Overview

Departments requesting employment exceptions should submit the appropriate form and any additional documentation through the Financial Support Exceptions Google Form.  

Acceptable Requests

  • A change in title code, percentage of effort, class or course, or dates will require a new approval.
  • Please address and attach recent teaching evaluations, if available (if no evaluations are available, please indicate).
  • A biography form for the non-student must be completed and submitted with the exception letter; you may use the form provided in this section.
  • Biography forms will be valid for three (3) calendar years.  A new biography form must be submitted after three years. 

Process

Campus policy is that registered students in good standing should be offered all available positions as Teaching Assistants, Readers, or Tutors. It is an exception to appoint a non-student to perform these services and requires pre-approval by the Dean of Graduate Division.

Prior to the appointment, departments should follow these procedures:

  1. A department or program must make a thorough search to determine that there is no student available for the position. This can be done through the IA System, an e-mail distributed to other departments advertising the position, or by phone calls to department graduate coordinators.
    1. The hiring department should review the Graduate Student Funding Policy when considering applicants outside of the University.  See Graduate Student Funding Policy and this memo from 11/08/19 for details.
  2. If it is determined that there are no qualified students available, a request for exception to hire a non-student must be submitted to the Dean of Graduate Division.
  3. Once the department receives notification of the Dean’s approval, it may proceed with the online payroll action.

Pay Rate

  • Refer to the Student Academic Title Rates chart published by the Graduate Division
  • A non-student who has received the baccalaureate degree is paid at the appropriate graduate student pay rate
  • A non-student who does not hold the baccalaureate degree is paid at the appropriate undergraduate student pay rate


Non-Student Tutor/Reader Exception Request Form

Non-Student Biography Form AY.dotx (This form template opens in Microsoft Word.  After completing all fields, save as a PDF to add an electronic signature or signature image.)


Attach the PDF to the Financial Support Exceptions Google Form


Review the Financial Support Calendar for review period and due dates.  Submit the Non-Student Tutor/Reader Exception Request Form prior to the start of the quarter.   They will be reviewed in order they are received.

Effective Fall 2021: Senior Associate Dean Kim will review non-student tutor/reader files once a week on Thursdays. 

Non-Student Tutor and Reader Exception Request Form Instructions


Employee Information

FieldDescription
Name (Last, First):Name of non-student; leave blank if you are requesting a blanket exception for your department
NST Serving in the Role of: Teaching Assistant, Tutor, Reader

Period of Employment

FieldDescription
Quarter:eg. FA20, WI21, SP21, SU21
Start Date:Appointment start date
End Date:Appointment end date

Appointment Information

FieldDescription
Hiring Department:Department hiring the non-student
Title Code:eg. 2510
Percent Time:Percentage of the appointment (eg. 50.00%, 49.99%, etc.). Enter as decimal and the form will auto-format to a percentage (eg. 0.50 → 50.00%)
100% Pay Rate:Pay rate of the proposed appointment and specify monthly or annually. This should be the 100% rate (monthly or annual) that can be found on Student Academic Title Pay Rates for the applicable academic year. 
Calculated Pay Rate:The form will auto-calculate the monthly or annual pay rate the employee will receive based on the 100% rate and percent time of appointment. 
Class or Course:Specify class or course non-student will be hired for



Describe the department's certifications and attach Biography Form if not on file. Text will auto-shrink to fit in the box, but if you feel that more space is needed, please attach a separate document with this request.


Describe the department's need or justifications. Text will auto-shrink to fit in the box, but if you feel that more space is needed, please attach a separate document with this request.


Describe the Non-Student Tutor/Reader qualifications. Text will auto-shrink to fit in the box, but if you feel that more space is needed, please attach a separate document with this request.


Electronic signatures are acceptable.

Letter should be signed by the department chair or program director.  If there are multiple funding departments or programs included in the appointment, the chair or director from each program should sign.

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