Student Academic Titles, Part II 1/9/2018 Student Academic Titles, Part II 2018 Summer Appointments Denise Belanger, Summer Sessions This section of the class will focus on the differences in policies and procedures from the fall, winter, and spring quarters.

Areas of Difference Titles Codes Campus-wide posting 1/9/2018 Areas of Difference Titles Codes Campus-wide posting Employment eligibility Approval authority & process Compensation Benefits Workload hours Description of Duties form Appointment dates PPS entry Payroll While we’ll go over each area in detail, I wanted to list them as a group to highlight that the differences are many, and, as you will see in some instances, are opposite to what occurs in FWS. The differences reflect various system-wide policy, UCSB policy, UAW/ASE contract requirements as well as Summer Sessions policy and practice.

Title Codes 1507 Associate, Non-Gship 1/9/2018 Title Codes 1507 Associate, Non-Gship 2311 Teaching Assistant, Non-Gship 2851 Reader, Non-Gship 2280 Remedial Tutor I, Non-Gship 2290 Remedial Tutor II, Non-Gship These are the title codes used for summer appointments on our campus; however, the Remedial Tutor title is rarely used and requires approval. You see that the common denominator is no Gship which we’ll talk more about in the benefits section.

1/9/2018 Campus-Wide Posting The university is required to post the number of expected ASE positions for summer by February 1.

Employment Eligibility 1/9/2018 Employment Eligibility Must be enrolled in the minimum number of units the previous spring quarter. (Possible exception for a student on a personal leave spring quarter.) Enrollment in the summer term is not required. (Could be required as condition of exception.) No limitation on quarters-of-service. Can be employed up to 100% without Graduate Division approval. The employment requirement that catches most departments and students is this first point: the student must be enrolled in the minimum number of full-time units the previous spring quarter. Where we see the most problems is with students who have advanced to candidacy and haven’t enrolled for several quarters or more. A good practice for the department is, when they assign a student to teach a course in summer, to remind him/her that employment is contingent on enrolling spring quarter. The rest of theses points are about what policies DON’T apply in summer.

Employment Eligibility (cont.) 1/9/2018 Employment Eligibility (cont.) New Graduate Students If the student is a new admit for Fall, 2018, he/she must already be enrolled in (full time) graduate units for fall quarter. Here’s the exception I noted for new graduate students on the previous slide: if the student is newly admitted for fall quarter, he or she must already be enrolled for fall quarter to hold a summer appointment. This also applies when a student has just received their undergraduate degree from UCSB in June and the department wants to hire them as a TA in summer. Even though they have been officially admitted to a grad program, they aren’t considered a graduate student unless they are fully matriculated (i.e., enrolled in units).

1/9/2018 Approval Authority Neither Graduate Division nor divisional Dean approval is required for TA or Associate appointments; however, Academic Senate approval is required when: an Associate is assigned to teach a graduate-level course (Graduate Council); or, an Associate is assigned to teach an upper-division course (Committee on Courses and General Education [CCGE]). The most significant difference in the approval authority and process is the role of Graduate Division and divisional dean. Since attendance in summer is voluntary and all the TA/Associate exceptions that Graduate Division would normally review in FWS don’t apply in summer, they don’t review or approve summer appointments. Also, Associate appointment don’t require your divisional or College/School Dean’s approval. The role of the Academic Senate, however, remains the same: Graduate Council approval is still required for an Associate to teach a grad-level course and CCGE approval is required every quarter an Associate teaches an upper-division course, even if he or she has taught the course before.

1/9/2018 Approval Process Requests sent to either Graduate Council or CCGE need to follow Red Binder format for Associate appointment packets (RB IV-3): Associate Appointment Form - Summer Sessions version Academic Biography form Teaching evaluations Graduate transcript (unofficial) Current CV Course syllabus If you do need to get approval from either Grad Council or CCGE, be sure to submit these documents as outlined in the Red Binder: Associate Appointment Form (Summer version), Academic Bio, teaching evaluations and the graduate transcript. Requests go directly to the Academic Senate office.

Approval Process (cont.) 1/9/2018 Approval Process (cont.) Office of Summer Sessions is responsible for: Checking employment eligibility. Spring quarter enrollment (or summer enrollment if required) Credentials (i.e., MA/MS or Advancement to Candidacy) Generating and sending offer letter. Approving exception for Associate or TA appointment when not enrolled spring quarter. Summer Sessions checks the other requirements—spring enrollment, whether the student being appointed as an Associate has an MA/MS or the equivalent (which is advancement to candidacy), etc. and issues appointment letters for Associates and TAs. Summer Sessions is also responsible for approving exceptions for Associate and TA appointments when the student has not been enrolled spring quarter. Refer to Summer 2018 ASE Task sheet on the Summer Session website: Along with the items listed here, it lays out all the tasks related to ASE appointments and who does them.

Approval Process (cont.) 1/9/2018 Approval Process (cont.) Students on Filing Leave of Absence during spring quarter: Status can be extended to the summer term; however, To hold an academic appointment, the student must be enrolled in 4 units (minimum).

Approval Process (cont.) 1/9/2018 Approval Process (cont.) Conditions for Associate/TA exception: Department has shown good-faith effort to find qualified instructor that is eligible. Appropriate reason for not enrolling in spring quarter (e.g., medical leave, parental leave, etc.) Student is in good standing with home department. Student is making timely progress towards degree and is within normative time. Student is enrolled in 4 summer graduate units. Good standing includes a min GPA of 3.0 and fewer than 12 units of incompletes or “no grades.” Timely progress refers to the appropriate milestones, e.g., advancing to candidacy. If a department does want to request an exception, the memo should be addressed to James Ford, Director, Summer Sessions and address these points. Please note that this exception is meant to be used rarely.

Compensation Teaching Assistants 1/9/2018 Compensation Teaching Assistants Per the contract, salary is based on calculating the hourly rate for TAs during the academic year multiplied by 120 hours. This establishes the salary for a 50% appointment. Salary for any other percentage is derived from this calculation.

Compensation (cont.) Associates 1/9/2018 Compensation (cont.) Associates Salary is 8.5% of annual from Associate scale Tiered salary structure for Associates from current scale: Summer 2018 Associate annuals are: Not Advanced $48,737 (95% into the range) Advanced $51,302 (top of the range) At UCSB, we use a tiered pay structure to recognize those who have advanced to candidacy. Again, when you multiply these annuals by 8.5% you get the salary for a 50% Associate appointment teaching a 3-5 unit course. These annuals are the same used in F/W/S quarters.

Terms & Conditions of Employment 1/9/2018 Terms & Conditions of Employment Appointment security Workload hours Appointment percentages Description of Duties Benefits

1/9/2018 Appointment Security A summer appointment can be rescinded prior to the second class meeting, if the course is cancelled. A department can reassign an ASE to other duties (e.g., another course), but it must be: at the same percentage of the original assignment. in the same session.

Workload Hours & Percentages 1/9/2018 Workload Hours & Percentages The workload provision states that the maximum workload for a 50% TA appointment is 120 hours, regardless of session length. This provision acts as the reference point to establish the percentage for all summer TAships. Examples: 25% TAship is 60 hours. 33% TAship is 72 hours. 75% TAship is 180 hours. Summer workload hours are very different from FWS. The workload provision in the ASE contract states that the maximum workload for a 50% appointment in summer is 120 hours regardless of session length (vs 220 hours in FWS). This condition acts as the reference point to establish the percentage for all summer TAships. I’ve listed some of the most common percentages here as examples, but appointment percentages are not limited to these.

Workload Hours & Percentages (cont.) 1/9/2018 Workload Hours & Percentages (cont.) Teaching Assistants The provision limiting hours of assigned work to eight (8) hours per day applies to summer appointments regardless of appointment percentage or session length.

Workload Hours & Percentages (cont.) 1/9/2018 Workload Hours & Percentages (cont.) The workload hours provision does not apply to Associates because they are the Instructor of Record for the course. The appointment percentage is determined by the unit value of the course to be taught: Teaching a 3-5 unit course is considered a 50% appointment. Teaching a 2 unit course is considered a 25% appointment. For Associate appointments the workload provision doesn’t apply; nor does the limit of 8 hours a day. The appointment percentage is determined by the unit value of the course. (This is the same method used with faculty appointments.) A 3-5 course is considered a 50% appointment, a 2 unit course is considered a 25% appointment, and a 1 unit course is considered a 12.5% appointment.

1/9/2018 Description of Duties Teaching Assistants The summer version of the Description of Duties form is located on the Summer Sessions website (http://www.summer.ucsb.edu/faculty-and-staff-information). Associates The Description of Duties form is not required for Instructors of Record. The Description of Duties form DOES apply to summer; however, the form you use in FWS doesn’t give the summer workload description so a “summer version” has been created. It can also be found on the Summer Sessions website.

Benefits Fee remission: None 1/9/2018 Benefits Fee remission: None Gaucho Health Insurance (GHI): coverage continues from Spring quarter. Paid Leaves: Short-term and long-term family-related leaves are applicable Child care: Up to $900 may be reimbursed Minimum 25% appointment Must be enrolled in the preceding and succeeding quarter to the summer term employed Has a qualified dependent Deadline to submit claim is last day of fall quarter Regardless of percent employment, there are no fee remissions in summer and GHI coverage continues from spring quarter. The provision for paid leaves apply to summer appointments. The child care provision does apply for ASEs employed during summer. The difference is that the student must be enrolled the preceding AND succeeding quarter (i.e., spring and fall) to be eligible for the reimbursement.

PPS & Appointment Dates 1/9/2018 PPS & Appointment Dates PPS entry is done by the Office of Summer Sessions. Appointment start dates are the same as the sessions’ start dates. Appointment end dates have been standardized to the Friday following the end of the sessions. An additional distribution will be entered with the BYH dos code to account for the ACA reporting requirement. PPS data entry is done by Summer Sessions. If a student has an active appointment, we don’t need to call you for access; but if he/she has been separated, then we might need to. Delays can also happen if copies of new or recertified employment documents haven’t been sent to SS, or, if the work permit information for international students hasn’t been updated. Appointment start dates are the same as the start date of the session someone is teaching. Appointment end dates have been standardized to the Friday following the end of the session. (This is done to include the time that grades are due.)

Payroll Payroll dates are tied to the session taught: 1/9/2018 Payroll Payroll dates are tied to the session taught: All ASE appointments will have 1 payout per session, regardless of session length. The proposed date will be listed on the ASE’s appointment letter. The Summer 2018 payroll schedule is posted on Summer Sessions website (http://www.summer.ucsb.edu/faculty-and-staff-information). Payroll dates are tied to the session a course is in. The proposed payroll date is listed on the student’s appointment letter. I say “proposed” because if employment documents are not sent to us in time, we may miss the deadline to enter an appointment in PPS. If this happens, then the payroll date has to be pushed back to the next available date.

Payroll (cont.) Reminder: 1/9/2018 Payroll (cont.) Reminder: Salary is subject to the retirement (known as Safe Harbor) & Medicare deductions when not enrolled in the minimum number of units. IRS minimum in summer: Grads-2 units UGs-4 units

In anticipation of UCPath… 1/9/2018 In anticipation of UCPath… Summer appointments will continue to be prepared and processed by Summer Sessions. Specific process has yet to be determined. Most of Summer 2018 appointments and payroll are likely to be entered via PPS.

Resources Forms and Information Sheets 1/9/2018 Resources Forms and Information Sheets http://www.summer.ucsb.edu/faculty-and-staff-information Summer Academic Personnel Questions: Denise Belanger, d.belanger@summer.ucsb.edu Jennifer Blakemore, j.blakemore@summer.ucsb.edu Payroll: finance@summer.ucsb.edu