Policies and Procedures
POLICIES AND PROCEDURES GOVERNING THE SELECTION ANDRETENTION OF TEACHING ASSISTANTS (TAs) AND ASSISTANT INSTRUCTORS (AIs)
I. University-wide policies and procedures
Teaching Assistants (TA), Assistant Instructors (AI), and Graduate Research Assistants are governed by the Handbook of Operating Procedures (http://www.utexas.edu/policies/hoppm/12.C.02.html)
1. For TAs: Part 12. Students. Section C. Student Academic Employees, Policy Number 12.C.1 (Date Issued: July 13, 2006)
2. For AIs: Part 12. Students. Section C. Student Academic Employees, Policy Number 12.C.2 (Date Issued: July 13, 2006)
3. For Graduate Research Assistants: Part 12. Students. Section C. Student Academic Employees, Policy Number 12.C.3 (Date Issued: July 13, 2006)
Apart from the university-wide policies, the Handbook of Operating Procedures establishes that TAs and AIs are also to abide by specific departmental rules which are set forth in the present document:
1. Teaching Assistants/Assistant instructors are subject to the Rules and Regulations of The University of Texas System Board of Regents, the University, the Graduate School, the college/school, and department in which they hold employment. In the performance of their duties they must abide by and adhere to the academic and instructional criteria and policies established by the department in which they render service. [Paragraph G1/J1 from Policy number 12.C.1/2]
In addition, International students must have English language certification and must attend the International TA/AI Orientation if appointed as a TA or AI with student contact. (Please consult the following website for more detailed information: http://ita.cte.utexas.edu).
II. Selection and appointment
1. The initial selection of all TAs and AIs is made on the recommendation of the Graduate Admissions and Financial Aid Committee (GAFA).
2. The selection of TAs and AIs is based on merit factors such as GRE scores, academic records, letters of recommendation and the assessment of teaching proficiency and experience.
3. First preference is given to qualified students in our own department; secondarily, to students in departments or programs closely related to ours, such as Foreign Language Education, Linguistics, the Institute of Latin American Studies, and Comparative Literature.
4. A person who has been conditionally admitted to the Graduate School normally is not eligible for employment as a TA or AI, although the department may appeal to the Graduate School to make an exception based on special circumstances. In cases where conditional admittance prevents employment, the candidate is encouraged to come to this department as a student so further consideration of his or her employment application may be given.
5. Initial applications for employment are part of the admissions process and are due by January 1. Employment offers are made with admission. Notification of employment is usually given in March. Additional offers, based on departmental need, may be made at the beginning of the fall semester.
6. A student hired as an AI is expected to teach one course section per semester.
The present policy further affirms the following rules established in the Handbook of Operating Procedures (the paragraphs copied below make reference to the AI and TA documents):
a. Paragraph E1a-b/F2: The period of appointment shall not exceed one academic year and shall terminate at the expiration of the stated period of appointment without notification of nonrenewal. If a department determines that it is to the benefit of the institution, it may nominate a TA/AI for reappointment.
b. Paragraph E1b/E1d: All appointments and reappointments of TAs and AIs are subject to the approval of the dean of the college or school, and the Vice Provost and Dean of Graduate Studies.
c. Paragraph E3/K2: The total combined period of service as a teaching assistant, graduate research assistant, academic assistant, assistant (graduate), and assistant instructor shall not exceed fourteen long-session academic semesters.
d. Paragraph E3: AI appointments shall not exceed twenty hours per week during the first two long-session semesters of graduate study at the University and thirty hours per week during subsequent long-session semesters. Exceptions may be permitted only upon approval of the Vice Provost and Dean of Graduate Studies.
For information about the exceptions to the limit of fourteen semesters of employment as an AI/TA (sub-paragraph c above), see the memo from the Office of the Vice-Provost and Dean of Graduate Studies (October 6, 2008).
III. Summer appointments
Summer teaching is based on programmatic needs in the Department of Spanish and Portuguese. Normally, the number of courses and sections offered during the summer is smaller than the number of AIs who would like to teach in the summer. Summer appointments will be based on a combination of merit (as a graduate student and a TA/AI) and seniority as described below:
a. AI assessment scores qualify a student to teach in the summer. This ranks him/her within the pool of people that will be teaching in the summer. (Students who do not attend the orientation workshops will not be considered to teach in the summer regardless of their overall performance evaluations, unless his/her absence is due to a documented emergency such as hospitalization)
b. Once the AI qualifies and is ranked for summer teaching, priority should be given according to the following groups:
Group 1--1st Priority
1st year Phd students who completed their MA degree in the department.
2nd and 3rd year Phd students
Group 2- 2nd Priority
1st year new Phd students
4th year Phd students
Group 3-3rd Priority
5h year and above Phd students
Students from other departments.
c. In case any summer course is cancelled after being assigned to a graduate student, these will be re-assigned so that priority rules can still be observed. Students in priority groups 2 or 3 should be allowed to teach during the summer only if students who applied in priority group 1 have been re-assigned a course. This premise will be followed, unless the student from priority group 1 voluntarily declines the re-assignment during that summer.
To clarify:
a) All positions are offers until enrollment reaches the minimum number of students for the class to meet.
b) If a class offered to an AI in Priority group 1 does not make, that AI will be offered the course originally offered to the last AI on the current Summer 2010 Assignment List (based on priority and ranking, and limited to the number of sections offered for Summer 2010). The AI will be given 24 hours to accept or decline the new offer. Failure to respond in a timely manner will be considered as declining the new offer. If other classes offered to AIs in Priority Group 1 do not make, the same procedure will be followed until all available classes are staffed.
1. This system allows students to work three (3) summers in their guaranteed 14 semesters of teaching (Graduate School Memo, October 6, 2008) with the possibility of a 4th summer based on merit.
2. If TAs are needed to teach lab sections in the summer, then they will rank according to their TA Assessment forms.
3. Summer AIs and TAs must take three hours of coursework in order for them to teach. It is not necessary for the AI/TA to enroll in coursework the same session that he/she teaches. If the AI or TA is teaching in the first session and intends to enroll in the second, he/she must show proof of registration and payment before appointment can be made.
4. Graduate students who are on leave during the spring semester (i.e. not registered for courses) or not in residence in the Austin area (even if registered for courses), excepting students away on grant, will not be eligible to resume teaching in summer term.
5. The Graduate School allows carrying one incomplete from the previous semester. Students with an incomplete more than one semester old are not eligible to teach, during summer or otherwise.
6. Lack of academic progress may result in the student not receiving an assignment. This is especially important for summer teaching positions. Thesis or dissertation students must demonstrate through their Progress Report forms that they are making adequate progress to justify continuing or summer employment. These forms should state a tentative date of completion.
7. Teaching performance is based on the evaluation procedure described in section (V) below. In addition, AIs must demonstrate the ability to teach with minimal supervision.
8. AIs with significant problems in their teaching record or other professional experience will not be considered for summer teaching. That includes AIs under probation, but excludes AIs who were under probation and were able to overcome their shortcomings.
IV. Responsibilities
The Handbook of Operating Procedures establishes that:
Although they are not members of the faculty, TAs/AIs will be expected to conform to the same standard of conduct in the performance of their academic duties as are members of the faculty and shall respect the rights and opinions of students and uphold the academic standards of the University. [Paragraph G4/J4]
In addition, in the performance of their duties TAs/AIs must abide by and adhere to the academic and instructional criteria and policies established by the department in which they render service.
A. General departmental policies applicable to both AIs and TAs
1. All AI and TA need to register for their courses and to have their tuition fees paid before starting to teach. You will be considered for a teaching assignment only if you have registered and paid your fees. Please do not leave town for the summer without registering for your classes in the fall.
2. All AIs and TAs must attend the general orientation session prior to the fall semester.
3. If suggested by the Director, Coordinator or a Supervisor, an AI/TA may be required to observe a different section of the same course being taught by the AI/proctored by the TA in order to become more familiarized with the program expectations. The number of visits will be limited to a reasonable amount as to provide the AI/TA with the appropriate level of knowledge to be successful as an AI/TA.
4. AIs and TAs are not to switch sections without prior consent of the Coordinator.
5. As required by the UT System Board of Regents, all AIs/TAs must undergo general compliance training (https:utdirect.utexas.edu/cts).
6. AIs and TAs are not authorized to add or drop any student from a class. Do not tell a student who is waiting to get into your class that the student has your permission to do so. Nor should AIs sign any ADD/DROP forms for the student. You should advise the student to obtain procedures from the Advising Office in Benedict 2.108. Again, you are not to sign any forms involving your students without the approval of your supervisor.
7. Grades:
a. The Department will inform you of deadlines for turning in grades. THESE DEADLINES MUST BE RESPECTED. For security reasons, final grades can only be posted electronically. If you are not sure how to post your grades electronically, please talk to your supervisor.
b. Grades are to be uploaded to the Gradebook on Blackboard.
8. Teaching materials, textbooks and students╒ work:
a. Books and other teaching materials will be checked out at the beginning of each semester.
b. Please return teaching materials and textbooks to Derrick Davis when you leave employment. You are responsible for returning these materials and are required to pay for any lost books, workbooks, etc. If you fail to submit your books or pay for the lost ones, a bar will be placed on your student record, which will require payment before removal (TA/AI handbook, Availability of coursework, grading, p. 11-12; General Information Catalog, p. 73).
c. All class work, quizzes, exams, etc. not returned to the student must be kept for one long semester. If you will be leaving the university, please turn in these materials to your supervisor.
9. TA╒s/AI╒s may use the photocopier on the 5th floor to prepare CLASS materials only. Please plan in advance when using the duplicating equipment. There is heavy usage of the equipment and there are times the equipment may be down for repair or in use. AI╒s/TA╒s are restricted from using photocopiers on any other floor in Benedict.
10. There is a list of qualified tutors in Lower Division for any student who wants help and is willing to pay for it. If you are interested in adding your name to this list, please talk to Derrick Davis (Benedict 2.124). The Financial Aid Office will also provide tutors. Please be advised of the following rule: ╥With written approval, TAs, AIs and other like instructional employees below the rank of instructor, may accept pay from students for extra class instruction or coaching but only in courses or sections of courses with which they have no instructional connection╙ (From Rules of Regents, Sec. 26.3, p. 39). Note also that foreign students who are not allowed to work off campus may not tutor for pay off campus.
11. Any AI/TA interested in carrying out a research study, survey or any other type of data-gathering project must request permission to do so from their course supervisor at least two weeks in advance of the collection of data. In their request, AIs/TAs should provide information about the instrument to be used, the number of students involved, the class time needed to conduct the project and whether IRB approval has been requested/obtained.
B. AI Responsibilities:
1. Attendance and Absences:
a. It is required that AIs do not seek substitutes for the first week of class. Substitution during the first week of class must be justified only on the basis of extenuating circumstances.
b. During the semester AIs must hold class during the regularly scheduled time as published in the official course schedule.
c. AIs cannot cancel classes. In case of absence, the AI must notify the course supervisor and find and instructor to cover his/her class.
d. In case of emergencies and if AIs have notified their supervisors and attempted to find a substitute, then as a last resort, call the main office so students can be notified that the class is cancelled. Please allow as much time as possible for staff to get to your class. If the AI is to be absent for more than 10% of his/her classes, he/she must find ONE qualified AI who is willing to substitute them AND grade assignments until the instructor of record is able to return.
e. AIs must submit a Request for Travel Authorization (RTA) form a minimum of two weeks in advance for any travel.
2. Syllabus:
a. AIs are to follow the class schedule as outlined in the class syllabus and/or calendar. Please do not deviate from it. Don╒t forget to fill in your name, UT phone number, office hours, and email address in the provided syllabus. Then post on Blackboard.
b. Supervisors will specify to AIs the syllabus items that are specific to each section within a course level. AIs will write up and include as an addendum information specific for their section.
c. Inform students of all pertinent departmental/course information.
d. Follow the class schedule as outlined in the class syllabus.
3. Office hours:
a. Designate three office hours per week to be held on the 4th or 5th floors of Benedict Hall all semester through final exams.
b. Please inform students on the first day of class, as well as writing them in the syllabus.
c. If you are unable to attend office hours please communicate the absence to your students in advance.
4. Communication:
a. Check email and course Blackboard site at least once every 24 hours on business days so as not to miss any important announcements or information. In case of Portuguese, check the Portuguese Language Instructors Blackboard.
b. Attend required staff meetings and professional development sessions.
5. Teaching Methodology:
a. Attend the orientation session each semester.
b. Implement the teaching approach of the Language Program.
6. Coordination with Course supervisor:
a. Review exams elaborated by the supervisor.
b. Share class information (such as exam grades) when requested to do so.
c. Turn in class records (full list of grades, absences and relevant students╒ work such as exams) to the supervisor at the end of the semester.
d. Consult with supervisor regarding exceptional cases of students╒ absences or missed major work.
e. Portuguese AIs are expected to participate in designing class activities, assisting in the creation of the syllabi and other course-related material requested by the Portuguese Supervisor.
7. Exams:
a. Supervisors will design and provide AIs with final exams as well as major tests. Portuguese AIs are responsible for the creation of tests, exams and quizzes. They need to be discussed with and approved by the Portuguese Supervisor. Please allow at least one week for approval.
b. Proctor, administer, and promptly grade class assignments, exams, and interviews, if applicable.
c. Observe all university deadlines in posting final grades.
8. Course Instructor Surveys (CIS):
a. All AIs are required to administer the Course Instructor Surveys (CIS) during the last week of class.
b. A student volunteer should collect the evaluations and take them to Victor Martinez (Benedict 2.122) during the specified hours. For after-hours delivery- if needed, please tell your student you will contact Victor Martinez and notify him of their intended delivery time.
c. When the evaluations become available to you, please check your course and instructor ratings. If either your course or instructor rates are below a 3.5 (on a scale of 1-5), please seek immediate assistance from your supervisor.
C. TA Responsibilities:
1. Attendance and Absences:
a. It is required that TAs do not seek substitutes for the first week of class. Substitution during the first week of class must be justified only on the basis of extenuating circumstances.
b. During the semester TAs must hold class (lab sections and regular courses) during the regularly scheduled time as published in the official course schedule.
c. TAs cannot cancel classes. In case of absence, the TA must notify the course supervisor and find and instructor to cover his/her class.
d. In case of emergencies, if they have notified their supervisors and attempted to find a substitute, then as a last resort, call the main office so students can be notified that the class is cancelled. Please allow as much time as possible for staff to get to your class. If the TA is to be absent for more than 10% of his/her classes, he/she must find ONE qualified AI who is willing to substitute them AND grade assignments until the instructor of record is able to return.
e. TAs must also submit a Request for Travel Authorization (RTA) form a minimum of two weeks in advance for any travel.
2. Syllabus:
a. Inform students of all pertinent departmental/course information.
b. Follow the class schedule as outlined in the class syllabus.
3. Office hours:
a. Designate three office hours per week to be held on the 4th or 5th floors of Benedict Hall.
b. Please inform students on the first day of class, as well as writing them in the syllabus.
c. If you are unable to attend office hours please communicate the absence to your students in advance.
4. Communication:
a. Check email and course Blackboard site at least once every 24 hours so as not to miss any important announcements or information.
b. Attend staff meetings and professional development sessions.
5. Teaching Methodology:
a. Attend the orientation session each semester.
b. Implement the teaching approach of the Language Program.
6. Coordination with Course supervisor:
a. Participate in designing class activities, and other course-related material requested by the course supervisor.
b. Consult with supervisor regarding exceptional cases of students╒ absences or missed major work.
7. Exams:
a. Supervisors will design and provide TAs with final exams as well as major tests.
b. Proctor, administer, and promptly grade class assignments, exams, and interviews, if applicable.
8. Course Instructor Surveys (CIS):
a. All TAs are required to administer the Course Instructor Surveys (CIS) during the last week of class.
b. A student volunteer should collect the evaluations and take them to Victor Martinez (Benedict 2.122) during the specified hours. For after-hours delivery- if needed, please tell your student you will contact Victor Martinez and notify him of their intended delivery time.
c. When the evaluations become available to you, please check your course and instructor ratings. If either your course or instructor rates are below a 3.5 on a scale of 1-5), please seek immediate assistance from your supervisor.
V. Class observation and AI/TA Teaching Evaluation
A. Class observation
1. You will be observed at least once per semester to receive constructive feedback.
2. Your course supervisor, the General Coordinator and the Director of the Program reserve the right to enter and observe your class at any time without prior arrangement.
3. Copies of evaluation forms are attached for your information.
4. Please be aware that it is your responsibility to contact your visitor after the visit and arrange a meeting with him/her to discuss your teaching performance.
B. AI/TA Assessment: 40%
Supervisor evaluations
Fall: (20%)
Spring: (20%)
Contribution to the Program: 30 %
Supervisor evaluation: (20%)
AI/TA self-evaluation: (10%)
CIS Scores: 30%
Undergraduate student CIS: (20%)
AI/TA critical review/action plan: (10%)
VI. Salary Scale
The 2010-2011 nine-month salaries for an AI are $16,060, for a TA non-masters $12,896, for a TA with a Masters $14,206. TAs and AIs also receive $3,784 per semester of tuition assistance as part of their compensation, based on continued twenty-hour appointment. Should the percentage of time for the instructional appointment be reduced, the amount of tuition assistance will also decrease.
Lack of compliance with the above rules will result in a breach of your contract with the Department and will jeopardize the possibility for being assigned to teach classes during both the regular academic year and in the summer.
