Teaching and Project Assistants Policies
Contents
- Quick Facts
- Milwaukee Graduate Assistants Association (MGAA)
- Responsibilities of Deans and Directors
- Definition of Graduate Student Staff
- Teaching Assistants
- Lecturers
- Project Assistants
- Other Graduate Student Titles, Undergraduate Assistants and Graduate Assistants with Senior-Graduate Status
- Fees and Tuition
- Letters of Appointment
- Doctoral Salary Eligibility
- Appointment of International Students/Non-US Citizens
- Equal Employment Opportunity/Non-Discrimination
- Records of Employment
- Fringe Benefits Information Including Summer Payroll
Appendices
- Teaching and Project Assistant Salaries
- Sample Appointment Letters
- Information for International Students
- Sample Job Description
- Sample Personnel Action Forms
- Sample UWM Fee/Tuition Remission Card
- Graduate Assistant Justification Form
- Undergraduate Assistant Stipend Schedule
Quick Facts
| Question | Teaching Assistant | Project Assistant |
|---|---|---|
| TA or PA Title? | Classroom contact; instructional responsibilities | Tasks not related to instruction |
| Academic year (C-Basis), Annual (A-Basis), Summer (S) | Usually C-basis | A-basis or C-basis |
| Maximum appointment without Graduate School approval | 50% | 50% |
| Appointment needs Graduate School approval in advance with justification | 51-75% | 51-75% |
| Appointment not permitted | Over 75% | Over 75% |
| I-9 Certification | Required | Required |
| Appointment of 33% or more (eligible for tuition remission) | 6 cr minimum/semester | 6 cr minimum/semester |
| Less than 33% appt. (not eligible for tuition remission) | 8 cr minimum/semester | 8 cr minimum/semester |
| Dissertator | 3 cr at dissertator rate | 3 cr at dissertator rate |
| Doctoral student within one semester of completing prelims. Option available for one semester only with G.S. approval | 1 credit | 1 credit |
| Summer Registration | No min req'd for continuing TAs if student had minimum registration in previous semester. New TAs must enroll in and complete 2 cr | No min req'd for continuing PAs if student had minimum registration in previous semester. New TAs must enroll in and complete 2 cr |
Milwaukee Graduate Assistants Association
Effective February 26, 2000, the State of Wisconsin and the Milwaukee Graduate Assistants Association (MGAA) reached agreement on a labor contract covering the employment of all UWM graduate teaching and project assistants.
The agreement covers aspects of the wage, hours, and conditions of Teaching Assistants and Project Assistants and includes grievance procedures, hours required for different appointment percentages, orientation and evaluation, benefits, etc. Copies of the agreement are distributed at the beginning of the academic year. Extra copies may be obtained from the UWM Department of Human Resources or the Graduate School, and should be used in conjunction with this manual, Policies and Procedures for the Appointment of Graduate Teaching and Project Assistants.
Questions regarding the implementation of this labor agreement should be directed to the Personnel Representative for your school or college. The UWM Labor Relations Manager is available to assist the school or college in administering the agreement.
Graduate research assistants, undergraduate assistants, fellows, scholars, and trainees are not covered by the agreement with the MGAA. For information on the appointment of graduate research assistants, contact the Graduate School, 251 Mitchell, (x5692/5547) for a copy of Policies and Procedures for the Appointment of Research Assistants.
Responsibilities of Deans and Directors
Deans and directors are responsible for ensuring that schools and colleges and their departments provide timely and expeditious handling of graduate teaching and project assistant letters of offer, payroll forms, and tuition remissions in order to avoid imposing economic hardship.
Deans and directors are responsible for ensuring that:
- appropriate titles are used for the appointment of graduate teaching and project assistants;
- appointment criteria are met throughout the term of appointment;
- the percentage of classroom contact hours assigned to part-time instructional staff remains within limits consistent with high quality undergraduate instruction; and
- the Department of Financial Aid is notified of a student's acceptance of any graduate financial assistance in order to comply with federal regulations, prevent student "over-awards," and minimize possible University audit liability.
Deans and directors are responsible for observing the following guidelines when making teaching assistant allocations:
- Teaching assistant allocations represent an educationally sound and professionally necessary program for graduate students; consequently, such allocations are not to be regarded solely as a means for providing additional (part-time) instructional staff.
- Teaching assistant allocations should be reviewed periodically with the department faculty to insure that a programmatically justifiable balance is maintained between full-time and part-time staff.
- Departments are encouraged to consider for employment qualified graduate students in other departments or programs. Graduate assistant appointments should be viewed as supportive of UWM graduate programs in general. Such employment of graduate students in other, related programs is to be given priority over the appointment of undergraduate assistants.
Definition of Graduate Student Staff
This category designates positions held by graduate students. A "student" as defined by Chapter 36 of the Wisconsin Statutes is "any person who is registered for study in any institution for the current academic year." Thus, graduate student staff appointments are to be given only to students currently registered for graduate study at the University of Wisconsin-Milwaukee or at one of the institutions of the University of Wisconsin System. In exceptional cases, and with the approval of the Dean of the Graduate School and Associate Provost for Research, a qualified undergraduate student may be hired as an undergraduate assistant when a qualified graduate student is not available. Appointments of graduate teaching and project assistants are made by the appropriate appointing authority, usually a dean or director.
Teaching Assistants
At UWM, only those units offering credit instruction are authorized to appoint teaching assistants. Other units, such as research centers which do not offer credit instruction, will appoint research assistants or project assistants. United States Citizenship and Immigration Services (formerly INS) requires employers to verify the identity and employment eligibility of all employees (Immigration Reform and Control Act of 1986). Teaching assistants are required to complete an Employment Eligibility Verification (I-9) form prior to beginning their UWM employment. For employment authorization for international student appointments, see Appointment of International Students/Non U.S. Citizens.
Use of Title
The title Teaching Assistant is used for graduate students enrolled in the University of Wisconsin System who are regularly assigned teaching and related responsibilities (other than manual or clerical responsibilities) under the supervision of a member of the faculty as defined in s.36.05(8), Wis. Stats.
Since teaching assistants are counted as instructional staff in academic workload measurements applied to departments, it is important to observe the distinction between teaching assistants and project assistants. Students enrolled in the senior-graduate status also are eligible for appointment as teaching assistants.
Teaching Loads
Each school/college determines the relationship between percentage of appointment and teaching load. Departmental chairs and graduate program coordinators/directors must review graduate assistant assignments to ensure equity in the responsibilities given each teaching assistant and to follow the agreement between the State of Wisconsin and the MGAA in making all teaching assistant appointments.
The workload of a teaching assistant ordinarily requires an effort between 360-380 hours per semester for a half-time (50%) academic year pay basis appointment and 240-254 hours per semester for a one-third (33%) academic year pay basis appointment (see MGAA contract, Art. 5, Sec. 8). A proportional number of hours will be calculated for other durations or appointment percentages.
Credit Loads
Teaching assistants must carry a minimum credit load, subject to the following provisions:
- Teaching assistants employed at 33% or more time must enroll for and complete at least 6 graduate credits (including ESL, but not audit courses) in any one semester, but the major department may require a higher credit minimum.
- Teaching assistants employed less than 33% time must enroll for and complete at least 8 graduate credits in any semester, but the major department may require a higher credit minimum.
- While preparing to take doctoral preliminary examinations, a teaching assistant may enroll for 1 graduate credit for one semester only. This option does not apply to master's candidates, and requires Graduate School approval prior to the beginning of the semester. The Graduate Assistant Justification form must be used by the student to request this exemption (a sample is included at the end of this manual, Appendix G) and the application for the doctoral preliminary examination must be on file in the Graduate School. Justification forms are available from the office of the Associate Dean for Graduate Academic Programs and Student Services in the Graduate School, Mitchell 261, ext. 4100.
- A teaching assistant who has achieved dissertator status must enroll each semester for a minimum of three (3) graduate credits at the current per credit dissertator rate.
- Teaching assistants who do not maintain the minimum graduate credit requirements for an assistantship appointment become ineligible for a graduate assistantship and the accompanying tuition remission in the next semester.
Pay Basis
Teaching assistants are appointed on an academic year (C-basis) appointment, consisting of the fall semester (4-1/2 months) and the spring semester (4-1/2 months).
Percentage of Appointment
Teaching assistants shall have appointments at a level totaling at least one-third time, except as provided in Article V, Section 5, B and C of the MGAA contract. Appointments of more than 50% of full-time are permitted only under exceptional circumstances and with the advance approval of the Associate Dean for Graduate Academic Programs and Student Services in the Graduate School. To request approval, the appointing department chair or graduate program director must submit the Personnel Action Form and a Graduate Assistant Justification form (see Appendix G) to the Associate Dean for Graduate Academic Programs and Student Services in the Graduate School, PRIOR to the beginning of the appointment period.
Appointments of more than 75% of full-time, including concurrent appointments, are not permitted for graduate students.
Term of Appointment
An appointment of a teaching assistant shall be for a specific period up to one year. Nothing within the terms of the Agreement between the State of Wisconsin and the MGAA (Art. V., Sec. 1) precludes departments from making informal commitments for financial support beyond one year.
Concurrent Appointments
All concurrent UWM appointments and employment must be listed on the Personnel Action Form. Concurrent appointments totaling more than 50% require Graduate School approval, and total appointments in excess of 75% are not permitted. The Personnel Action Form must be approved by each appointing authority. (See sample Personnel Action Forms in Appendix E
Salary Levels
Salary levels for teaching assistants are negotiated biennially by the State of Wisconsin and the MGAA. Appendix A lists the salary schedule.
Income taxes are withheld. Earnings are reported on a W-2 form.
Social Security (FICA) taxes are withheld for teaching assistants with C-basis appointments over 39%.
Changes of pay rate from the non-doctoral teaching assistant pay scale to the doctoral student pay scale are effective only at the beginning of the semester following the semester in which an assistant qualifies for a change in pay scale classification (see section 9 below).
Pay Scale Classifications
There are three pay scale classifications for teaching assistants:
Non-doctoral
A graduate student with the master's classification status "5" or a doctoral student who does not hold a master's degree and who has completed fewer than 24 credits of graduate work.
Doctoral
A graduate student with the classification status "6" and holding a master's degree or having completed 24 credits or more of graduate work.
Dissertator
A graduate student in a Ph.D. program who has achieved dissertator status; must be enrolled for three (3) graduate credits at the dissertator rate.
Summer Appointments
Credits
Continuing teaching assistants may be appointed in the summer without minimum registration, provided they were appropriately registered in the preceding semester. In the case of students whose first enrollment as a graduate student is for a summer session and who also are appointed as teaching assistants for the summer enrollment period, they must enroll for a minimum of two (2) graduate credits during the summer. The major department may require a higher credit minimum.
Salary Basis
Salaries for a summer session appointment are based on the salary schedule approved for the preceding year.
Percentage and Length of Appointment
Summer appointments of more than 50% are permitted only under exceptional circumstances and must have the advance approval of the Associate Dean for Graduate Academic Programs and Student Services in the Graduate School.
Summer appointments of more than 75%, including concurrent UWM appointments, are not permitted for graduate students.
The length of summer appointments varies depending upon the length of the summer session for which the graduate assistant is appointed.
Lecturers
The Lecturer title is normally limited to individuals who have at least a Master's degree and are no longer enrolled as graduate students. However, graduate students may be given the Lecturer title (rather than the Teaching Assistant title) if they are carrying complete responsibility for a course and function in the same manner as a faculty or instructional academic staff member; e.g. choosing the course material and having full grading responsibilities. Use of graduate students as Lecturers will require written approval by the respective Dean's Office. The Lecturer title should not be used for a graduate student who is handling sections of a course taught by a faculty member or as a substitute for the Teaching Assistant title.
Project Assistants
U.S. Citizenship and Immigration Services (formerly INS) requires employers to verify the identity and employment eligibility of all employees (Immigration Reform and Control Act of 1986). Project assistants are required to complete an Employment Eligibility Verification (I-9) form prior to beginning their UWM employment. For employment authorization for international student appointments, see page 15.
Use of Title
A project assistant or program assistant is a graduate student enrolled in the University of Wisconsin System who is assigned to conduct research, training, administrative responsibilities or other academic or academic support projects or programs, except regular preparation of instructional materials for courses or manual or clerical assignments, under the supervision of a member of the faculty or academic staff as defined in s.36.05(1) or (8), Wis. Stats.
The work of a project or program assistant is primarily for the benefit of the university, faculty, or academic staff supervisor or a granting agency. Project or program assistant does not include a graduate student who does work which is primarily for the benefit of the student's own learning and research and which is independent and self-directed.
Department chairs and other administrators must review assignments to graduate assistants under their supervision to ensure equity in the responsibilities given each project assistant and to follow the agreement between the State of Wisconsin and the MGAA in making all project assistant appointments.
Appointment Level
The appointment level shall be based on the department's determination of the range of time it should ordinarily take to perform the assigned duties. For project assistants, satisfactory performance of duties will ordinarily require an effort of 1040 hours for a half-time annual pay basis appointment (see MGAA contract, Art. 5, Sec. 8). A proportional number of hours will be calculated for other durations or appointment percentages.
Credit Loads
Project assistants must carry a minimum credit load, subject to the following provisions:
- Project assistants employed at 33% or more time must enroll for and complete at least 6 graduate credits (including ESL, but not audit courses) in any one semester, but the major department may require a higher credit minimum.
- Project assistants employed less than 33% time must enroll for and complete at least 8 graduate credits in any semester, but the major department may require a higher credit minimum.
- While preparing to take doctoral preliminary examination, a project assistant may enroll for 1 graduate credit for one semester only. This option does not apply to master's candidates, and requires Graduate School approval prior to the beginning of the semester. The Graduate Assistant Justification form (a sample is included at the end of this manual, Appendix G). Justification forms are available from the office of the Associate Dean for Graduate Academic Programs and Student Services in the Graduate School, Mitchell 261, ext. 4100.
- A project assistant who has achieved dissertator status, must enroll each semester for a minimum of three (3) graduate credits at the current per credit dissertator rate.
- Project assistants who do not maintain the minimum graduate credit requirements for an assistantship appointment become ineligible for a graduate assistantship and the accompanying tuition remission in the subsequent semester.
Pay Basis
Project assistants are appointed on the following two pay basis.
Academic year appointment (C-basis)
This is a 9-month appointment consisting of the fall semester (4-1/2 months) and the spring semester (4-1/2 months).
Annual appointment (A-basis)
This is a 12-month appointment beginning on July 1 (the beginning of the fiscal year) and ending June 30 (the end of the fiscal year).
Percentage of Appointment
Project assistants shall have appointments at a level totaling at least one-third time (33%), except as provided in Article V, Section 5, B and C of the MGAA contract. Appointments of more than 50% time are permitted only under exceptional circumstances and with the advance approval of the Associate Dean for Graduate Academic Programs and Student Services in the Graduate School.
To request approval, the appointing department chair or graduate program director must submit the Personnel Action Form and a Graduate Assistant Justification form (see Appendix G) to the Associate Dean for Graduate Academic Programs and Student Services, in the Graduate School, PRIOR to the beginning of the appointment period.
Appointments of more than 75% time, including concurrent appointments, are not permitted for graduate students.
Term of Appointment
An appointment of a project assistant shall be for a specific period up to one year. Nothing within the terms of the Agreement between the State of Wisconsin and the MGAA (Art. V., Sec. 1) precludes departments from making informal commitments for financial support beyond one year.
Concurrent Appointments
All concurrent UWM appointments and employment must be listed on the Personnel Action Form. Concurrent appointments of more than 50% require Graduate School approval, and appointments in excess of 75% are not permitted. The Personnel Action Form must be approved by each appointing authority. (See sample Personnel Action Forms in Appendix E.)
Salary Levels
Salary levels for project assistants are negotiated biennially by the State of Wisconsin and the MGAA. Appendix A lists the salary schedule.
Income taxes are withheld. Earnings are reported on a W-2 form.
Social Security (FICA) taxes are withheld for project assistants with C-basis appointments over 39%, and with A-basis appointments over 28%.
Support from the Graduate School for graduate project assistants is limited to 50% of the approved rate listed in Appendix A. The appointing authority or principal investigator must provide any additional funds required to supplement commitments exceeding 50% of the approved rate.
Summer Appointments
Credits
Continuing project assistants may be appointed in the summer without minimum registration provided they were appropriately registered in the preceding semester. In the case of students whose first enrollment as a graduate student is for a summer session and who also are appointed as project assistants for the summer enrollment period, they must enroll for a minimum of two (2) graduate credits during the summer. The major department may require a higher credit minimum.
Pay Basis and Length of Appointment
Salaries for a summer session appointment are normally based on the salary schedule approved for the preceding year, unless the appointment is an annual basis appointment effective July 1.
An annual basis summer appointment is usually for two (2) months for the purpose of continuing appointments. For new appointments, it is generally for the months of July and August, at the new rate established for the new fiscal year beginning July 1.
An academic year basis summer appointment is generally for four (4) weeks or eight (8) weeks.
Percentage of Appointment
Summer appointments of more than 50% are permitted only under exceptional circumstances and must have the advance approval of the Associate Dean for Graduate Academic Programs and Student Services in the Graduate School.
Summer appointments of more than 75%, including concurrent UWM appointments, are not permitted for graduate students.
Other Graduate Student Titles, Undergraduate Assistants and Graduate Assistants with Senior-Graduate Status
Fellow
This title refers to a graduate student holding a fellowship. A fellowship provides freedom for a graduate student to devote full time to obtaining an advanced degree. Federal income tax is withheld for non-resident alien students only. Awards are reported on a supplementary earnings statement. Completion of the Employment Eligibility Verification (I-9) form is not required for Fellows.
To be eligible for a non-resident tuition remission (NRTR), a fellowship recipient must have a stipend level that is the equivalent of a 33% master's level, academic year research assistant stipend, and must enroll for and complete at least 8 credits per semester.
Concurrent appointments - Many fellowships and traineeships restrict supplementing the fellowship stipend. For this reason, concurrent UWM appointments for fellowship students must be approved in advance by the Graduate School.
Scholar
Certain graduate scholarship awards carry a scholar designation for recipients. For those designated as scholars, federal income tax is withheld for non-resident alien students only. Awards are reported on a supplemental earnings statement. Completion of the Employment Eligibility Verification (I-9) form is not required for Scholars.
Trainee
This title is used exclusively for a graduate student supported by a traineeship while the student pursues a particular course of study. Traineeships are normally sponsored through an extramural training grant and are designated as traineeships under the terms of the grant. The traineeship carries with it a stipend and cost-of-education allowance. The trainee's fees are billed to the latter allowance. Federal income tax is withheld for non-resident alien students only. Awards are reported on a supplemental earnings statement. Completion of the Employment Eligibility Verification (I-9) form is not required for Trainees.
Undergraduate Assistant
In exceptional cases, and with the approval of the Associate Dean for Graduate Academic Programs and Student Services in the Graduate School, a qualified undergraduate student may be hired to perform a function usually performed by graduate student staff when a qualified graduate student is not available. To request approval, a Graduate Assistant Justification form (see Appendix G) must be submitted with the Personnel Action Form to the Associate Dean for Graduate Academic Programs and Student Services in the Graduate School, PRIOR to the beginning of the appointment period. Stipends for undergraduate assistants are provided here. The appointment must not exceed 50% time. Undergraduate assistants must pay 100% of health insurance premiums and do not qualify for tuition remission. Income taxes are withheld and earnings are reported on a W-2 form. Social Security taxes will be withheld for undergraduate assistants with C-basis appointments over 39%, or A-basis appointments over 28%. Completion of an Employment Eligibility Verification (I-9) form is required for undergraduate assistants.
Graduate Teaching and Project Assistant with Senior-Graduate Status
In some exceptional cases, a UWM senior who is within six (6) credits of graduation may be allowed to enroll concurrently in the Graduate School while maintaining undergraduate enrollment to complete the bachelor's degree. (Requirements for this status are outlined in the Graduate Student/Faculty Handbook.) Students with senior-graduate status are treated as admitted graduate students and pay graduate tuition/fees for all credits earned during the one semester of concurrent registration.
If a student with senior-graduate status is appointed to a graduate teaching or project assistantship during the one semester of concurrent registration, the student is treated as a graduate student for purposes of salary levels, MGAA contract coverage, and eligibility for benefits. That is, a student with senior-graduate status is awarded the same salary as a graduate student and is eligible for tuition remission and appropriate insurance premium benefits.
Fees and Tuition
Fee Information
Fees that normally are paid by all students, resident and non-resident, include:
- Instructional fees (resident tuition). Fees based on the legislatively prescribed percentage of University-wide average of instructional costs.
- Segregated fees. Special purpose fees which are designated for support of the Union, Health Service, Student Activities, etc.
- Non-resident Tuition. The amount over and above these fees (1. and 2.), which is paid by non-resident students.
Tuition Remission
Graduate teaching and project assistants who hold appointments at 33% of full time or more are eligible for remission of tuition, where applicable, for the semester of appointment. Payment of segregated fees or special course fees are the responsibility of the student.
A Fee Remission Card must be authorized each semester by the dean (or dean's designee) of the school or college in which the student is appointed, and the card forwarded to the Cashier's Office. (See Appendix F for sample.)
Graduate teaching and project assistants must have a summer appointment to be eligible for tuition remission for the summer term.
Graduate teaching and project assistants who do not maintain the minimum credit requirements for an assistantship appointment become ineligible for a graduate assistantship and the accompanying tuition remission in the next academic term.
For fellowships, scholarships, and Research Assistantships which are administered by the Graduate School, a non-resident Fee Remission Card is issued by the Graduate School.
Fellows and scholars appointed to extramural support programs that provide a cost-of-education allowance or an amount for tuition and fees are not entitled to remission of tuition and fees. Their tuition and fees are billed by the Graduate School to an account established for that purpose by the Business Office. No Fee Remission Cards are to be issued for students in this category.
Fee Payment
Graduate students with a teaching or project assistantship can arrange for a three-installment per semester payroll deduction plan for payment of segregated fees. A payroll deduction card should be obtained from the department, signed by the department chair, and submitted to the Cashier's Office. Subsequent fee assessment charges do not change the payroll deduction, i.e., additional assessments/refunds are to be paid by/to the student. Specific procedures are announced each semester by the Payroll Office. This deduction plan does not apply to the summer session.
Letters of Appointment
Each graduate student appointed as a teaching or project assistant should be sent two copies of a letter of appointment from the University stating the job title, percentage of appointment, length of appointment, salary, duties, that the employment relationship is governed by and subject to the provisions of a collective bargaining agreement negotiated between the MGAA and the State of Wisconsin, and any additional terms of employment. If the position offered in the case of project assistantship is of a specified duration due to funding, this must be stated in the letter of appointment. The appointee returns one copy of the letter with his/her signature to the appointing department indicating acceptance of the appointment. Whenever possible, letters of appointment or reappointment should be received by the prospective appointee no later than April 15 for the upcoming academic year. An appropriate modification of the attached sample letter of appointment (Appendix B) is used to initiate academic year, annual basis, and summer session appointments of all teaching assistants and project assistants, signed by the department chair, dean or director, as appropriate.
Doctoral Salary Elgibility
Doctoral students qualify for higher salary rates than those for master's level students if they meet the following eligibility criteria:
- Formal admission to, and enrollment in, a doctoral program (student classification "6")
- An earned master's degree or completion of 24 graduate credits
The doctoral salary rates are listed in Appendix A. Students meeting the two criteria should be paid at the doctoral student salary rates. Note that doctoral student rates apply to TA and PA appointments and are monitored for students appointed on state funds as well as on grant and contract funds.
Students must meet the criteria for doctoral stipend eligibility by the beginning of the pay period in which the doctoral salary is to be paid. No mid-term salary adjustments are permitted.
Dissertators are eligible for a separate and higher salary amount than the doctoral student salary. See stipend schedule.
Appointment of International Students/Non-US Citizens
The Center for International Education (CIE) is responsible for certifying that U.S. immigration regulations and requirements have been met by international students.
Letters of appointment or reappointment to international students must include the Information for International Students, Appendix C, which lists all the requirements international students must meet. The Appendix can be duplicated from these Procedures and must be sent with every appointment letter. Appointing units should be familiar with this information.
Copies of all letters of appointment to international students/non-U.S. citizens, as well as copies of replies from these students accepting or declining such appointments, should be sent to the International Student and Scholar Services office in CIE. International students are limited to 20 hours of employment per week and cannot hold an appointment (or concurrent appointments) of more than 50%. Note that the requirements for international students apply to non-U.S. citizens currently residing in this country who have not attained official permanent resident status, as well as to international students not yet admitted to the U.S.
The international student is responsible for obtaining a Social Security (s.s. #) number as soon as possible upon arrival in the United States. If such a number is not yet available at the time the Personnel Action Form is being prepared, the words "application pending" should be entered in the Social Security No. box.
The Federal Immigration Reform and Control Act of 1986 requires all employers to verify the identity and employment eligibility of students. Every international student who seeks employment on campus must be "authorized for employment" by the Office of International Studies and Programs. Employment cannot begin until authorization is obtained (within first three working days). Employment authorizations are done for a specific contract period and the authorization must be re-certified with each new contract, i.e., each semester or each academic year.
First year international teaching assistants are required to attend an orientation program before being permitted to assume teaching responsibilities. Information regarding the orientation program is sent to newly appointed TA's in a separate letter (not the appointment letter) from the Vice Chancellor's Office. It includes the date and location of the required orientation program. In addition, all non-native English-speaking TAs are required to take an English diagnostic examination before or during orientation. Information on this test is available from the English as a Second Language Program (ESL) and from the Center for International Education. If the English diagnostic examination reveals that the employee's language proficiency is inadequate, the employee will be required to take a course in oral English skills for international teaching assistants at his/her own expense.
PLEASE NOTE: Assistants who have been admitted with an English Deficiency may be required to take an English proficiency exam before being allowed to register for courses. These students may also be required to take courses in ESL and may need to obtain approval from the Associate Dean for Graduate Academic Programs and Student Services in the Graduate School for permission to reduce academic enrollment to accommodate this. This is in addition to the verbal proficiency requirements of the diagnostic exam referred to in the paragraph above.
Equal Employment Opportunity/Non-Discrimination
The University of Wisconsin-Milwaukee is an equal opportunity, affirmative action institution, and does not discriminate on the basis of race, sex, color, creed, national origin, disability, or any other protected status recognized by Wisconsin or federal law.
In 1990, s. 36.12(1), Wis. Stats, was enacted which provides as follows: "No student may be denied admission to, participation in or the benefits of, or discriminated against in any service, program, course or facility of the UW system or its institutions or centers because of the student's race, color, creed, religion, sex, national origin, disability, ancestry, age, sexual orientation, pregnancy, marital status or parental status."
University policies also prohibit harassment or retaliation against complainants on any of these bases. These policies are in compliance with all relevant Wisconsin and federal laws, rules, and regulations.
Questions about the application of any of these policies may be directed to the appropriate admitting or employing office, or to the campus Office of Equity/Diversity Services, Mitchell Hall, Room 359.
Any allegations of violation (under Article VII, MGAA Contract) concerning discriminatory acts of the Employer or co-employees shall be restricted to the remedies available under University Policies, and State and Federal Statutes. The Grievance Procedure in Article IV of the MGAA contract shall not be used to resolve any matters involving discrimination or harassment under Article VII. However, a bargaining unit employe may choose any person, including a Union representative, to advocate on his or her behalf during the signed complaint procedure available under University policies.
It is the policy of the University of Wisconsin System to take affirmative action to eliminate any barriers which have traditionally limited employment, compensation, and advancement of women and minorities.
Records of Employment
Personnel files relating to employment as a graduate teaching or project assistant must be maintained separately from those relating to the assistant's academic record in the appropriate department, school, or college.
Documents relating to academic status must be included in the academic file in the office of the appropriate department, school, or college.
Information unrelated to the graduate assistant's performance (i.e., grievance procedure records) must not become part of the permanent academic record.
Fringe Benefits Information Including Summer Payroll
Students must have an appointment of 33% or greater for at least one semester (Academic "C" basis) or six months (Annual "A" basis) to meet eligibility requirements for fringe benefits. Fellowship appointees must meet the minimum earnings requirement established each academic year.
Students on an Annual (A) basis have deductions for health insurance and other fringe benefits taken monthly. If their appointment is not continued, they will have prepaid coverage for one or two months beyond the ending date of their employment, depending on the type of insurance. The health plan may be continued at full cost for up to 36 months. The UWM Benefits Office should be contacted within 10 days following the last day of the appointment.
Students on an Academic (C) basis may or may not have deductions for summer health insurance and other benefits. If they will be re-appointed for a Summer Session or the next academic year, they will automatically receive summer coverage. There will be four (4) deductions from their last academic year pay check (paid on June 1), and their health coverage will be continued through October. Most other coverages will terminate September 30. The UWM Benefits Office sends a list to departments to determine who will be continuing their appointment for Summer Session and/or Fall.
If a student with no prior appointment has a summer appointment and the employing unit anticipates the student being re-appointed in Fall, he/she is eligible for summer coverage; the student, however, must pay the summer premiums by check. There are no deductions on the summer payroll checks.
Questions regarding fringe benefits should be directed to the UWM Benefits Office within 30 days of the first contractual day of the appointment (not the first day of classes).
Additional information on fringe benefits available to graduate teaching, project assistants is contained in the MGAA contract.
Health and accident insurance is required of all international students attending UWM (see Appendix C). Depending on their appointment, they may be eligible for health insurance through the UWM Benefits Office. J-1 visa holders have additional insurance requirements that are not covered by insurance plans offered by UWM. The Center for International Education has information concerning the purchase of a supplemental policy.
Sample Appointment Letters
Information for International Students
Immigration Requirements
This appointment is contingent upon maintaining your immigration status. Employment cannot commence until you have the appropriate visa category, your student visa status is certified by the Center for International Education (CIE) (a.k.a. Pink Form) and an I-9 is completed by the employing unit. Employment cannot exceed 50% of full-time (20 hours per week) during the Spring and Fall semesters. You are permitted to be employed at 100% full-time (40 hours per week) during Winter and Summer breaks.
Orientation
In addition to attending the Center for International Education International Student and Scholar Services (ISSS) mandatory orientation, first year international teaching assistants are required to attend an orientation program before being permitted to assume teaching responsibilities. Information regarding orientations will be sent to you prior to the beginning of classes. In addition, all non-native English speaking TAs are required to take an English diagnostic examination. Please check-in with the ISSS office, 138 Garland Hall, upon arrival to Milwaukee for all orientations and required testing.
English Proficiency
Your appointment as a teaching assistant is contingent upon your demonstrated proficiency in English. If the English diagnostic examination reveals that your language proficiency is not adequate for your work as a teaching assistant, you will be required to take a course in ORAL ENGLISH SKILLS FOR INTERNATIONAL TEACHING ASSISTANTS at your own expense before you can begin your assistantship. This course is offered by the English as a Second Language Program at UWM. The fee in 2006-2007 is $650. Some colleges may underwrite this fee in whole or in part.
Social Security Card
You are responsible for obtaining a Social Security number. Upon arrival to UWM the ISSS office will give you instructions on applying for a Social Security number. If you do not have a Social Security number at the time a Personnel Action Form is being prepared, bring your receipt indicating you applied for a number to the Payroll office and you will be given a temporary on-campus number. As soon as you have obtained a Social Security number, a W-4 form entitled Employees Withholding Allowance Certificate must be submitted to the Payroll Office. Be sure to complete immigration information on the W-4 form.
Health Insurance
Adequate health and accident insurance is required of all international students attending UWM. You must provide proof of insurance through the UWM Benefits Office. If you are interested in applying for health insurance or other fringe benefits, call the Benefits Office at 229-4925, within the first thirty (30) calendar days from your initial contractual date of hire, which most likely will be an earlier date than the first day of classes. You will need to bring a copy of your health insurance application to the ISSS office after completing it at the Benefits Office. You also will need to complete the Insurance Waiver Form at ISSS.
Taxes
Non-resident alien students receiving fellow, scholar, and graduate assistant stipends of salaries (including research assistants) will have federal income tax withheld through the UWM payroll system. Student from countries that have a treaty with the U.S. may file a petition for an exemption. Students who have further questions may contact the Payroll Department, 229-5804 or 229-5351.
Sample Job Description
Name: ___________________________ Date: _____________ Position Title: _____________________________________ Description of Offered Position: ____________________ _____________________________________________________ _____________________________________________________ In the (insert name of graduate unit program) Salary ______________________________________________ Appointment Period __________________________________ Percent of Time _____________________________________ Graduate assistant appointments of 33%, or higher, are eligible for tuition remission (both resident and non- resident tuition where applicable). Segregated fees must be paid by the student. Job Summary: Lecture Hours ________________________________________ Quiz Sections ________________________________________ Lab meetings per week ________________________________ Preparation duties ___________________________________ Other specific requirements and conditions: __________ ______________________________________________________ Note: It is understood that if it is not possible to assign you to the above duties because of enrollment or other conditions, you will be assigned equivalent alternative duties.
Sample Personnel Action Forms
Sample UWM Fee/Tuition Remission Card
Graduate Assistant Justification Form
