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Departments should be aware of the following exceptions to policy and/or use of titles:
- Academic year appointment(s) greater than 50% time
- Academic Student Employees
- Associate or Teaching Assistant appointments for less than the entire quarter or mid-quarter change in percent time
- Associate-in-Lieu in other than approved programs
- Tutor in other than an approved program
- Graduate Student Researchers
- Graduate Student Researcher (GSR) not meeting eligibility requirements
- GSRTF on extramural funds not automatically accepting T/F remission charge
- Non-degree students on academic titles (ex. EAP Program)
Academic Year Appointments Over 50% Time
U.S. Citizens and Permanent Residents
The employment of a graduate student over 50% time during the academic year requires the prior written approval by:
- All hiring departments/programs and/or funding sources involved
- The student’s graduate academic home department Chair
- The Dean of Graduate Division
- Additionally, the endorsement of the student’s academic advisor is required
In general, a request for exception up to a maximum of 75% time will be considered.
IMPORTANT: Students appointed over 50% may be eligible for core benefits as outlined in Chapter 13.
An international student in F-1 or J-1 status is restricted to on-campus employment of a maximum of 50% time (20 hours per week) during the academic year. During the summer, 100% employment is allowed (depending on the student’s academic department support policy) if the student intends to enroll full time Fall quarter and meets all other eligibility criteria.
No exceptions are permitted to this rule.
Contact the Global Education Division with questions.
Academic Student Employee (ASE) Exceptions
Associate (teaching a course) or Teaching Assistant (TA) Appointments Less Than Entire Quarter and Change in Percent Time
It is an exception to appoint a Teaching Assistant for less than the entire quarter or to increase the percent time mid-quarter. The action requires pre-approval by staff in the Graduate Division Financial Support Unit (FSU). The FSU staff will determine if the situation also requires a formal exception letter and consideration by the Dean of Graduate Division. The action also requires special coordination with the Payroll Office since paychecks are not automatically generated.
TAs have a pay period in the Payroll system (three full months) but a service period of the actual quarter dates. If a student does not work the entire quarter (begins late or ends early) or changes the percent time mid-quarter, the action requires that you calculate the TA daily rate of pay with FSU staff assistance.
See Chapter 5: Guide for Teaching Assistants and Calculating a Daily Rate of Pay
Also, be aware that if the student does not work the equivalent of 50% time for half of the quarter, they will become ineligible for the TAHI/TAFE payments and will be billed by the University. This is another reason why you must contact FSU staff prior to inputting the action into the Payroll system.
Associate (in-lieu-of-TA) Title in Other Than Approved Programs
The Associate (in-lieu-of TA) title has been approved for specific programs including:
- Department of Cognitive Science
- Department of Political Science
- Department of Psychology
- Department of Sociology
- Teaching + Learning Commons, Center for Engaged Teaching
- The Division of Biological Sciences
Any other departmental usage requires the approval of the Dean of the Graduate Division.
Tutor Title in Other than Approved Programs
Only programs that have received prior approval by the Graduate Division may use the Tutor title code.
Graduate Student Researcher Exceptions
GSR Not Meeting Eligibility Criteria
It is an exception to appoint a Graduate Student Researcher on Tuition/Fee Remission who does not meet all of the five criteria for appointment. A request for exception must receive pre-approval from the Dean of the Graduate Division.
See Chapter 8: Guide for Graduate Student Researchers
GSRTF on 99100A or Other Funds Not Automatically Accepting T/F Remission Charge
There are some 99100A funds do not allow GSRTF such as American Cancer, American Heart, and March of Dimes; therefore, all GSRTF charges on a general fund (99100A) go through a clearing account managed by the Director, Graduate Student Financial Support.
Prior to hiring a GSR on a 99100A fund, the hiring department must submit a “GSRTF Clearing Account or Recharge Action Form”. The form is available on the Employment Forms page.
Non-Degree Student on Academic Titles
The appointment of a non-degree graduate student (a student admitted to Non-Degree status) on an academic title requires prior written approval by the student’s graduate department/group Chair and the Dean of Graduate Division. Exceptions will be considered if all degree students in the department are fully supported and that the non-degree student is not taking away support from a degree student (a student admitted for a Master’s or doctoral degree).
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Exception Request Guidelines
Effective Spring 2020, departments requesting an exception to the 50% cap, should submit an Employment Exception Request form and any additional documentation to the Financial Support Unit. A separate form should be submitted for each student. The exception request is initiated by the funding source requesting the exception. Submit completed and signed forms via the Employment Exception Requests Google Form: https://forms.gle/Y9fC2Ge14J1toSmCA.
Departments must provide student data and all relevant information related to the student’s proposed employment for the quarter(s) requested.
NEW/Effective Spring 2020: Employment Exception Request Form
Get the Graduate Division Employment Exception Request Form here. Instructions for completing the form can be found here. You can find this and other Graduate Employment forms here.
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