The various departments of the University appoint students as teaching (TA), research (RA), pre-professional graduate (PGA) or graduate assistants (GA). Academic Human Resources has defined the duties associated with each type of assistantship.
Students searching for assistantships should check with their departments and the Graduate College’s Assistantship Clearinghouse.
All students receiving an assistantship appointment must complete a Form I-9 (Employment Eligibility Verification Form) in the appointing department before beginning work. Students must show proof of valid work status in order to complete the I-9 and begin work.
To receive and hold an assistantship, a student must be in good standing. In the fall and spring terms, students receiving assistantships must also be registered for the semesters of appointment. If a student receives a summer assistantship (the period between May 16 and August 15), and the student was registered for the immediately preceding spring semester or has registered for the following fall semester, the campus policy does not require the student to register for the summer term. However, the student’s department may require the student to register in summer.
Individuals admitted for a fall term may not receive an assistantship for the summer term immediately prior to the admitted term. If a unit has an interest in providing a summer assistantship to a person admitted for fall, the unit must recode the application to indicate summer as the term of admission. Students admitted for summer term who receive assistantships must register.
International students can receive a maximum of a 50% assistantship per government regulations.
Summer assistantships cannot be offered to students who have graduated in May, unless the student successfully petitioned to continue in another program, and is enrolled for the summer or upcoming fall semester.
The University has an agreement with the Graduate Employees’ Organization (GEO) recognizing it as the exclusive representative for wages, hours, terms and conditions of employment for all employees within the bargaining unit. The bargaining unit includes students holding waiver-generating appointments as either teaching assistants (some are excluded) or graduate assistants. For more information, consult the Agreement (PDF) with the University of Illinois.
1. Hours of Work: All assistantship appointments must be processed to reflect the actual percentage and length of time the employee works. Hours of work are separate and distinct from the time required for an assistant’s own academic course work. The percentage is calculated on the basis of a forty-hour week. The appointment level is based on the appointing unit’s determination of the amount of time it should normally take to perform the assigned duties over the full appointment period including orientation and training. It is expected that a 50% appointment will require an average of 20 hours of work per week over the course of the full appointment period. Assistants and their supervisors should work together to develop a plan, based on reasonable expectations of student productivity, to incorporate an amount of effort commensurate with the percentage time of the appointment.
2. Waivers: The vast majority of assistantship appointments ranging from 25 through 67 percent for at least three-quarters of the term provide waivers of full tuition, regardless of residency classification. In fall and spring terms, three quarters of the term is defined as 91 days and in summer as 41 days. For this purpose, term is defined as the period starting on the first day of classes and ending on the last day of final examinations.
In certain curricula, tuition waivers for students holding assistantships are "base-rate" waivers, i.e., the waivers cover no more than the in-state lowest full-time tuition, regardless of the student's residency status and regardless of the source of assistantship. The students are responsible for paying the remaining tuition. It is the student's curriculum that determines the type of tuition waiver, not the unit granting the assistantship.
Some enrolling colleges or departments may demand reimbursement for tuition income lost through assistantship waivers. Under the current budget policy, each college receives the tuition income from its graduate students and the tuition waiver represents a reduction in potential income for the student's disciplinary college. The policy allows authorized colleges to demand, from the unit appointing the assistant, reimbursement for the value of the tuition income lost through assistantships outside the college. For details, see the full Tuition Waiver Policy for graduate assistants.
All waiver-generating assistantship appointments include waivers of the AFMFA fee, Library/Technology fee, health service fee, service fee, and partial payment of the student health insurance fee.
A student who resigns an assistantship appointment or whose appointment is canceled before service is rendered for at least three-fourths of the term loses the accompanying tuition and fee waiver. This means that the student would be required to pay the full amount of appropriate tuition and fees for that term. There are two exceptions. The waiver remains in effect if the student withdraws from the University (see chapter VII.C) on or before the last day of the assistantship appointment, or resigns from the assistantship and then completes all degree requirements for graduation within seven calendar days of the resignation.
3. Stipends: The University establishes a campus minimum stipend for assistants and the terms of the GEO Agreement (PDF) with the University sets the minimum for represented assistants. Units may pay above the minimum, and stipend amounts vary from unit to unit. Assistantship stipends are taxable, and state and federal taxes are withheld from stipends. Assistants whose enrollment is deemed to be less than half time (four hours in this situation) will also have Federal Insurance Contributions Act tax (i.e., the Social Security and Medicare deductions) withheld from their stipends. For information about the taxability of tuition and fee waivers, see chapter VII.D.
4. Leaves: Assistants are eligible for 13 noncumulative and noncompensable sick leave days at the percentage of their appointment for each appointment year, whether they are appointed on a nine-month or a twelve-month basis. (For example, an assistant with a 50% assistantship would receive thirteen 50% days of sick leave.) Students appointed to one-semester assistantships earn 6.5 days of sick leave at the percentage of their appointment. Assistants are not eligible to receive compensation for accumulated sick leave upon termination of employment. Only assistants who are appointed on a twelve-month basis are entitled to University holidays and are eligible for 24 vacation days at the percentage of their appointment, with a maximum accumulation of 48 workdays at the percentage of their appointment. The scheduling of vacation time is determined with the supervisor and may include time taken during semester breaks, at the discretion of the employing department. Graduate assistants with waiver-generating appointments are entitled to up to two weeks of parental leave without loss of pay immediately following the birth of a child, or upon either the initial placement or the legal adoption of a child under 18 years of age. Eligible graduate assistants are those who hold an active assistantship appointment at the time the parental leave is taken. The requirement that academic staff members must have six months of service to receive this benefit does not apply to graduate assistants. Students who hold only an hourly appointment are not eligible for parental leave. A graduate assistant who resigns the appointment before or at the expiration of the parental leave may be required to reimburse the University for the cost of the stipend paid during the leave. Parental leave will be counted as part of the twelve-week entitlement accorded by the Family and Medical Leave Act (FMLA) for FMLA-eligible individuals and may be used in conjunction with other paid or unpaid leaves for which the individual is eligible. Questions about leave policies should be directed to the Office of Academic Human Resources at 333-6747 or 807 South Wright Street, Room 420.
5. Orientation and Training: The University of Illinois Ethics Office administers an annual online ethics training program. To comply with the law and avoid internal disciplinary action, all University of Illinois employees, including students, must complete the ethics training during a pre-announced time period. The University of Illinois Ethics Office contacts students via their official campus e-mail account with individual login instructions. For more information about the training requirements, visit the University Ethics Office Web site.
The Division of Research Safety’s online training is mandatory for all employees or students working in research labs that have or use biological, chemical, or radiological materials. The training should be completed within the first month of working in such a lab. For more information and to register, visit the Division Of Research Safety.
Departments either conduct orientation programs for all new teaching assistants or require attendance at the Graduate Academy for College Teaching before the start of class. Departments may also require participation in follow-up workshops. The Graduate Academy for College Teaching includes sessions about language and culture which meet the University's policy requirements required of all non-native speakers of English before they teach in a University of Illinois classroom. The purpose of the orientations is to acquaint the assistants with the department and campus, outline expectations during their tenure as teaching assistants and to provide instructional strategies. For more information, see the Center for Teaching Excellence Web site.
6. Renewal, Resignation, and Termination of Appointments: Assistantships are ordinarily assigned on a semester-by-semester or year-by-year basis. Assistants whose academic progress and service record have been determined to be satisfactory are eligible for reappointment at the sole discretion of the unit based on past performance of the assistant, availability of funds and the determination of the need for services. Departments are encouraged to communicate with assistants concerning plans or prospects for new appointments. Departments have differing policies on the length of time students may hold assistantships and sometimes limit the total number of semesters an assistant may serve. Many departments require that teaching assistants obtain and maintain certain teaching standards in order for their assistantships to be renewed. It is essential for the student to be aware of his or her department's policy and to plan accordingly.
An appointment remains in effect only if the student maintains good academic standing, makes satisfactory academic progress, and provides satisfactory service. An assistantship appointment may be terminated during the term of the appointment if the assistant is no longer a student, is no longer making satisfactory progress, or substantially fails to perform assigned responsibilities. The assistant must be provided with written notice and an opportunity to respond to the department head prior to termination. Assistants with questions about their appointments and benefits may contact the Office of Academic Human Resources. Teaching assistants and graduate assistants may also consult the GEO Agreement with the University of Illinois (PDF).
A student who resigns an assistantship appointment or whose appointment is canceled before service is rendered for at least three-fourths of the term (91 days during a spring or fall semester and 41 days in summer term) loses the accompanying tuition and fee waiver. This means that the student would be required to pay the full amount of appropriate tuition and fees for that term. There are two exceptions. The waiver remains in effect if the student withdraws from the University (see chapter VII.C) on or before the last day of the assistantship appointment, or resigns from the assistantship and then completes all degree requirements for graduation within seven calendar days of the resignation.
7. Teaching Assistants: Teaching assistants may not, either intentionally or by default, be given sole responsibility for instruction of courses or sections of courses at the 400 or 500 levels or for the assignment of final grades in such courses (except 400-level course sections in which enrollment is limited to undergraduates). Teaching assistants may only assist the responsible instructor in grading, laboratory supervision, and similar activities for courses at the 400 or 500 level. Infrequent lecturing is permissible. Exceptions are rarely granted. Departments requesting an exception must provide the dean of the Graduate College with a letter explaining the special circumstances that justify the exception, including the qualifications (expertise in subject, nearness of date on which the doctorate is expected, and so forth) of the student who is proposed as the teacher. Sometimes it is possible for the department to appoint the student as lecturer or instructor. A student is not allowed to enroll in a course in which he or she is a teaching assistant.
Illinois law requires that all instructors at the University of Illinois be orally proficient in English. Campus has established a minimum acceptable score for approved English proficiency exams that is required of all non-native speakers of English serving in instructional roles. There are no exceptions. This means that students applying for teaching assistantships in foreign language programs are not eligible to seek an exemption from the requirement for demonstrated English proficiency. Some campus units may require higher scores. In addition, campus policy requires those who pass the proficiency exam to attend the Graduate Academy for College Teaching and have their classroom teaching monitored closely by their departments during the semesters in which they teach. Additional information may be obtained from the Center for Teaching Excellence.
The Graduate Employees' Organization (GEO/IFT/AFT/AFL-CIO) is officially recognized as the exclusive bargaining unit for all graduate assistants (GAs) and most teaching assistants (TAs). For assistants represented by GEO, wages, hours, terms and conditions of employment are included in their Agreement with the University of Illinois (PDF). These students should be familiar with the current document and its provisions regarding their appointments. Teaching assistants not represented in the bargaining unit include those whose assistantships are not waiver-generating, and teaching assistants who are teaching for the first time in one of the following units: Animal Biology, Biochemistry, Cell and Structural Biology, Chemistry, Germanic Languages and Literatures, Microbiology, Plant Biology, and Psychology.
For more information about the GEO, contact the organization.
A fellowship, defined as an award providing living allowance of at least $3000 per semester and demanding no services in return, always includes a full waiver (or payment by the funding agency) of all tuition assessed. This applies to fellowships originating on- and off-campus. Students in the College of Medicine, except those in the Medical Scholars Program, must obtain written approval from the College of Medicine before accepting a fellowship, and subsequent tuition waiver, controlled by another campus or university unit. Students in the College of Veterinary Medicine, except those in the Veterinary Medical Scholars Program, must obtain written approval from the College of Veterinary Medicine before accepting a fellowship, and subsequent tuition waiver, controlled by another campus or university unit. Should a student in the College of Veterinary Medicine, not in the Veterinary Medical Scholars Program, accept a fellowship without the approval of the College, the College may request that the Graduate College remove the fellowship waiver. In cases of dispute the Graduate College decides whether an award is a fellowship. Fellowship awards count against student loan eligibility. Tuition waiver income lost due to fellowships is not reimbursable.
Traineeships are research fellowships that are awarded to provide educational training in particular disciplinary areas. A traineeship covers full tuition, may cover all non-refundable fees, and provides a stipend for living expenses. In cases of dispute the Graduate College decides whether an award is a traineeship. Tuition waiver income lost due to traineeships is not reimbursable. Students in the College of Medicine, except those in the Medical Scholars Program, must obtain written approval from the College of Medicine before accepting a traineeship, and subsequent tuition waiver, controlled by another campus or university unit. Students in the College of Veterinary Medicine, except those in the Veterinary Medical Scholars Program, must obtain written approval from the College of Veterinary Medicine before accepting a fellowship, and subsequent tuition waiver, controlled by another campus or university unit. Should a student in the College of Veterinary Medicine, not in the Veterinary Medical Scholars Program, accept a fellowship without the approval of the College, the College may request that the Graduate College remove the fellowship waiver. Traineeships are not counted when eligibility for direct loans is calculated for students.
1. Registration: Acceptance of a fellowship appointment carries with it the agreement that the student will pursue a full program of study while on appointment. Stipends paid during the fall and/or spring semester require registration of at least twelve hours during the semester of the appointment. A student with a twelve-month fellowship appointment is also required to register for at least four hours in an eight-week course during the summer. Please note that an audited course does not count toward the registration requirement for fellows.
2. Concurrent Awards: Fellows are prohibited from holding two major awards concurrently (fellowship, traineeship, grant, tuition payment award or comparable support from any government agency, state, federal or foreign, or from any foundation, corporation or similar organization). Any award offer should be reported immediately to the Graduate College Fellowship Office, where the determination will be made whether the two awards may be held concurrently.
3. Concurrent Appointments: Unless otherwise restricted by campus policy or the granting agency or unit, fellows may, at the discretion of their department and the Graduate College, carry an assistantship or graduate hourly appointment of up to 50 percent time. Any offer should be reported to the Graduate College Fellowship Office, where the determination will be made whether the appointment can be held concurrently with the fellowship.
4. Taxability of Stipend: Fellowship stipends may be subject to income taxes. The Internal Revenue Service (IRS) has ruled that universities are not responsible for withholding or reporting income taxes on fellowship payments for U.S. citizens, foreign national resident aliens for tax purposes, or permanent residents. Taxability of the fellowship payment is a matter between the fellow and the IRS. Therefore, no income taxes are withheld from fellowship payments. Fellows do not receive a Form W-2 for their fellowship income nor does the University report the fellowship payment to either the state or federal government.
The Internal Revenue Service (IRS) requires that universities withhold taxes from the fellowship payments to international students on temporary visas who are classified as non-resident aliens for tax purposes. International students may be able to claim a treaty benefit that exempts the fellowship payment from income tax withholding. All students on temporary visas must schedule a tax status review appointment with the University Payroll Service Center to determine their tax residency status and whether they qualify for tax treaty benefits. At this appointment, University Payroll determines residency and tax status classification. Fellowship stipend payments will be taxed at the highest possible rate until after the tax status review process is completed. For additional information and links to tax forms, see the Tax Information Web page. For information about the taxability of tuition and fee waivers associated with fellowships, see the policy on Taxability of Tuition and Fee Waivers Associated with Assistantship and Fellowship Appointments.
5. Thesis Deposit/Graduation: Students with fellowship or traineeship appointments must notify the Graduate College Fellowship Office in advance of thesis deposit as it may result in a change in the terms of the fellowship award, including termination.