GSR Fellow/Trainee Job Code Implementation

Paying Job Code Implementation Schedule

Date	Activity
May 1	UCOP Train-the-Trainer session
May 9 or 10	GEPA FSU Information Session to share resource documents, and implementation details (final date TBD)
May 15-17	First Office Hour Session (final dates TBD)
May 15-June 7	Hiring Units Create Positions and Complete Mass Hire Spreadsheet
May 16	Office Hours (Zoom)
May 31	Office Hours (Zoom)
June 5	Office Hours (Zoom)
June 10-14	GEPA FSU Reviews Spreadsheet and Submits Mass Hire Spreadsheet
June 17	June Monthly Payroll Deadline

Mass Concurrent Hire with FSU

Departments may opt to add student data to a Mass Concurrent Hire file. Access to this shared Google space must be granted before accessing the Google Sheet.

GSR Fellow/Trainee Job Code Implementation - Concurrent Hires

Links

May 9, 2024 Information Session Presentation

GSR Trainee Fellow Supplement Calculator

Required Actions by Departments

Required Actions by Departments

Review the list of awards, disciplines, and students presumed to be in the unit at this time
Process GSR Fellow/Trainee Appointment in UCPath
Process GSR Fellow/Trainee Supplement in UCPath (if applicable)
Issue an appointment letter to the GSR Fellow/Trainee
Continue to process tuition and fee payments in Financial Support Request Tool (FSRT)

Determining When a Fellow or Trainee is in the GSR/BR Unit

Not all Fellows and Trainees fall under the GSR/BR collective bargaining agreement. The determination is based on the combination of fellowship/traineeship and academic discipline.

GEPA initially made available a list of fellows and trainees to departments that have been presumed to be covered by the unit. Effective January 2024, GEPA will no longer generate the list of fellows and trainees and departments will utilize this guidance document for determining when a Fellow or Trainee is in the GSR/BR Unit. If you are unsure about the status of your students, your academic discipline or department, or a particular fellowship or traineeship, please contact GEPA at grademployment@ucsd.edu.

The list of fellowships and traineeships presumed to be in the unit is available in our Google Drive with limited access: GEPA Documents for MSO/Grad Coordinators.

2023-08-24 CONFIDENTIAL PRIVILEGED Graduate Students on Grants and Fellowships List.xlsx

GSR Fellow & Trainee Compensation

No GSRs should be paid below Salary Point 1 or paid below their minimum experience level. When a GSR is placed on a Fellow/Trainee Job Code, if the stipend amount is less than the established wage minimum, departments must provide additional funding to increase the wage rate to the next highest salary point on the GSR scale, as applicable.

Supplements

Determine the monthly rate for the fellowship/training grant
Determine the experience level for the Fellow/Trainee and the Salary Point associate with that experience level
If the monthly rate of the fellowship/training grant from Step 1 is lower than the 50.00% FTE monthly rate of the Salary Point determined in Step 2, use a supplement to bring the Fellow/Trainee to the Salary Point determined in Step 2
If the monthly rate of the fellowship/training grant from Step 1 is higher than the 50.00% FTE monthly rate of the Salary Point determined in Step 2, you will need to place them on a Salary Point that is higher than their experience level. Place the Fellow/Trainee on the next highest salary point where the 50.00% FTE monthly rate is greater or equal to the monthly rate of the fellowship/training grant. Use a supplement, as needed, to bring the Fellow/Trainee to the new Salary Point

The supplement Job Code 003160 must be paid with a Fellow/Trainee Job Code and cannot stand alone.

GSR Fellow & Trainee UCPath Input

New Job Codes: 003145 and 003155

Only GSR Fellows/Trainees that have been determined to be in the unit should be entered into UCPath. DO NOT enter students supported by other types of financial support into UCPath without prior review by our campus Labor Relations; contact Jonathan Connolly, jconnolly@ucsd.edu.

Review the Job Aid here: Job Aid: GSR Fellow or Trainee Job Setup - Payroll Components

Appointment Letters

The GSR/BR contract requires departments to issue written notices of appointment to GSR Fellows and Trainees. Use the IA System to create appointment letters

Fellow and Trainee awards and supplements will be combined into one letter. Fellow and Trainee awards in conjunction with other graduate academic titles should have separate letters.

Letter Template

https://docs.google.com/document/d/1f-a3hH8kRMfmgOdBMWMFYJv661db2V-e9uKXflrZwMI/edit#heading=h.1fob9te

Reference Documents

see Appendix: Implementation of ASE and GSR Collective Bargaining Agreements

2024-04-01_GSR_Fellows_Trainees_New_Titles_Issuance

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