Graduate Student Employment
Titles, Salary, and Eligibility Information
A graduate student may not be employed more than 50% time (20 hours per week) in any combination of titles during the academic year. During quarter breaks and the summer a student may work full-time. If an exception needs to be made (this is very rare), a memo must be forwarded from the graduate adviser or chair to the graduate dean prior to the appointment being made. Full-time career employees are an exception to this rule. Career employees are also eligible for the Employee Reduced Fee Program. Two thirds of the University Tuition and Student Services Fee are credited. Find more information on the HR Website.
For questions regarding Graduate Student Employment, please contact Patrick Napier, firstname.lastname@example.org.
UCOP salary scales can be seen at https://www.ucop.edu/academic-personnel-programs/compensation/2023-24-academic-salary-scales.html
(Reader, Teaching Fellow, & Teaching Assistant=Tables 18; Associate = Table 19; & GSR=Table 22)
Minimum Qualifications of ASE and GSR positions.
Graduate students must meet the following minimum criteria:
- 3.00 GPA
- To hold any employment titles, expect Reader and Tutor, the appointee must be a registered graduate student enrolled in 12 units
- Fewer than 8 units of incomplete grades
- Advanced to candidacy within 12 quarters after entry (if a PhD candidate)
- Acceptable progress toward degree
- Teaching Assistant, Teaching Fellows and Assoc In___: Any student whose native language is not English must pass an oral English language competency exam before performing duties as a TA
- Teaching Assistant, Teaching Fellows and Assoc In___: No one may serve in a teaching title for more than 18 quarters (no exceptions can be made to this regulation).
Exceptions to the minimum qualifications may be sought by an academic program on behalf of a ASEs or GSRs. Exceptions may be granted at the sole discretion of the Graduate Division and the graduate dean. Exceptions for employment purposes should not be confused with exceptions for registration purposes. Permission to register for courses is not the same as an employment exception. Please note: Exceptions are granted to academic programs. ASEs should not petition the Graduate Division directly for exceptions.
Time Limits to Degree
1. Master's students
All students should complete their program of study in six quarters (seven quarters in the case of Botany/Plant Sciences & Earth Sciences, eight quarters for the MBA program, nine quarters for the MFA in Dance)
2. Ph.D. students
Advancement to Candidacy - All students should take their oral qualifying exams and be advanced to candidacy within 12 quarters
Students Advanced to Candidacy - All students should complete their degree within the program's acceptable progress limits (normative time to degree plus one year)
If the student has not advanced to candidacy within 12 quarters or is beyond time limits for acceptable progress, a timetable (or timetable to exams) must be approved by the Graduate Dean. This should be submitted along with a memo from the program stating that the student is continuing to make progress toward the degree.
English Language Proficiency
Any student who was born in a country where English is not the official language (or is born in the US but indicates on their application that English is not their first language) must pass an English language competency exam before performing duties as a TA. This includes not only international students but also citizens and permanent residents. This exam is normally the SPEAK, TSE or TOEFL iBT.
ASE and GSR Salary
Current Salary Rates can be found on the UCOP website: https://www.ucop.edu/academic-personnel-programs/compensation/2023-24-academic-salary-scales.html
Once appointed as an ASE or GSR, students are expected to continue to adhere to the above requirements and to enroll and complete 12 units of coursework or research. Professional Readers and tutors are the only exception to the unit requirement.
Appointees serving at 25% time or more for the full academic quarter
ASEs and GSRs with eligible academic appointment(s) totaling 25% FTE or more of full time for a given term are eligible to participate in the University's Partial Fee Remission Program. Fee remissions cover tuition, the student services fee, GSHIP and campus fees not to exceed the maximum campus fees for each campus. The GSHIP remissions in not reimbursable, students who waive GSHIP are not eligible for the remission. Fee remissions for students in the self-supporting graduate degree programs are equivalent in dollar to ASEs and GSRs enrolled in UC state-supported graduate programs.
A summary of quarter UCR fees can be found on Graduate Tuition and Fees webpage on the Registrar's website.
Students receiving these fee remissions must work the entire quarter to be eligible for this benefit. If the entire quarter is not completed, the remissions will be revoked and the student will have to pay that amount.
Note, taxes are withheld on appointments.
Time and Attendance Reporting System (TARS)
Time and Attendance Report System (TARS) for ASEs and GSRs
Where applicable and as required by the UAW contracts, ASEs and GSRs will be required to seek prior approval for Personal Time Off and Leave of Absence.
It is the employee’s responsibility to accurately record approved leave taken and submit timesheets to their supervisor/unit head by the published deadlines. In support of organizational excellence and to improve operational effectiveness, timely and accurate submission of time records will reduce incorrect reporting.
It is the supervisor’s responsibility to accurately review and approve employee timesheets by the published payroll deadlines.