VIII. Graduate Student Employment Appointments

• A. Terms and Conditions of Graduate Student Employment
  • 1. Eligibility
  • 2. Language Proficiency
  • 3. Statewide Policy for Academic Student Employees
  • 4. ASE Appointment Limit
  • 5. Workload Maximum (50% Employment Limitation)
• B. Graduate Student Researcher (GSR) Appointment Title
  • 1. Terms and Conditions
  • 2. Fees and Tuition for GSRs
• C. Teaching Assistant (TA) Appointment Title
  • 1. The Training of Teaching Assistants
  • 2. Terms and Conditions for TAs
  • 3. Fee and Tuition Remission for TAs
• D. Associate In __ Title
  • 1. Terms and Conditions
  • 2. Fees and Tuition Remission for Associate In __ Titles
• E. Teaching Fellows
  • 1. Terms and Conditions
  • 2. Fees and Tuition Remission for Teaching Fellows
• F. Financial Aid Emergency Advance

Terms and Conditions of Graduate Student Employment

Graduate student employment provides the single most common source of UCSC graduate student support. It also constitutes an important aspect of graduate training under the supervision of UCSC faculty, researchers, lecturers, and/or other academic professionals. All graduate students who receive academic employment positions must be enrolled graduate students.

Academic Eligibility

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

• Currently registered and enrolled in units. Students on Filing Fee status are not eligible for academic employment appointments.
• Certified as having language proficiency in spoken English if their native language is not English.
• Students are appointed as readers, teaching assistants, or research assistants upon the recommendation of the department or college that supervises them. Appointment is subject to the approval of the appropriate academic divisional dean (Appendix D.IX.D)
• Students on academic notice may receive lower priority for academic appointments at UCSC (including Teaching Assistant, Teaching Fellow, Graduate Student Researcher, etc.).
• In cases where a student’s academic progress is in question, units may consult with the Division of Graduate Studies for eligibility.

The nature and extent of the responsibilities of graduate students appointed as readers, teaching assistants, or research assistants must be reported to the Division of Graduate Studies by the department or college responsible for their supervision by the end of the second week of each term. (Appendix D.III.C)

Additional eligibility conditions are listed in CAPM 700.411.D – Appointment Security.

Language Proficiency

Any student where English is not their first language who wish to be considered for Teaching Assistant opportunities must score a 26 or higher on the Spoken Word portion of the TOEFL iBT. Alternatively, students may enroll in the Graduate Preparation Program to meet this requirement.

An English Language Waiver for Teaching Assistantships may be requested when the student earned a Master’s degree in the United States, at an accredited university, and with experience as a Teaching Assistant at that university. A final transcript indicating that the degree was awarded, as well as a letter from the TA supervisor confirming the applicant’s position, their level of responsibility in the classroom, and their proficiency in English are required to apply for this type of waiver. This waiver is typically requested as part of the admission process. Formal exceptions to this policy may be granted on a case by case basis by the Dean of Graduate Studies.

Statewide Policy for Academic Student Employees

Students who are appointed to Teaching Assistant, Associate Instructor, Teaching Fellow, Reader, Tutor, or Graduate Student Researcher titles fall under agreements between between The Regents of the University of California and the Association of Student Employees, 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). 

BX — Academic Student Employees

BR — Graduate Student Researchers

ASE appointment Limit

System-wide regulation does not permit graduate student appointment in the titles Reader, Teaching Fellow, Teaching Assistant, Associate In__beyond 18 academic quarters. (APM 4.10)

Workload Maximum (50% Employment Limitation)

During academic sessions, graduate students may not be employed in any capacity by the University above 50% service time. An exception to the 50% time rule must be requested from the Division of Graduate Studies, and an increase in the appointment percentage must also be requested from and approved by both the hiring authority and the ASE’s department of study (APM 700.411.F) Federal regulations prohibit the employment of International Graduate Students in excess of 50% time during the academic year. The International Student Services & Programing Advising Office can advise on special circumstances pursuant to a student’s visa that may allow for additional employment.

More information about employment while on a student visa can be found here: F1, J1.

Graduate Student Researcher (GSR) Appointment Title

A Graduate Student Researcher (GSR) is a registered UCSC graduate student appointed to conduct research under the direction of a faculty member, researcher, or other authorized Principal Investigator. Students on Filing Fee are not eligible for academic employment. GSR appointments are typically made at ≤50% time during the academic year, and up to 100% during summer quarter.

Terms and Conditions (GSR)

BR — Graduate Student Researchers

Fee and Tuition Remission for GSRs

Graduate Student Researchers (GSRs) qualify for full fee and tuition remission if they are appointed for at least 25%, 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 eligible students, resident and nonresident tuition if applicable. Fee remission for Professional Degree Supplemental Tuition (PDST) is not covered by this policy. Article 11

These benefits should be paid from the same funding source that pays the student’s GSR salary. Fellowship funds may not be used for this purpose when a student is supported as a GSR. The cost of these benefits will be charged to the funding source quarterly. Please note, if a student’s fees/health insurance/nonresident tuition are being paid by an external funding agency (e.g., foreign government, private agency), they are not eligible for additional fee remission benefits as part of a GSR appointment.

Teaching Assistant (TA) Appointment Title

A Teaching Assistant (TA) is a registered graduate student, chosen for excellent scholarship and for promise as a teacher, and serving an apprenticeship under the active tutelage and supervision of a regular faculty member. Students on Filing Fee or In-Absentia status are not eligible for TA appointments.

The Training of Teaching Assistants

The Graduate Division encourages all departments to train graduate students to teach and serve as Teaching Assistants (TAs). 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. In addition, first-time TAs are required to complete the TA Ethics Module as part of thier first TA appointment attend orientations held prior to the start of the fall quarter. CAPM 700.411

Terms and Conditions for TAs

Supervising Teaching Assistants – The Essentials

Fee and Tuition Remission for TAs

Teaching Assistants (TAs) qualify for full fee and tuition remission if they are appointed for at least 25%, in all ASE appointments combined, over the three months of the quarter. Fee and tuition remission includes the payment of fees, health insurance for eligible students, and resident tuition. Fee remission for Professional Degree Supplemental Tuition (PDST) is not covered by this policy. Article 11

The Associate In__ Title

An Associate In__ is a registered graduate student who has been chosen because of competence to conduct the entire instruction of a group of students in a lower division course under the general supervision of a regular faculty member. Students on Filing Fee or In-Absentia status are not eligible for Associate In__ appointments.

Terms and Conditions for Associates 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 In__ appointments require the review and approval of the Graduate Dean.

Fee and Tuition Remission for Associates In __

Associates In__ whose appointments are at least 25% time qualify for full fee remission and payment of health insurance.

The Teaching Fellow Title

A Teaching Fellow is a registered graduate student in full-time residence who has advanced to candidacy for the doctorate, or otherwise has achieved appropriate professional maturity, and who has been chosen because of competence to conduct the entire instruction of a group of students in a lower division course under the general supervision of a regular faculty member. All Teaching Fellow appointments require the review and approval of the Graduate Dean.

Terms and Conditions for Teaching Fellows

(1) Advancement to candidacy for the doctorate, and

(2) At least two years of teaching experience (including that of a teaching assistantship) in or outside the University.

(3) If the appointment is to a teaching fellowship in a professional school, the following conditions may be substituted for those stated in (1) and (2) above:

Subject to the general supervision of a faculty member designated in catalog and published schedules as “in charge” of the course, a Teaching Fellow should be competent to provide the entire instruction of a lower division course to a group of students, and normally should be given such assignments. Assignment to conduct instruction in an upper division or graduate course or course section may not be made except with the approval of the Committee on Educational Policy or Graduate Council.

Fee and Tuition Remission for Teaching Fellows

Teaching Fellows whose appointments are at least 25% time qualify for full fee remission and payment of health insurance.

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