Thursday, April 24, 2014
1:00 PM
CAH 192
 www.students.graduate.ucf.edu: Grad Student site

Graduate Student Handbook>Graduate Teaching

Financial Information>Graduate Assistantships
 www.graduatecatalog.ucf.edu
 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” or “FIN
GTA”.
 http://www.cah.ucf.edu/fs/files.php: CAH Hiring
documents. Graduate forms can be found under “OPS”
 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
• 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
 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.
 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
●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
●Requirements
• Complete online Grader training
• NOT listed in schedule as Instructor of Record
• No direct contact with students
• Receive Performance Assessment each semester
●Requirements
• Enrolled full-time
• Degree Seeking
• Eligible Student Status
• NOT listed in schedule as Instructor of Record
• No teaching or course related responsibilities
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 16th, 2014 by 5PM
 GTA/GA/GRA* Online Assistantship Agreement (GAA) form –
Monday, June 16th, 2014 by 5PM
 GTA/GA/GRA* ePAF and hiring paperwork – Monday, July 7th,
2014 by 5PM
*For continuing and new students
 When completing the Assistantship Agreement, use 2044 for

fellowship students (excludes Graduate Dean’s Fellowship)
Write Assistantships for academic year
 Start Date: 8/18/14
 End Date: 5/8/15
 Fall only dates: 8/18/14 – 12/12/14
 Spring only dates: 1/12/15 – 5/8/15
•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.
Departments allocate
waivers in online Graduate
Financial System by May
16th.
Departments initiate
online Graduate
Assistantship Agreement in
Graduate Financial
System. Form should be in
the approval workflow by
June 16th. (see workflow
slide for approval
workflow)
● Please complete assistantship
paperwork early. Don’t wait until
the last minute.
HR
Departments complete GAA, ePAF,
and all associated hiring
paperwork by July 7th.
ePAF and hiring paperwork
goes to Suzanne Lin and
Cathy Radzai (CAH
Personnel and Budget) via
the normal ePAF workflow.
Originator (Department)
DAL, if needed (Department)
Chair (Department)
Trisha Farmer (CAH Academic)
Lynn Hepner (CAH Academic)
Suzanne Lin (CAH Personnel)
Cathy Radzai (CAH Budget)
Student
Ready for ePAF and hire paperwork
 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)
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)
Email from HR indicating the background check was submitted

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




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)

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.


Fill out only if the instructor is new, the assignment changes, or the teaching discipline
changes.





Personal Data Sheet
3-in-1 Form
Employee Acknowledgement
Retirement Notification form
Employment of Relatives Form (if applicable)
If an employee is off of Payroll for less than 120 days, an ePAF and
applicable graduate assistantship paperwork is only needed.
•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
●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, 2014)
●The “Last day to complete assistantship hiring” is the final
deadline even for exceptions.
 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
●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.
●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.
●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)
 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.
●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.
●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 2014 GTA Assessments are due to Grad Studies on
Monday, May 12
●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” or “FIN GTA”
●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 2014 GTA Assessments are due to Grad Studies on
Monday, May 12
●Summer 2014 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 8
at 3pm for Summer A, C, and D.