Hiring a Teaching Assistant or Course Assistant

View the TA/CA Description of Duties Form

Teaching Assistant (TA)

A registered student who is responsible for independently conducting laboratory and/or discussion sections for a course under the active direction and supervision of the faculty member teaching the course. A TA is not responsible for the instructional content of a course, for selection of student assignments, for planning examinations, or for determining the term grade for students.

Head TA/TA Trainer

Department determines appointment percent time and the pay rate is based on a standard TA salary (100% time).

Normally a registered graduate student who performs the duties of a TA (see above) and/or solely performs one or more of the following types of duties: Coordinates the workloads of TAs; provides TA training on departmental teaching methods; serves as a resource for all departmental TAs; substitutes for TAs unavailable to work due to illness or other excused absence; selects and supervises Readers, etc.

Course Assistant (CA)

A non-student hired to independently conduct laboratory and/or discussion sections for a course only when a qualified graduate or undergraduate student is not available, even if the CA is more qualified.

Procedures

By delegation of the dean’s authority, department chairs/program directors hold authority for approving and providing “written notice of appointment” to TA/CA.

The division will send departments a template appointment letter annually.

1. DEPARTMENT sends student an offer letter. In addition to the offer letter the following forms need to be provided to the TA/CA:
   • TA/CA Description of Duties (DOD): Faculty supervisors should be copied on the appointment letter and Description of Duties form so that they know what the appointees are being told regarding their duties.
   • Notification of Teaching Assistant Duties & TA/CA Performance Evaluation: must be provided to the TA/CA at the start of the quarter. The faculty supervisor is required to meet with the TA/CA(s) to go over the supplemental documentation form (which should include details of any “TBD’s” that were noted on the DOD form). The TA and faculty supervisor must sign the form.
2. PERSONNEL SPECIALIST at the beginning of the academic year, notifies the department that their TA/CA Support List is available.
3. DEPARTMENT completes the TA/CA Support List using instructions for accessing and adding content to the list located in the “-Instructions” folder on Google drive found HERE (** If you are not already logged into your UCSC email account you will be directed to do so before being sent to the “-Instructions” folder on Google Drive).
   • Approvals: In addition to completing the TA/CA Support List, if you are hiring anyone who falls into any of the below categories please email your Personnel Specialist with the appropriate approval.
     • Graduate Students: when exceeding 50% time – Graduate Dean
     • Undergraduate Students: CCI, and send notification to the Graduate Division
     • Undergraduate Students: when exceeding 50% time – Provost, CCI, and send notification to the Graduate Division
     • Course Assistants: Graduate Dean
4. PERSONNEL SPECIALIST after the quarterly deadline, emails the department a list confirming the TA’s/CA’s to be hired for the quarter.
5. DEPARTMENT confirms accuracy of this list and notifies Personnel Specialist immediately of any discrepancies/changes to ensure accurate and timely pay.

Documents

Notification of TA/CA Duties and Performance Evaluation Form

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