GA Supervisor Handbook

Purpose of Graduate Assistantships

The Department of Organizational Leadership, Policy, and Development's programs of graduate study aim to provide students with a variety of opportunities for professional and scholarly development. Because graduate assistantships give students an opportunity to gain practical experience in teaching, research, or other academic service under the guidance of a faculty member, they can be a significant and challenging avenue for that development. The work experiences of graduate assistants are designed to reinforce and enhance their academic development. Thus, service as a graduate assistant presents a dual challenge: those who hold that position are both students and employees. As students, they are expected to concentrate on their studies under the direction of faculty and to make satisfactory progress toward their scholarly or professional objectives. As temporary university employees, they are expected to perform their assigned responsibilities within the university's threefold mission of instruction, research, and extension.

Responsibilities of Graduate Assistants

A fundamental responsibility of the graduate assistant is to work closely with the faculty supervisor in carrying out assigned duties, at the same time making satisfactory progress towards the completion of the degree program. If the student's workload and academic program are properly coordinated, these responsibilities will be compatible. Whether working in a laboratory, classroom, office, or other setting, the graduate assistant is obligated to maintain standards of academic honesty, integrity, and scientific conduct and to report violations of these to the faculty supervisor. The graduate assistant should keep well informed of departmental, college, and institutional regulations, and follow them consistently.

"The graduate assistant should keep careful [written] records of work assignments so that progress and problems can be fully documented. Recognizing that the assistantship is a temporary position, the graduate assistant should leave records such that decisions can be traced, results verified, and incomplete work finished after the assistant has left the position.

"If problems arise in the work assignment, the graduate assistant should seek help first from the faculty supervisor. Even if the graduate assistant encounters few problems, he or she is responsible for getting the most out of the apprenticeship experience. This means that the graduate assistant, in consultation with the faculty supervisor, should assess the work experience on a continuing basis so as to improve it. The assistant should articulate his or her goals early in the term of appointment and work with the supervisor to achieve them."

Quoted from C. W. Minkel and Mary P. Richards, "A Model Policy for Graduate Assistantship Administration" (Knoxville: Tennessee Conference of Graduate Schools, 1983 edition).

Types of Graduate Assistantships

The following classifications are used in the Department of Organizational Leadership, Policy, and Development (hereafter referred to as OLPD):

Teaching Assistants (TAs)

A Teaching Assistant must meet eligibility requirements and be supervised by an appropriate graduate faculty member. The TA's primary responsibility is to support the instructional mission of OLPD. The TA's responsibilities may include, for example: classroom or laboratory teaching*; advising or mentoring of students; proctoring exams; grading papers, homework, and/or projects; preparing instructional materials; or providing other general assistance in the instructional process. A TA may also be assigned primary responsibilities in an extension, outreach, or service role for which those responsibilities support the instructional mission of OLPD. TAs may not be given duties to support faculty research or duties primarily clerical in nature. Whatever their instructional responsibilities, TAs must be supervised by a faculty member who is responsible for monitoring and evaluating their performance at least on an annual basis.

*TAs are not permitted to teach courses numbered 6000 or above, although they may assist with laboratories for such course. Additionally, they may not teach or assist with a course in which they are enrolled.

Research Assistants (RAs)

A Research Assistant (RA) must meet eligibility requirements and be supervised by an appropriate graduate faculty member. The RA's primary responsibility is to provide general support to OLPD's research mission. Services provided by a RA may include, for example: assisting faculty members in a research or creative activity; performing degree-related professional or administrative services that support the research, instruction, professional development, or outreach missions of OLPD; performing research related to the objectives of an extramural grant or contract; developing and evaluating instructional materials or curricula; or assuming responsibility for designated scholarly endeavors. Since many RAs assist with projects funded by external grants or contracts, the RA's responsibilities may or may not be related directly to the student's thesis or dissertation. The faculty supervisor determines the student's specific duties and is responsible for monitoring and evaluating the RA's performance at least on an annual basis.

"Performing degree-related professional or administrative services" does not include jobs that are outside of the student's field of study.

Graduate Instructors of Record (Graduate Instructors or GIs)

A Graduate Instructor must meet eligibility requirements and be supervised by an appropriate graduate faculty member. The GI's primary responsibility is to support the instructional mission of OLPD. The Instructor's responsibilities generally include responsibility for teaching a section of a course in alignment with the faculty supervisor's separate section(s) of the same course. These responsibilities may include, for example: classroom or laboratory teaching*; advising or mentoring of students; proctoring exams; grading papers, homework, and/or projects; preparing instructional materials; or providing other general assistance in the instructional process. Instructors may not be given duties to support faculty research or duties primarily clerical in nature. Whatever their instructional responsibilities, GIs must be supervised by a faculty member who is responsible for monitoring and evaluating their performance at least on an annual basis.

*TAs are not permitted to teach courses numbered 6000 or above. Additionally, they may not teach or assist with a course in which they are enrolled.

Administration of Assistantships

Appointments to TAs, RAS, GAs, and GIs are made by the chair of OLPD. Faculty members who have grant or contract funds designated for RAs can suggest candidates for appointment; however, informal appointments or arrangements are not permitted under the current Collective Bargaining Agreement (CBA). In any case, the chair of OLPD, or their designates, are responsible for making formal offers of assistantships in an official letter and for assuring that students receiving offers meet all criteria for appointment. Every appointment must be made in writing, preferably 14 days prior to the start date. The letter of appointment should provide the following information:

• Type of assistantship being offered (TA, RA, GA, or GI). Known in CBA language as "title";

• Classification;

• Department;

• Fraction (% of appointment) of full-time work load;

• Expected start and end date;

• Stipend and/or Rate;

• Specific job duties (including course names and any supervisory duties);

• Explanation of how to accept the offer;

• Deadline for accepting the offer;

• Expectation of work schedule & standard hours;

• Supervisor contact information.

*Note: A 50% appointment is equivalent to an average of 20 hours per week.

To conform with the requirements of due process, OLPD should also provide the following information to those receiving assistantship offers, whether through the letter of appointment, a separate document, or a departmental orientation session:

• Copy of the Collective Bargaining Agreement (CBA);

• Union orientation meeting;

• Supervisor meet (prior to appointment or within the first two weeks);

• FERPA release form;

• Evaluation procedures;

• Procedures and criteria for reappointment;

• Conditions under which an assistantship could be terminated.

At the time it makes initial assistantship offers, OLPD must provide specific departmental policies regarding academic loads. OLPD will also provide graduate assistants with materials they will need in order to carry out their assigned responsibilities, e.g., textbooks, research equipment, access to computers, etc. Teaching assistantships are generally offered for a period of nine months and research assistantships for a period of 12 months. Factors such as fluctuating course enrollment and variations in extramural funding can dictate other periods of appointment, however.

Requirements for Assistantship Appointment

To be eligible for appointment to any sort of assistantship, students must meet all of the following conditions:

• They must be admitted to a graduate school degree program or a post-baccalaureate professional degree program.

• They must be registered for the required minimum number of credits each semester an assistantship is held.

• They must be in good academic standing with a GPA of no lower than 3.0.

• They should possess an undergraduate degree, and must have substantial work in the field involved in the appointment. They should have achieved, and should continue to maintain, an excellent academic record and they should be studying for an advanced degree in the field to which they are appointed or in a closely-related field in which they have a substantial background.

• They must receive final approval of their appointment to an assistantship from the Department of Organizational Leadership, Policy, and Development.

Students who are not native speakers of English must also demonstrate competence in spoken English before being appointed to a TA or undertaking any other teaching responsibilities. Specifically, such students must receive acceptable evaluations in one of the following examinations:

• TOEFL - Internet based 79 or above (21 writing/19 reading); paper-based 550 or above

• IELTS - 6.5 or above

If students have tentatively been offered assistantships but have not passed at least one of the exams above, the offers must be suspended until they have done so, or they will be given assignments that do not require spoken English in a teaching situation. International students should not be eligible to apply for a teaching assistantship until they have completed at least one term of graduate work. Their knowledge of the specific field in which they may work as a graduate assistant, and their command of the English language to a degree appropriate to the demands of the assignment, should be evaluated thoroughly by faculty supervisors before an award is made. International graduate students must comply with all university, local, state, and federal regulations including but not limited to visas, International Student Fees, health insurance requirements, employment, curriculum changes, and other requirements that may arise. International students need to consult with International Student and Scholar Services for details concerning all aspects of International Education at the University of Minnesota.

Selection Criteria

PhD students will be prioritized over master's students for all TA, RA, GA, and GI positions. Selection criteria may include:

• departmental need

• prior teaching experience

• faculty requests

• student's relevant knowledge, skills, and expertise

• compatibility with the research goals of supervising faculty member or principal investigator

• specific limitations defined by the granting agency (if applicable)

Questions about the specifics of TA, RA, GA, and GI selection should be referred to the department chair or director of the graduate program.

Graduate Assistant & Faculty: Definitions, Expectations, & Responsibilities

Teaching Assistants

All responsibilities of TAs are carried out under the established supervision of the departmental faculty. The duties of TAs may include the following: reading course texts and materials, assisting during lectures, leading discussion sections, holding office hours each week, responding to student concerns, grading course assignments and exams, participating in regular meetings with supervising faculty and other TAs, designing and leading review sessions, serving as a liaison between the instructor and students, upholding the university's policy on academic integrity, and assisting with the management of the course details. The Center for Educational Innovation is a good resource for support and information. As with faculty at UMN, TAs are evaluated by their students. TAs should review evaluations at the end of each semester after grades are submitted. TAs are encouraged to keep a record of the numerical scores and student comments for their teaching portfolio.

Research Assistants

RAs are responsible for the accuracy, validity and integrity of the research on which they are working. The quality of the research reflects on the student, the faculty supervisor, and the university. Deliberate falsification of research results may result in dismissal from the university. RAs must maintain the confidentiality of the faculty mentor's professional activities and research prior to presentation or publication, in accordance with existing practices and policies in the area of research activity. In publication and presentation of work produced as an RA, the student must acknowledge the contributions of the faculty supervisor and other members of the research team. The reverse is also true: the faculty supervisor and other members of the research team must acknowledge the contributions of the RA. RAs should assume responsibility for making proper use of the intellectual, instructional and physical environment in which they are conducting research. The nature of some research projects may require that the RA be available during holiday periods or semester break. Students and their faculty supervisors should discuss expectations and time off before the appointment is accepted.

Graduate Assistants (Graders)

All responsibilities of GAs are carried out under the established supervision of the departmental faculty. The duties of GAs may include the following: reading course texts and materials, grading course assignments and exams, participating in regular meetings with supervising faculty and other GAs, upholding the university's policy on academic integrity, and assisting with the management of the course details. The Center for Educational Innovation is a good resource for support and information.

Graduate Instructors

All responsibilities of GIs are carried out under the established supervision of the departmental faculty. The duties of GIs may include the following: reading course texts and materials, designing and delivering lectures and class sessions, leading discussion sections, holding office hours each week, responding to student concerns, grading course assignments and exams, participating in regular meetings with supervising faculty and other TAs or GIs, designing and leading review sessions, upholding the university's policy on academic integrity, and managing course details. The Center for Educational Innovation is a good resource for support and information. As with faculty at UMN, GIs are evaluated by their students. GIs should review evaluations at the end of each semester after grades are submitted. GIs are encouraged to keep a record of the numerical scores and student comments for their teaching portfolio.

Faculty

At the beginning of the semester, the supervising faculty member will discuss with his or her TAs, RAS, GAs, and GIs the scope of their duties and responsibilities. This should include making the student aware of the criteria that will be used for the evaluation of performance. At the end of each semester, the supervising faculty will evaluate the performance of the TAs, RAS, GAs, and Gls under their direction. Any written evaluations will be kept on file in the department. Faculty are responsible for structuring the activities of TAs, RAS, GAs, and GIs in accordance with university guidelines concerning TA, RA, GA, and GI workloads. TAs, RAS, GAS, and GIs are allowed to devote no more than 20 hours per week, on average, to their teaching or research assignment. Faculty are responsible for knowing the terms of appointment for each of their TAS, RAS, GAs, and GIs, and for adjusting the workload for each accordingly. Supervising faculty may not require TAs, RAS, GAs, and GIs to perform services unrelated to their teaching or research duties, such as personal errands for the faculty member, providing child or pet care, and so forth.

Expected Behavior

Student Behavior

TAS, RAS, GAs, and GIs should:

• be careful, thoughtful, and discreet.

• conduct themselves professionally.

• regularly communicate with their faculty supervisor.

• ask for advice and assistance if and when they need it.

TA, RA, GA, and GI positions support graduate students' experience as such. Therefore, their first responsibility is to their own studies. After the offer letter has been issued, any modifications to TA, RA, GA, or GI stipends and/or hours must be approved by the university.

Faculty Behavior

Faculty supervisors of TAs and GIs should:

• provide and discuss the syllabus with the TA or GI before or within the first week of classes.

• cannot compel TA or GI to work more than the appointment percentage.

• explain to the TA or GI the learning and content objectives of the course.

• discuss with the TA or GI any questions or concerns about the course material.

• clarify their expectations pertaining to:

• attendance in lecture

• leading discussion sections

• designing syllabi for discussion sections

• grading

• holding review sessions

• office hours

• procuring audio and visual material

• photocopying or posting materials online

• proctoring exams

• overall purpose of the teaching assistant (TA) in the course

• schedule regular meetings with their TA or GI team and with individual TAs or GIs.

• provide examples of a range of exams, papers, quizzes, and lab reports.

• schedule meetings with the TAs or Gls to discuss upcoming assignments and provide or develop a grading rubric.

• be sensitive to a TA's time when scheduling turn-around time for graded assignments.

• share with their TAs or GIs pedagogical strategies and activities that worked for a given concept or topic.

• share with their TAs or GIs general beneficial pedagogical practices.

• be prompt in notifying their TAs or GIs with any change in scheduling or the syllabi.

• not require TA or GI to perform personal, non-work related, tasks (e.g. pet care, dry cleaning, etc.).

• provide teaching opportunities and feedback.

Faculty supervisors of RAs should:

• provide their RAs with a set of short- and long-term project goals to be accomplished in the semester/year.

• clarify their expectations pertaining to:

• work hours

• quality and format for submitting work

• methods of communication work etiquette

• university holidays

• schedule regular meetings with their RAs to discuss current projects and progress towards stated goals.

• discuss with the RA any questions or concerns about the research.

• clarify their policies on patents, contributions of work, collaboration, and copyrights.

• clarify their policy on using research conducted through the RAship for inclusion in theses or dissertations.

• be sensitive to an RA's time and ensure that the student does not exceed more time in the lab than his or her RAship allows.

• share best research practices and encourage professional development.

• promptly notify RAs about changes in the research schedule.

• promptly notify RAs about changes in the standing of an external grant.

Unionization

As a supervisor, it is critical to understand that GAs are labor-represented employees. This means that the terms and conditions of their employment are no longer governed solely by departmental discretion. Instead, the working relationship is governed by a Collective Bargaining Agreement (CBA) negotiated between the University and the Union. This section of the handbook is designed to help you navigate these new contractual obligations, distinguish between student and employee statuses, and successfully manage your GAs under the current CBA.

Orientation

Generally, the University will notify employees of New Employee Orientation (NEO) within the first thirty (30) calendar days of employment. GA shall not be required to be present elsewhere during the orientation, as the Union has negotiated a portion of time during the NEO to exercise the right to engage in protected activity with the employee; this includes a presentation and distribution of Union material. However, if the University does not offer a formal NEO session, GA shall be granted thirty (30) minutes within the first thirty (30) calendar days of employment to meet with the Union; these meetings can be held virtually.

Stewards & Officers

It is possible that an individual appointed to a GA could be a Union Steward. According to the CBA, provided the stewardship does not preclude work duties, and with advanced written notice to the supervisor in the event of interference, those GA with the Steward designation shall be permitted reasonable time during working hours to investigate and process grievances on University property. In addition, GA that have been designated by the Union to represent the Union during the bargaining process shall be permitted reasonable time during regular work hours to participate in scheduled bargaining sessions. The Office of Human Resources will have a list of Stewards and Officers, which should be updated by the Union during the Spring and Fall semester.

Work

Supervisors are responsible for factoring all required duties into the weekly hour limits. As a general rule, the working hours for a GA should primarily be during regular working hours which are weekdays from 8:00 AM to 4:30 PM. However, there are exceptions for work that involves evening classes, weekend lab responsibilities, fieldwork, etc.; exceptions must be specified in the written appointment letter. Work is considered the assigned duties of the position that advance the research, teaching, service, and professional development mission of the University. Work should be further refined through specific scope, as outlined in the job description and appointment letter to set expectations for the GA and the supervisor. Work also includes work related communications (i.e. emails, messages, Canvas announcements, etc.), required office hours, and time spent preparing for teaching. Time spent in required work related meetings, orientations, training, and conferences are also examples of work; this can include associated travel time. GA have the right to decide office hours unless the office hours are explicitly addressed in the appointment letter.

The University, and by proxy supervisors, must ensure that the GA has the appropriate tools and resources necessary to successfully fulfill the jobs duties and they must be provided without charge. Examples might include supplying a GA that is expected to teach on a regular basis with the instructor copy of the course material, including the textbook, and arranging for the use of private space if the duties require sensitive conversations with students. If a supervisor needs to move the work location or substantially alter the workspace, the supervisor must provide thirty (30) calendar day notice; or as soon as feasible. GA have the right to request remote work arrangements; however, supervisor approval is required. Supervisors may approve or modify a remote work arrangement based on operational needs of the department. GA may request to work remotely from another state or internationally; however, the request must be approved firstly by the supervisor, then the unit HR professional. GA are responsible for the cost of internet and phone service while working remotely, except when there is an approved remote working arrangement and such a policy is prohibited by law.

Supervisors may not prevent a GA from earning additional income outside of the assistantship, so long as the other position does not: 1) conflict with the GA duties; 2) pose a conflict of interest; or 3) violate University policy. GA, when acting in the capacity as an employee, have the same intellectual property and commercialization rights as faculty and staff. When a GA contributes to a publication or presentation, the authorship must, justly, reflect the contribution and be agreed upon by all authors; see Contributor Roles Taxonomy. Supervisors must not retaliate against a GA asserting authorship or intellectual property rights claims made in good faith. Note: GA cannot be compelled to work beyond the percentage of the appointment on a continuous basis. The CBA recognizes that the nature of academic work means hours fluctuate slightly from week to week; however, supervisors must give advance notice to the GA when there is an anticipated variance in the workload. The average cannot continually exceed their set hours.

Leave

GA are entitled to several types of paid and unpaid leave. GA are entitled to up to 10 days of sick leave per academic year (this includes the summer term) to care for their own illness or injury, as well as that of dependent. Supervisors are not permitted to require a GA to find a replacement to cover absences while using sick leave. Supervisors may request supporting documents to verify that the GA was unable to work if the sick leave usage becomes a performance concern. In addition, GA that hold an appointment of 50% or greater are entitled to six (6) weeks of paid parental leave. GA may request up to three (3) days paid personal days per semester; a total of nine (9) paid personal days for GA that hold appointments in the Fall, Spring, and Summer semester. GA may use paid personal days for any purpose, and the supervisor may not unreasonably deny the request. Paid personal days are not paid out to the GA at separation and unused paid personal days do not carry over to each semester (i.e. use must be within the semester earned or the days are forfeited). GAs are expected to try to plan the use of paid personal days during scheduled academic breaks; this is not a requirement. GA should provide the supervisor with at least two-weeks notice, whenever possible, before using paid personal days. GA are entitled to the designated paid holidays set by the University, and cannot be required to work on those days.

International GA are eligible for up to five (5) days of paid leave per academic year to attend visa and immigration proceedings. GA should provide at least fourteen (14) days advanced notice when possible. Supervisors may request supporting documentation before granting the request of the GA, however all requests must be given reasonable consideration. GA are provided with three (3) days of paid bereavement leave to support the travel, arrangements, and services. Supervisors are encouraged to accommodate this request. GA are eligible for paid civic leave to serve on jury duty, vote in elections, or testify; supervisors may request a copy of the subpoena, jury summons, or other relevant documents to support the request. GA are entitled to paid military leave of fifteen (15) days per calendar year for required service in any branch of the military, including the United States National Guard; the service can be voluntary or involuntary. GA may request unpaid time away for the purpose of Union business, which may include conferences or training.

Discipline and Discharge

The new standard for discipline and discharge matters falls under the ‘Just Cause’ standard and requires a progressive discipline approach with mandatory notifications, which are detailed in the CBA in Article 12. It is critical to maintain clear distinction between the GA role as student and role as an employee; discipline in the context discussed in this section must be based on job-related misconduct or job performance. Supervisors may discipline or discharge GA as long as the progressive discipline moves through the following step in the following order: Oral Warning, Written Warning, Unpaid Suspension, and Discharge. There are instances where supervisors may bypass one or more levels of progressive discipline so long as it is applied consistent with the nature and seriousness of the offense. In the event a supervisor intends to interview a GA regarding an event or behavior that could lead to discipline, the supervisor must inform the GA of their right to have a Union representative present before the interview or disciplinary action begins. If the GA requests a Union representative and there is not a Union representative available, the supervisor must wait two (2) calendar days to schedule the interview. If the event occurs on a Friday, then the waiting period is extended to the following Monday. During the interview, the GA has the right to any pre-existing disability accommodation (AKA Reasonable Accommodation) and the GA may request a translator/interpreter. However, the request for a translator/interpreter cannot be used to delay the interview. In the event of allegation of misconduct or dereliction of duty that require the GA to be removed from the premises or immediate relief of duties, the supervisor may place the GA on paid administrative leave without prior notice. The placement of the GA on paid administrative leave is not, in and of itself, a disciplinary action, and a Union representative is not required for this action. If a decision is made to suspend or discharge a GA, the Union must be notified in writing within 24 hours, provided the GA has signed the FERPA consent form. If the supervisor notifies the GA that the GA will be discharged, the supervisor must notify the Union in a timely manner. Note: A decision to not offer a subsequent appointment after the end of the appointment is covered by the CBA.

Grievance Procedures

The legally binding multistep procedure is designed to resolve disputes at the lowest level, which means that supervisors are the first line of resolution. The first step of the grievance process calls for GA, a Union representative if the GA desires, and the supervisor to resolve the matter through an informal problem solving meeting. If the problem solving meeting is requested, supervisors are expected to hold the meeting within fourteen (14) calendar days of the date of the request. The goal is to have all parties involved use the informal process to resolve the matter before a formal grievance is filed in writing, a representative from Human Resources will be involved if a formal grievance is filed. Deadlines for the grievance process are strict; if a GA raises a complaint, it is best to address the matter promptly or elevate to HR to ensure that University does not miss a mandatory response window. Throughout the process it is important that supervisors understand GA have a right to Union representation at all stages of the process, including the informal problem-solving process. Supervisors must never retaliate against, penalize, or discriminate against a GA for bringing forward a complaint, participating in an investigation, or filing a grievance.

Personnel Files

The GA may review their own personnel file upon request and the GA has the right to place a written response to any document within the file. Upon request from the GA, the supervisor or management employee that retains the personnel file will provide any requested documents within seven (7) calendar days. In the event that the GA requests to review their personnel file in relation to a grievance (Art. 13), a Union representative may be present.

Subsequent Appointments

All GA appointments are temporary and expire at the designated date provided on the offer letter; deciding to not offer a subsequent appointment is considered a discharge. Reappointments are made at the discretion of the University (i.e. via department and/or supervisor) due to the variety of factors used to determine the need for the position. However, supervisors cannot use the GA academic performance, academic discipline, or violations of student policies to make appointment decisions. Of note, the department is required to send notices to all GAs that held appointments in previous terms, and remain eligible for the positions, after sending appointment letters to those GAs that were selected.

Graduate Assistantship Workloads

Graduate students may not normally hold an appointment of more than 50 percent, whether the appointment is from a single unit or multiple units. This limit allows the students the time needed to devote to their academic programs. For multiple assistantships from different units, coordinating approval memos from the home unit and the hiring units are required. Please note that federal regulations limit the cumulative appointment for international graduate students to no more than a 0.50 FTE (20 hours per week) appointment. GAs may request remote work arrangements.

Requirements for Graduate Assistant Reappointment

Graduate assistant appointments are temporary. Continuation depends upon availability of funds, level of enrollment, and research needs. In order to be considered for reappointment, those holding assistantships must have received acceptable evaluations from their supervisor. Assistants eligible to be considered for reappointment should be notified of the department's decision, in writing, by June 15 if at all possible, preceding the next academic year. For assistantships not tied to the academic calendar, reasonable written notice of reappointment decisions should also be given. Any suggestions from supervisors can be directed to the DUGS or ADUGS, depending on position availability.

Key Points of Contact & Resources

Key Points of Contact

• HR Contact/Director: Rachel Bloom-Brovold brovo023@umn.edu

• Union Rep Contact: Naji Alfateh fateh008@umn.edu

• Director of Undergraduate Studies: Jonathan Stuart stua0042@umn.edu

• Associate Director of Undergraduate Studies: Daniel Koza kozax018@umn.edu

Key Resources

• Student Ombuds Services - Best practices for relationship management and academic civility.

• Union Contract - Collective Bargaining Agreement (CBA) with the Graduate Labor Union (GLU-UE).

• Mental Health Support - Mental health support services offered by Boyton.

• Behaviour Consultation Team - Coordinated response arising from students who may represent a threat of harm to themselves or others.

• International Student Scholar Services - Support services for the international community.

University-Specific Policies and Information

Academic Calendar

Important academic dates for graduate students can be found in the University of Minnesota’s Academic Calendar: http://onestop.umn.edu/calendars/index.html.

Student Conduct Code

The University seeks an environment that promotes academic achievement and integrity, that is protective of free inquiry, and that serves the educational mission of the University. Similarly, the University seeks a community that is free from violence, threats, and intimidation; that is respectful of the rights, opportunities, and welfare of students, faculty, staff, and guests of the University; and that does not threaten the physical or mental health or safety of members of the University community. As a student at the University you are expected adhere to Board of Regents Policy: Student Conduct Code. To review the Student Conduct Code, please see: http://regents.umn.edu/sites/default/files/policies/Student_Conduct_Code.pdf

Sexual Harassment

"Sexual harassment" means unwelcome sexual advances, requests for sexual favors, and/or other verbal or physical conduct of a sexual nature. Such conduct has the purpose or effect of unreasonably interfering with an individual's work or academic performance or creating an intimidating, hostile, or offensive working or academic environment in any University activity or program. Such behavior is not acceptable in the University setting. For additional information, please consult Board of Regents Policy: http://regents.umn.edu/sites/default/files/policies/SexHarassment.pdf

Equity, Diversity, Equal Opportunity, and Affirmative Action

The University provides equal access to and opportunity in its programs and facilities, without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. For more information, please consult Board of Regents Policy: http://regents.umn.edu/sites.default/files/policies/Equity_Diversity_EO_AA.pdf

Disability Accommodations

The University of Minnesota is committed to providing equitable access to learning opportunities for all students. Disability Services (DS) is the campus office that collaborates with students who have disabilities to provide and/or arrange reasonable accommodations. If you have, or think you may have, a disability (e.g., mental health, attentional, learning, chronic health, sensory, or physical), please contact DS at 612-626-1333 to arrange a confidential discussion regarding equitable access and reasonable accommodations. If you are registered with DS and have a current letter requesting reasonable accommodations, please contact your instructor as early in the semester as possible to discuss how the accommodations will be applied in the course. For more information, please see the DS website: https://diversity.umn.edu/disability/

Mental Health and Stress Management

As a student you may experience a range of issues that can cause barriers to learning, such as strained relationships, increased anxiety, alcohol/drug problems, feeling down, difficulty concentrating and/or lack of motivation. These mental health concerns or stressful events may lead to diminished academic performance and may reduce your ability to participate in daily activities. University of Minnesota services are available to assist you. You can learn more about the broad range of confidential mental health services available on campus via the Student Mental Health Website: http://www.mentalhealth.umn.edu

Research Involving Humans

The University of Minnesota established the Institutional Review Board for the Use of Human Subjects in Research (IRB) to evaluate research for compliance with the guidelines and policies of the U.S. Department of Health and Human Services, the Public Health Service, the Food and Drug Administration and other federal, state and local regulations. All research in which human subjects are used, whether by faculty, staff or students, must be approved in advance by the IRB, regardless of the source of funding, lack of funding or any other consideration. Research involving human subjects not approved in advance may be disallowed and may incur severe penalties for non-compliance with institutional policy. Information and review forms may be obtained from the IRB website: http://www.research.umn.edu/irb/

Frequently Asked Questions

Do graduate assistants have to pay tuition and fees? If so, how much?

Graduate assistants can receive a maximum of outlined in the CBA per semester, based on a 50% appointment and registration for six credits. Advanced Masters or Ph.D. Candidate graduate assistants can receive a maximum of per semester, based on a 50% appointment and registration for one credit. You cannot rollover unused tuition remission. Undergraduate credits are not eligible for tuition remission even if they are prerequisites for graduate-level courses. Graduate assistants must be employed at least a half-time (10 hours per week) to qualify. Fees for all credits (including those covered by tuition remission) and all tuition beyond the maximum must be paid by the student. Visit http://www1.umn.edu/ohr/gae/tuitionbenefits/index.html for specific tuition and fees information.

How is my tuition paid? Do I have to do anything?

All you need to do is sign and return your employment letter and register for the required number of credits for your assistantship before the fifth class day of the semester. When the signed letter and payroll forms are received at the Office of Human Resources (and if you are fully registered) the remission will be placed on your tuition statement on the fifth class day of the semester. If there is a problem with the appointment or forms that is not resolved before this date, the remission will be applied as soon as the problem is resolved. If this happens, you may have to pay tuition and receive a refund upon resolution.

Does having a graduate assistantship affect my financial aid?

Yes, loan eligibility for a graduate student may be reduced if the student receives a graduate assistantship. Your eligibility is generally reduced by the amount of your tuition remission. In very rare cases, assistantships are funded through the work study program. Your department would let you know if this is the case. For these assistantships, your loan eligibility would be reduced by the full amount of the stipend plus the tuition remission. Graduate students are not eligible for grants. Please visit http://www.grad.umn.edu/fundingtuition for more information.

How often will I get paid?

Graduate Assistants generally receive a paycheck every other week. Be aware that the first check may not be available for approximately four weeks, so budget accordingly. Your stipend will be divided according to the number of pay periods that occur during appointment. If the appointment lasts the academic year, you will continue to receive checks during academic breaks.

Will my work as a graduate assistant interfere with my studies?

An assistantship is no “free ride,” of course. You will be expected to provide professional work and will hold responsibilities that affect others, the University, and your personal reputation. However, assistantships are created with graduate students’ needs in mind. On average, full-time GAs will work 20 hours-per-week and part-time GAs will work 10 to 15 hours-per-week. You will most likely find that your schedule as a GA will be flexible; however, there will not be an expectation that appointees exceed the hourly caps. GA supervisors take your role as a student seriously and will work with you if any scheduling conflicts arise.

Can I hold a graduate assistantship and not register for classes?

No. A graduate assistant must be fully registered for a minimum of six graduate-level credits each term of the appointment. Full registration is required by the fifth day of classes or your tuition remission is in jeopardy.

What is the minimum required credit load for a graduate assistant?

A full-time assistantship requires six or more credits per semester. Part-time assistantships require three or more credits per semester. Doctoral students holding an assistantship must be enrolled for a minimum of six doctoral credits.

Who do I go to if I am having a problem with my assistantship?

As is customary in any professional situation, talk with your supervisor first. If your problem is not resolved, feel free to contact the Director of Undergraduate Studies or Daniel Koza.

What kind of training will I receive?

Individual departments have their own training specific to the position. Information regarding graduate assistant training will likely be included with your appointment letter if you are offered the assistantship. Please contact the department in which you are employed for more information.

Will my graduate assistantship require that I take any additional classes?

It is possible that your assistantship will require that you take a course in order to receive additional training throughout the semester. This information should be included with your appointment letter if you are offered the assistantship. Please contact the department in which you are hired for specific information.

As a graduate assistant, what is expected of me? What are my responsibilities?

A graduate assistantship is a professional job and could be the beginning of your reputation in the field. Your responsibilities will be outlined by your supervisor. You should not need to work more than 20 hours-per-week for a full-time assistantship.

What can I do to enhance my professional development?

In addition to providing opportunities to meet faculty and peers, OLPD strives to provide graduate assistants with events geared toward professional development. You will be e-mailed about many of these events, so it is important to activate and frequently check your UMN email account. You can also check http://www.cehd.umn.edu/OLPD/OLSA/default.html. Your department should also make you aware of professional development opportunities via e-mail; contact your department if you are not receiving this type of e-mail to make sure you are on their listserv.

Will someone familiarize me with the technology I will be using as a graduate assistant and student?

OLPD does not provide technology training. However, the Office of Information Technology (http://it.umn.edu/about/office-information-technology) and the Center for Educational Innovation (http://cei.umn.edu/) each provide a wide range of free training sessions and workshops each semester.