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Student Academic Appointment Information
(GSR, GSI, Reader, Tutor, UGSR)
Policies and Procedures
2005-06 version; 2006-07 coming soon.
Some of these policies may not apply to Undergraduate Student Researchers.If you are interested in holding an academic position (Graduate Student Instructor [GSI], Graduate Student Researcher [GSR], Reader, Tutor), click the button above or contact faculty members in your area of study about employment possibilities. If a position is offered to you, you will need to complete a Student Academic Appointment Application. You can obtain this form from your Area/Program Office, the Student Academic Services Office, or the Business Services Office.
The application process consists of several "steps" (including providing information on the beginning and ending dates of your appointment, and the percent time you will be employed; obtaining the signature of the faculty member hiring you, and the approval of your Faculty Counselor). When you have completed Steps 1AB, and 2, please submit the Appointment Application to Polly Ng in the Business Services Office (Room 1615 Tolman Hall), who will begin the hiring process.
From there, your appointment application will be forwarded to Student Academic Services to determine your academic eligibility for the appointment (GPA, I grades, registration status, "normative time" progress). Please note that if you are far behind in your degree progress, there may be a delay (to give the Head Graduate Adviser time to contact you and/or your adviser, about the appointment). Once your academic information has been verified, SAS staff will return the completed form to the Business Services Office for submission to payroll.
Graduate Division requirements include:
1. Registration and enrollment, by the third week of the term, in at least 8 units
2. GPA of 3.1 or better, and no more than two grades of Incomplete. In addition, students are expected to be in good academic standing, making satisfactory progress in their degree programs.
Restrictions:
Students cannot be on Filing Fee status while holding an academic appointment.Students receiving the Deans Normative Time Fellowship are NOT eligible to hold an appointment during the semester(s) they have the award.
Students receiving full fellowship support (stipend plus fees) are limited to 25% time.
Requests for exceptional appointments require the submission of a Request for Exception form in addition to the appointment application, and the approval of the Head Graduate Adviser. Exception Request forms are available from your Area/Program office, the Student Academic Services Office, or the Business Services Office.
Appointments that require the submission of an Exception Request form include:
GPA below 3.1 and/or more than two grades of Incomplete;
Percent time for all appointments held exceeds 50% (but not more than 75%). Note: During the summer break, appointments up to 100% time are allowed.
GSI appointment exceeds Systemwide limit of 4 years in student teaching titles on all UC campuses
GSI having full responsibility for a 100 level course;
GSI, Reader, or Tutor assisting in 200 level course;
GSI being promoted early from Step I to Step II.
Students should not begin working until their appointment is approved.
For students being paid an hourly wage, deadlines to submit time sheets fall around the end of the month. Appointment renewals must be submitted to the Business Services Office a minimum of one month in advance. Missed deadlines will result in paychecks being delayed.
Fee and SHIP Remission Programs/Fee Payment Procedures (For salary/remission amounts, go to www.grad.berkeley.edu/appointments)
Graduate students appointed for 25% time or greater, for the entire semester, as a Graduate Student Instructor, Graduate Student Researcher (or combination of both titles) are eligible for partial fee remission, and full remission of the Student Health Insurance Premium (SHIP).
Graduate students with GSR (only) appointments at 45% time or greater are eligible for full fee remission, as well as full remission of the Student Health Insurance Premium (SHIP).
Financial Aid recipients who qualify for fee remission need to report this (award) information to the Financial Aid Office.
SHIP enrollment information and Health Insurance Waiver forms may be obtained from the University Health Services at the Tang Center, 2222 Bancroft Way.
Fee Payment Procedures: Eligible students will receive a credit on their University fee billing statement in the amount of the remittable fees after the hiring department enters the appointment in the Human Resources Management System (HRMS). Please note that students are responsible for making sure that their fees are paid by UCB deadlines.
In most cases, fee payments are due before appointments are approved (the administrative process for fee remissions requires approximately 4 - 6 weeks from appointment entry to HRMS, to the appearance of remission credits on billing statements). If you have been assured of an appointment that will result in your eligibility for at least partial fee and SHIP remission, and your PAF will be submitted to Payroll by the deadline, you have two options for paying fees:
1) You can use the Deferred Payment Plan to pay registration fees. Pay the full amount of the first installment (20% of fees). Usually all fee remissions are applied by the time the second fee installment is due. A $40 charge is assessed under this option, but it is reimbursed for students who hold 45% time or greater GSR appointments (those eligible for full fee remission). OR 2) You may pay the full amount of registration fees. If you do this, do not deduct the remittable fees. You will receive a post card from Loans and Receivables when your refund check is available for pick up (approximately four weeks after your account is credited with the fee remission). If you select this option you will not be required to pay the $40 installment charge.
If you are subsequently not appointed to an eligible title, or lose eligibility during the course of the semester (e.g., your appointment ends early, or is reduced below 25% time), you must pay back the fee remission to the Cashiers Office. Failure to do so may result in loss of registration status.
Timesheets
GSIs are not required to submit timesheets, but timesheets are required for students holding GSR, Reader or Tutor appointments. Submission of late timesheets not only results in late receipt of paychecks, but it can also result in appointment separations due to payroll inactivity creating problems with fee remission. In some cases, this could result in a reversal of your fee remission by the Graduate Division. Your supervisor or area assistant should submit your timesheet to the Business Services Office (BSO). Check with the BSO for timesheet forms, instructions and deadlines. Paychecks and earnings statements may be picked up at the front desk of the BSO.
Union Form
For GSIs only -the UAW Membership Election form needs to be completed.
Revised 7/04 drf
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