CAH Graduate Assistantship Informational Session

1. CAH Graduate Assistantship Informational Session Wednesday, April 24, 2013 1:00 PM CAH 192

2. GTA/GA/GRA Information • www.students.graduate.ucf.edu: Grad Student site • Graduate Student Handbook>Graduate Teaching • www.graduatecatalog.ucf.edu • Financial Information>Graduate Assistantships • www.admin.graduate.ucf.edu/: Faculty/staff Grad site • Staff Guide>Student Finances>Assistantships • Staff Guide>Student Finances>Tuition Remission • Program Director’s Guide>Graduate Student Finances>Assistantships • Program Director’s Guide>Graduate Student Finances>Graduate Teaching Requirements • Faculty Guide>Graduate Student Finances>Assistantships • www.admin.graduate.ucf.edu/formsnfiles: Forms can be found at this link beginning with “FIN ASST”.

3. Academic Requirementsfor all GA/GRA/GTA Position Codes • Fulltime Enrollment: • 9 hours minimum • 3 hours of thesis or dissertation* • Must be in good academic standing and making progress toward their degree • Degree-Seeking • Must be accepted into degree program • Non-degree seeking students NOT eligible • Certificate only students NOT eligible * once coursework has been completed

4. Standard Assistantships • 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

5. Assistantship Don’ts • 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.

6. GTA Associates—9183 (Instructor of Record) • Requirements • Complete GTA training sessions • Complete online Grader training • Complete online Assistants training • Complete online Associate training • Complete 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 higher • No “in progress” coursework • Teach undergraduate courses but NOT graduate • Listed as instructor of record in schedule • Receive Performance Assessment each semester

7. GTA Assistants—9184 • 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 • NOT listed in schedule as Instructor of Record • Receive Performance Assessment each semester

8. GTA Graders—9187 • Requirements • Complete online Grader training • NOT listed in schedule as Instructor of Record • No direct contact with students • Receive Performance Assessment each semester

9. Graduate Assistants--GRAs9181, 9182; GAs 9186 • Requirements • Enrolled full-time • Degree Seeking • Eligible Student Status • NOT listed in schedule as Instructor of Record • No teaching or course related responsibilities

10. Assistantship Due Dates 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 10th, 2013 by 5PM • GTA/GA/GRA* Online Assistantship Agreement form – Friday, June 14th, 2013 by 5PM • GTA/GA/GRA* ePAF and hiring paperwork –Monday, July 8th, 2013 by 5PM *For continuing and new students

11. Assistantship Reminders • When completing the Assistantship Agreement, use 2044 for fellowship students (excludes Graduate Dean’s Fellowship) • Write Assistantships for academic year • Start Date: 8/19/13 • End Date: 5/2/14 • Fall only dates: 8/19/13 – 12/13/13 • Assistantship ePAFs submitted late for valid reasons must attach a Late Justification Form explaining the nature of the justification. • 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. 14) is the final deadline even for exceptions.

12. CAH Assistantship Process • Please complete assistantship paperwork early. Don’t wait until the last minute.

13. Assistantship Agreement Approval Workflow

14. New Hire Sign-In Paperwork • MUST contain the following attachments on the hire ePAF(in PDF) • Graduate Assistantship Agreement • Teaching Qualification form (9183 only, if applicable) • Supplemental Form (if applicable) • 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) • 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) • In the ePAF comments section let me know what date you faxed the W-4 and Direct Deposit Form to HR Records and the date the Fair Credit Reporting Act Disclosure Form was approved by HR • Must be completed for all Grad Assistantship job codes

15. Rehire Paperwork • MUST contain the following attachments on the rehire ePAF(in PDF) • Graduate Assistantship Agreement • Teaching Qualification form (9183 only, if applicable) • Fill out only if the instructor is new, the assignment changes, or the teaching discipline changes. • Supplemental Form (if applicable) • 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) • Personal Data Sheet • 3-in-1 Form • Employee Acknowledgement • 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.

16. Supplemental Assignment • 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

17. Late Justification Form • 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. 14, 2013) • The “Last day to complete assistantship hiring” is the final deadline even for exceptions.

18. Semester Break Appointments • Additional compensation is expected • Break periods include: • December/January • Spring Break • April/May • August • 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

19. Changes to GAA • 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. • Changes to job codes require a new GAA form.

20. Resignation Process • Graduate Assistantship students are encouraged to tender a letter of resignation in 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.

21. Termination Before End of Appointment • 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)

22. Termination Continued • 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.

23. Resignation or Termination • Regardless of resignation or termination, the following must be completed: • Exit Checklist – When complete submit 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.

24. GTA Performance Assessment • Evaluation is a requirement of SACS. • For Associates (9183), Assistants (9184), and Graders (9187). • Forms should be sent directly to Grad Studies at the end of each semester. • Spring 2013 GTA Assessments are due to Grad Studies on Monday, May 13

25. Questions ??

26. Reminders! • Email with CAH Dean’s office PIDs associated with GTA Approval workflow • www.admin.graduate.ucf.edu/formsnfiles: Forms can be found at this link beginning with “FIN ASST” • 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 2013 GTA Assessments are due to Grad Studies on Monday, May 13