g., foreign government, private agency), they are not eligible for fee remission benefits.

The fee remission policy stipulates that GSRs must be paid the requisite fees at the given percentages of hire outlined above. Principal Investigators may request contingency funds from the Office of Research in cases where the grant funding agency will not allow for the payment of fee remission for GSRs. Block grant, fellowship, or other funds may not be used to augment grants or pay any portion of the fee remission programs.

Teaching Assistant (TA) Appointment Title

A Teaching Assistant (title code 2310) is chosen for excellent scholarship and promise as a teacher, and serves an apprenticeship under the active tutelage and supervision of a regular faculty member.

Terms and Conditions for TAs
The department chair, acting upon nominations made by department members, is authorized to appoint TAs. However, the Dean of the Graduate Division must approve all exceptions to appointment criteria.

New students whose first quarter of registration will be in the fall may not be TAs prior to the fall unless they register in a summer term.

The selection, supervision, and training of all TAs are important responsibilities of the teaching department, and in particular the department chair. All candidates for appointment and reappointment should be subjected to careful review and recommendation.

The TA is not responsible for the instructional content of a course, for selection of student assignments, for planning of examinations, or for determining the term grade for students. A TA should not be assigned responsibility for instructing the entire enrollment of a course or for providing the entire instruction of a group of students enrolled in a course. The TA is, instead, responsible for the conduct of recitation, laboratory, or quiz sections under the active direction and supervision of a regular member of the faculty to whom final responsibility for the course's entire instruction, including the performance of TAs, has been assigned.

Fee and Tuition Remission for TAs

* NOTE : The remissions quoted are consistent with the terms of the current UAW/UC contract. Please be aware that future wages, terms, and conditions are subject to modification based on the collective bargaining process.

Teaching Assistants whose appointment is at least 25% time qualify for a partial fee remission and payment of health insurance.

Associate In_____ Appointment Title

An Associate (title code 1506) provides instruction in a course.

Terms and Conditions for Associate In _____
Minimum qualifications for this position require the possession of a master's degree or equivalent training, and at least one year of teaching experience. All Associate appointments require the review and pre-approval of the Graduate Dean and the appropriate College/School. Associates may not evaluate fellow graduate student appointees (e.g., TAs). If TAs are assigned, a faculty member must be named responsible for the evaluation of the TA(s).

Fee and Tuition Remission for Associate In ________

* NOTE

: The remissions quoted are consistent with the terms of the current

UAW/UC

contract. Please be aware that future wages, terms, and conditions are subject to modification based on the collective bargaining process.

Associates In _____, whose appointment is at least 25% time qualify for a partial fee remission and payment of health insurance.

Readers and Remedial Tutors Appointment Titles

A Reader appointment (title code 2850) is for a student to serve as a "course assistant," which will normally include grading of student papers and final examinations.

A Remedial Tutor (title code 2288 and 2289) assists students in understanding course concepts, discovering solutions to problems, modeling study strategies, developing methods for independent work, and preparing for upcoming exams.

Terms and Conditions for Readers and Remedial Tutors
A Reader should not be given the responsibilities customarily accorded to a TA. Readers will usually be graduate students, but qualified undergraduates may be appointed to this position.

Remedial Tutors may be either graduate students or qualified undergraduates.

Fee and Tuition Remission for Readers and Remedial Tutors

NOTE