L&S Student Assistants
These appointments support the university’s academic, research, and instructional missions while providing graduate students with valuable professional development opportunities
Each Student Assistant title has distinct expectations, funding structures, and eligibility requirements, all governed by university policy and the Graduate Assistant Policies and Procedures (GAPP).
The primary purpose of all Student Assistant appointments is to support the student’s academic and professional development while contributing to the university’s mission.
For questions, contact the department’s Administrative Regional Team (ART) HR representative or the Student+ Team at studentplus@ls.wisc.edu
Student Assistant Appointments
A Student Assistant (SA) is an employee category at the University of Wisconsin for UW-Madison graduate students. These titles are used for students who:
- Hold a fellowship, scholarship, or traineeship.
- Have an appointment primarily intended for education and training.
- Assist with research, academic programs, or projects.
- Have teaching responsibilities under faculty supervision.
SA Titles:
- Advanced Opportunity Fellow (AOF) SA001
- Fellow SA002
- Lecturer (LSA) SA004
- Project Assistant (PA) SA006
- Project Assistant - Grader/Reader (PA-G/R) SA008
- Research Assistant (RA) SA009
- Teaching Assistant (TA) SA011
- Trainee SA013
- Undergraduate Assistant SA014
- Scholar 010
While graduate students may be employed as Student Assistants, their primary role at UW-Madison is to complete their education.
Undergraduate Student Assistants:
While these titles are typically for graduate students, undergraduates may hold a Student Assistant title when:
- No qualified graduate students are available (e.g., Undergraduate Assistant).
- A supporting grant or contract requires it (e.g., Undergraduate Intern).
If hiring an undergraduate for a graduate-level role, the appointment must be approved by the L&S Student+ Team and Teaching & Learning, with documentation showing efforts to recruit qualified graduate students.
Appointment Titles
Advanced Opportunity Fellow (AOF) SA001
Advanced Opportunity Fellow (AOF) SA001 | Individuals holding these appointments are students in graduate or advanced professional school programs who receive support through equal opportunity funding provided by the State of Wisconsin under the Advanced Opportunity Program (AOP).
- Appointment Details:
- Non-Service appointment (does not count towards the FTE limits)
- Student Assistant Job Category
- FLSA Status: Exempt (always)
- Compensation Basis:
- 12-month (annual) appointment
- Pay Type: Stipend
- Contract & Worker Type: Fixed Terminal
- Fringe Benefits and Leave:
- Eligible for Health Insurance
- Eligible for Tuition Remission
- Not allocated paid sick leave
- Not allocated paid vacation
FTE less than 100% requires department/unit justification and approval from the L&S Student+ Team HR Manager (studentplus@ls.wisc.edu).
Fellow SA002
Fellow SA002 | This title is used for a graduate student holding a fellowship which provides freedom to devote full-time to obtaining an advanced degree. Fellowships are monetary awards that students use to pursue graduate studies. In general, fellowships require no work obligations on the part of the recipient.
- Merit-based, competitive awards (e.g., NSF, WARF, Graduate School)
- Appointment Details:
- Non-Service appointment (does not count towards the FTE limits)
- Student Assistant Job Category
- FLSA Status: Exempt
- Compensation Basis:
- Could be a 9-month (academic) or 12-month (annual) appointment
- Pay Type: Stipend
- Contract & Worker Type: Fixed Terminal
- Fringe Benefits and Leave:
- Eligible for Health Insurance
- Eligible for Tuition Remission
- Not allocated paid sick leave
- Not allocated paid vacation
FTE less than 100% requires department/unit justification and approval from the L&S Student+ Team HR Manager (studentplus@ls.wisc.edu).
Lecturer (LSA) SA004
Lecturer (LSA) SA004 | Provides formal classroom or laboratory instruction in an academic discipline under the general supervision of a faculty member. Effective delivery of instructional material, testing and grading are the primary duties of a Lecturer. This title can only be used for individuals enrolled in graduate school or in a professional program and the individual's presence at the university is primarily to be a UW student, not an employee. Use of graduate students as lecturers may require written approval by the Dean's office. The lecturer title should not be used for a graduate student who is handling sections of a course taught by a faculty member and should not be used as a substitute for the teaching assistant title.
Lecturer SA (SA004) this title is unique. While is it a “Student Assistant” title/job code/employee category, L&S treats it as STS/Short-Term Instructional Staff.
- Appointment Limit: 75% domestic, 50% international
- Service Appointment (does count towards the FTE limits)
- FLSA Status: Exempt (always)
- Compensation Basis: 9 Month – previously known as Academic/C-Basis
- Contract and Worker Type: Fixed Terminal
- Pay Type: Wages (salary)
Lecturer Offer Letter Template rev 3/7/2025
Project Assistant (PA) SA006
Project Assistant (PA) SA006 | This title designates graduate students enrolled in UW–Madison who are employed to assist with research, training, administrative responsibilities or other academic programs or projects under the supervision of a member or members of the faculty or academic staff. Work performed is primarily for the benefit of the University. This title does not include a graduate student who does work which is primarily for the benefit of the student’s own learning and research which is independent or self-directed.
Project-related positions can include assignments such as coordinating programs, organizing events, analyzing data, or supporting student services.
- Appointment Details:
- Limited - 75% domestic, 50% international during the academic sessions
- Service appointment (does count towards the FTE limits)
- Must have an end date in Workday
- FLSA Status: Non-Exempt
- Compensation Basis:
- Could be a 9-month (academic) or 12-month (annual) appointment
- Contract and Worker Type: Fixed Terminal
- Pay Type: Wages
- Time sheet completion required
- Fringe Benefits and Leave:
- Eligible for Health Insurance
- Eligible for Tuition Remission
- Eligible for paid sick leave
- 12-month (Annual) PA appointments are eligible for paid vacation
Most Project Assistants are non-exempt. During the academic year they are non-exempt unless there is a concurrent exempt appointment, (i.e. TA or LSA). The exempt status dictates the appointment compensation rate. Non-Exempt PA appointments must complete and submit time sheets to receive payment.
- If the appointment is non-exempt, use the converted hourly rate.
- If the appointment is exempt, use the salaried rate.
Again: If the Project Assistant Appointment is concurrent with a Teaching Assistant (TA) or Lecturer (LSA) appointment, the FLSA Status changes to Exempt.
Project Assistant Hourly SA006
Project Assistant Hourly SA006 | This title is an H-Basis/Hourly role that does not have an FTE assigned by the department, HRS automatically assigns an FTE of 0.000250 to the appointment. This title should only be done if the department is unable to set an FTE because the work is too sporadic and/or unpredictable, and the person will have another appointment to give benefits/tuition remission, or they’re no longer under guarantee. This appointment requires approval from L&S HR because it is NOT eligible for benefits.
- Appointment Details:
- Service appointment (does count towards the FTE limits)
- Must have an end date in Workday
- FLSA Status: Non-Exempt
- Compensation Basis: Hourly (H-Basis)
- Contract and Worker Type: Fixed Terminal
- Pay Type: Wages
- Time sheet completion required
- Fringe Benefits and Leave:
- Not eligible for Health Insurance
- Not eligible for Tuition Remission
- Not eligible for paid sick leave
- Not eligible for paid vacation
The Fair Labor Standards Act and the Affordable Care Act (ACA) applies to Project Assistant Hourly appointments. Because of these Acts and UW-Madison policy, PA-Hourly appointments are limited to 30 hours per week at all times. See the ACA Impacts KB for more information.
Use of this title requires approval by the Student+ Team HR Business Partner because the position is not eligible for benefits. When approved the department/unit and/or ART HR staff is given an email approval and told to put a copy of the approval into the comments section of the hire request. Must have proof of the approval before the appointment can be processed.
Example PA-Hourly Request Email:
Hello Student Plus Team,
Comm Arts requests permission to hire a PA-Hourly to work under Professor Jeremy from 4/21/2025 through 6/23/2025.
Employee: John (already has an active benefits eligible position with Comm Arts)
Appointment length: appointment runs 4/21/2025 through 6/23/2025.
The PA-Hourly will be responsible for:
Quantitative data analysis
Writing and editing analysis results
Additional rounds of querying as needed
Justification from Professor Jeremy:
I wish to hire John as an hourly PA to conduct quantitative analysis of the data for International Journal of Cultural Studies, for an article I wish to write about editing that journal for seven years. John has a unique skillset here, since he was the PA for the journal for an entire year and is also well-trained in quantitative analysis. However, it’s unclear how much time it will take to conduct this work, in part because some findings of his may necessitate subsequent rounds of querying. As such, it is necessary to make this hourly work, not a % appointment.
Thank you,
Comm Arts HR
Project Assistant - Grader/Reader (PA-G/R) SA008
Project Assistant-Grader/Reader SA008 | This title designates graduate students enrolled at UW–Madison who are employed to assist faculty and instructional academic staff course instructors with grading at the UW–Madison. These positions are paid a fixed hourly rate. Grader/Reader positions that include such duties as grading exams, papers, and homework assignments for a course. This title is an H-Basis/Hourly role that does not have an FTE assigned by the department, HRS automatically assigns an FTE of 0.000250 to the appointment.
- Appointment Details:
- Service appointment (does count towards the FTE limits)
- Must have an end date in Workday
- Undergraduate students can be hired as Grader/Readers with prior approval from the Student+ Team HR BP
- Start/end dates vary; typically are outside the norm and start AFTER the formal start date of the semester, or end before the normal end date of the semester.
- FLSA Status: Non-Exempt
- Compensation Basis: Hourly (H-Basis)
- Contract and Worker Type: Fixed Terminal
- Pay Type: Wages
- Time sheet completion required
- Fringe Benefits and Leave:
- Not eligible for Health Insurance
- Not eligible for Tuition Remission
- Not eligible for paid sick leave
- Not eligible for paid vacation
The Fair Labor Standards Act and the Affordable Care Act (ACA) applies to Project Assistant Hourly appointments. Because of these Acts and UW-Madison policy, PA-Hourly appointments are limited to 30 hours per week at all times. See the ACA Impacts KB for more information.
What this role is NOT:
- Grader/readers do NOT relieve course instructors of the primary grading responsibility for the course including grading research papers. Graders do NOT perform teaching assistant duties such as:
- Evaluating essay questions, semester-long projects and research papers
- Grading which has been assigned to the teaching assistant
- Answering questions about grading
- Attending the course lecture
- Providing general course assistance/guidance to students in the course
Title Considerations:
- Departments are encouraged to develop their own criteria for assigning graders to courses, keeping in mind how many hours are generally needed to perform the grading work. Some criteria to consider when assigning graders to courses include:
- Enrollment size and course structure: Courses with large enrollments (typically at least 40 students) and certain smaller enrollment courses that are homework intensive are better suited for grader assignments.
- The role of teaching assistants assigned to the course: When considering hiring both teaching assistants and graders for the same course, it is important to define and state clearly the grading duties of the teaching assistant in comparison to those of the grader. Grading is part of the teaching assistant’s duties, so additional graders for the course should not take over the teaching assistant’s grading duties. The teaching assistant might evaluate essay questions and semester-long projects while the grader performs more routine grading duties such as grading problem sets, exams and homework.
- The course instructor’s assignment load for the semester.
- The grader/reader cannot be registered in the same course for which they are a grader and cannot be a TA for the same course for which they are a grader.
Research Assistant (RA) SA009
Research Assistant (RA) SA009 | A research assistant is a UW–Madison graduate student working towards a Master’s or Ph.D. degree. An appointment as a research assistant is appropriate if the activity performed by the research assistant is primarily for the benefit of the individual’s course of study and research and applicable to the individual’s thesis or dissertation. Tasks which are irrelevant to the appointee’s academic program or repetitive beyond that which is necessary to achieve excellence in the activity are not appropriate for an individual appointed as a research assistant.
- Appointment Details:
- Limited - 50% domestic, 50% international
- RA appointments exceeding 50% FTE are not allowed
- Service appointment (does count towards the FTE limits)
- FLSA Status: Exempt
- Compensation Basis:
- Typically, 12-month (annual) appointment
- Could be a 9-month (academic) appointment
- Per L&S practice, 12-month (annual) RAs remain on the payroll until the department explicitly requests to terminate the appointment
- 12-month (academic) RAs can start on any date of the month
- Contract and Worker Type: Ongoing Regular
- Pay Type: Wages
- Fringe Benefits and Leave:
- Eligible for Health Insurance
- Eligible for Tuition Remission
- Eligible for paid sick leave
- 12-month (Annual) RA appointments are eligible for paid vacation
RA appointments are particularly intensive and require students to be enrolled in classes. Therefore, stricter limits apply:
- Maximum RA Appointment: 50% FTE (20 hours/week)
- RA Appointments exceeding 50% FTE are not permitted
- RA combined with another SA appointment - maximum 75% FTE
|
Time Period |
Domestic Students |
International Students |
|---|---|---|
|
Academic Year |
Max 75% FTE (30 hrs/week) combined |
Max 50% FTE (20 hrs/week) combined |
|
Other Times (e.g., Summer) |
Max 75% FTE (30 hrs/week) combined |
Max 75% FTE (30 hrs/week) combined |
Teaching Assistant (TA) SA011
Teaching Assistant (TA) SA011 | This title is appropriate for graduate students enrolled at UW–Madison who have been assigned teaching or curriculum development responsibilities in an instructional department under the supervision of an academic staff or faculty member who has instructional responsibilities for the course. The teaching assistant title should not be used for a graduate student who is responsible for teaching a course in lieu of a faculty member and should not be used as a substitute for the lecturer (SA) title.
Instructional positions include such duties as lecturing, grading papers, supervising laboratories, leading discussion sections, or developing course curriculum
- Appointment Details:
- Limited - 75% domestic, 50% international during the academic sessions
- Service appointment (does count towards the FTE limits)
- Must have an end date in Workday
- FLSA Status: Exempt
- Compensation Basis:
- 9-month (academic) appointment
- Can only be 9-month (academic)
- Contract and Worker Type: Fixed Terminal
- Pay Type: Wages
- Fringe Benefits and Leave:
- Eligible for Health Insurance
- Eligible for Tuition Remission
- Eligible for paid sick leave
- Not eligible for paid vacation
TA appointments less than 33% FTE or greater than 50% FTE require approval from Teaching and Learning. When approved the dept is given an email approval and told to put a copy of the approval into the comments section of the hire request. Must have proof of the approval before the appointment can be processed.
Trainee SA013
Trainee SA013 | This title is used for a graduate student supported by a traineeship while pursuing a particular course of study. Traineeships are ordinarily sponsored through an extramural training grant and are designated as traineeships under the terms of the grant. The faculty groups awarded the training grant identifies the recipients from among its students interested in studying in the targeted field.
- Appointment Type
- Non-Service appointment (does not count towards the FTE limits)
- Student Assistant Job Category
- FLSA Status: Exempt
- Compensation Basis:
- Could be a 9-month (academic) or 12-month (annual) appointment
- Pay Type: Stipend
- Contract & Worker Type: Fixed Terminal
- Fringe Benefits and Leave:
- Eligible for Health Insurance
- Eligible for Tuition Remission
- Not allocated paid sick leave
- Not allocated paid vacation
FTE less than 100% requires department/unit justification and approval from the L&S Student+ Team HR Manager (studentplus@ls.wisc.edu).
Undergraduate Assistant SA014
Undergraduate Assistant SA014 | This title is used for the Undergraduate Assistant TA and Grader/Reader positions. These undergraduate titles use the same Job Code and are distinguished only by the rate. The undergraduate assistant title is used in those rare circumstances in which no qualified graduate student is available to perform what would normally be a project assistant or teaching assistant function. The same policies and procedures for the Graduate Assistant positions applies to the Undergraduate Assistant positions.
Use of the title must have the approval of Teaching and Learning, and documentation must show that attempts have been made to locate qualified graduate students.
Undergraduate Assistant – Teaching Assistant (“UA-TA”) | Instructional positions include such duties as lecturing, grading papers, supervising laboratories, leading discussion sections, or developing course curriculum
Appointment Limit: 75% domestic, 50% international
- Appointment Details:
- Limited - 75% domestic, 50% international during the academic sessions
- Service appointment (does count towards the FTE limits)
- Must have an end date in Workday
- FLSA Status: Exempt
- Compensation Basis:
- 9-month (academic) appointment
- Can only be 9-month (academic)
- Contract and Worker Type: Fixed Terminal
- Pay Type: Wages (salary)
- Fringe Benefits and Leave:
- Not eligible for Health Insurance
- Not eligible for Tuition Remission
- Not allocated paid sick leave
- Not allocated paid vacation
Undergraduate Assistant – Grader/Reader (“UA-Grader/Reader”) | (SA014; non-exempt/hourly)
- Appointment Details:
- Service appointment (does count towards the FTE limits)
- Must have an end date in Workday
- Start/end dates vary; typically are outside the norm and start AFTER the formal start date of the semester, or end before the normal end date of the semester.
- FLSA Status: Non-Exempt
- Compensation Basis: Hourly (H-Basis)
- Contract and Worker Type: Fixed Terminal
- Pay Type: Wages
- Time sheet completion required
- Fringe Benefits and Leave:
- Not eligible for Health Insurance
- Not eligible for Tuition Remission
- Not eligible for paid sick leave
- Not eligible for paid vacation
The compensation rates for the Undergraduate Assistant TA and Grader/Reader positions are set by the College of Letters & Science.
2025-26 FY26 Compensation Rates Undergraduate Assistant – Teaching Assistant (“UA-TA”) |
2025-26 FY26 Compensation Rates Undergraduate Assistant (TA’s or Grader/Reader) |
|---|---|
|
Academic | 9-Month (C-Basis) |
Hourly (H-Basis) |
|
$41,865.00 |
$24.60 |
Scholar SA010
Scholars (SA010) | are awarded to students pursuing full-time graduate studies. These appointments provide financial support without any work obligations, allowing recipients to focus entirely on their academic goals within a specific course of study or research focus. Taxes are not withheld from these stipends, except in rare cases. Appointees may be required to pay taxes on the stipend amount exceeding tuition, fees, books, supplies, and equipment costs. Additionally, appointees may need to pay estimated taxes on a quarterly basis.
- Appointment Type
- Non-Service appointment (does not count towards the FTE limits)
- Student Assistant Job Category
- FLSA Status: Exempt
- Compensation Basis:
- One-Time Payment
- Pay Type: Lump Sum
- Contract & Worker Type: Fixed Terminal
- Fringe Benefits and Leave:
- Not eligible for Health Insurance
- Not eligible for Tuition Remission
- Not allocated paid sick leave
- Not allocated paid vacation
FTE less than 100% requires department/unit justification and approval from the L&S Student+ Team HR Manager (studentplus@ls.wisc.edu).
Scholar Appointment Requirements
- No work can be performed under this appointment
- No indication of work can be made
- Must be a non-service appointment
- Must be an undergraduate or graduate student
- Must be enrolled at UW-Madison
- L&S Business Office Contact: studentpayment@ls.wisc.edu
Service vs Non-Service Categories
Student Assistant appointments fall into two categories: service and non-service, see University policy UW-5005 for guidance on selecting the appropriate category.
Service:
Employment payment, compensation for work performed in service to the university. Income is contingent upon an activity or employee position.
Non-Service:
Income with no work requirement; related to a non-service appointment. Payment of the funds is not dependent on work or service to the university performed by the recipient. All non-service appointments require a “Non-Service Job Aid form” be completed and kept on file.
Service Appointments: work benefits the university; paid as wages |
Non-Service Appointments: focused on the appointee's training; paid as stipends |
|---|---|
| Service Income | Non-Service Income |
| Benefits University Primarily | Benefits Individual Primarily |
| Wages/Compensation | Fellowship/Scholarship Income |
| Taxed through payroll | No taxation through payroll |
| W-2 | Fellowship/Scholarship Letter |
| Count towards FTE limits | Does NOT count towards FTE limits |
| Benefits Eligible | Benefits Eligible |
| Paid via Payroll | Paid via Payroll |
Graduate Assistantship Appointment Policies
Concurrent Appointments Overview
Concurrent appointments occur when a graduate student holds more than one role—such as fellow, trainee, or graduate assistant—simultaneously. These appointments are subject to restrictions imposed by:
- Federal agencies and non-federal donors, which may limit:
- The total Full-Time Equivalent (FTE) a student can work.
- Additional earnings a student may receive.
- University policy, which sets maximum allowable appointment levels for fellows, trainees, and graduate assistants.
Note: These limits are maximums—not minimums or expectations.
Appointment Limits and FTE Calculations
General Policy
When, how, and why are graduate students limited in their appointments? How is an appointment which has an assigned "FTE" counted towards the appointment limit?
University policy restricts appointment levels for Project, Research, and Teaching Assistants; Fellows; Trainees; and university staff who are enrolled as graduate students. The levels established by the university are maximums, not minimums or expected levels.
The university restricts appointment levels for:
- Project Assistants (PA)
- Research Assistants (RA)
- Teaching Assistants (TA)
- Lecturers (LSA)
- Fellows and Trainees
- University staff who are also enrolled as graduate students
Concurrent appointments describe a situation where a graduate student holds multiple appointments as a fellow, trainee, and/or graduate assistant. Federal agencies and non-federal donors often place restrictions on the amount of work in which an awardee may engage (FTE), or on additional earnings an awardee may receive. In addition, the university has a concurrent appointment policy that places limits on multiple appointments for fellows and trainees.
Reminder:
- Maximum RA Appointment: 50% FTE (20 hours/week)
- RA Appointments exceeding 50% FTE are not permitted
- RA combined with another SA appointment - maximum 75% FTE
Project Assistant / Teaching Assistant / Lecturer (LSA) Appointment Limits
During the Academic Year
- Domestic Students: Up to 75% FTE (30 hrs/week)
- International Students: Up to 50% FTE (20 hrs/week)
- A full graduate course load may be carried with any PA, TA, or LSA appointment.
Outside the Academic Year
Includes semester breaks, spring vacation, summer, and other non-instructional periods.
- Without RA Appointment:
- Up to 100% FTE (40 hrs/week) for both domestic and international students
- With RA Appointment:
- Limited to 75% FTE (30 hrs/week) for both groups
- Hourly Appointments:
- Capped at 30 hours/week due to the Affordable Care Act and University Policy
No exception form is required for PA/TA/LSA appointments during these periods, unless an RA appointment is involved.
Academic Year
During weeks in which academic year classes are in session (Fall and Spring semesters), graduate students are limited in the amount they can work. Those dates are as follows:
2024-2025
- Wednesday, September 4, 2024, through Saturday, December 14, 2024
- Tuesday, January 21, 2025, through Saturday, March 22, 2025
- Sunday, March 30, 2025, through Thursday, May 8, 2025
- Academic year changes are effective in the fall semester (e.g., summer 2025 is part of the 2024-25 academic year).
2025-2026
- Wednesday, September 3, 2025, through Saturday, December 13, 2025
- Tuesday, January 20, 2026, through Saturday, March 28, 2026
- Sunday, April 5, 2026, through Thursday, May 7, 2026
- Academic year changes are effective in the fall semester (e.g., summer 2026 is part of the 2025-26 academic year).
Other Times of the Year
During weeks in which academic year classes are not in session and other times of the year, graduate student assistant appointments are limited in the amount they can work, as follows:
2024-2025
- Winter Break: Sunday, December 15, 2024, through Saturday, January 18, 2025
- Spring Recess: Sunday, March 23, 2025, through Saturday, March 29, 2025
- Summer Break: Friday, May 9, 2025, through Tuesday, September 2, 2025
2025-2026
- Winter Break: Sunday, December 14, 2025, through Saturday, January 17, 2026
- Spring Recess: Sunday March 29, 2026, through Saturday, April 4, 2026
- Summer Break: Friday, May 8, 2026, through Tuesday, September 1, 2026
Graduate Student Assistant Fellowship and Traineeship Earning Limits
The University supports graduate students in gaining teaching and research experience. As such, students holding Fellowships or Traineeships may hold concurrent appointments, provided these do not significantly delay progress toward their fellowship or degree goals.
- Approval Required: All concurrent appointments must be approved by the student’s major professor or academic advisor (sponsor) and the payroll-responsible department(s).
- Federal Compliance: Written policies are required to maintain eligibility for federal funding. Federal and other funding sources may limit allowable work (FTE) and supplemental earnings.
Concurrent Appointments and Compensation Limits
A. Student Assistant Appointments
- Total UW compensation (fellowship/traineeship + assistantship) must not exceed the full-time Research Assistant (RA) rate of the student’s academic home department.
- The academic home department may differ from the employing department (e.g., a Mathematics student employed in Chemistry).
- Approved program rates are listed on the Graduate Assistantships – Graduate School webpage.
- Refer to L&S Procedures on Fellowships and Traineeships under “Limitations on Supplementation.”
Note: Fellow, Trainee, and Scholar appointments are non-service and do not count toward FTE appointment limits.
B. Student Hourly Appointments
- Permitted, but must be included in the total compensation limit.
C. Academic and University Staff Appointments
- Require prior approval from the Graduate School.
- These appointments are not closely tied to student status and must be reviewed for compliance with fellowship/traineeship terms.
- Approval is required for any concurrent Academic Staff (AS), University Staff (US), or Limited (LI) appointments
Again: If the graduate student has a fellowship/traineeship, graduate school policies limit total earnings in all combined appointments during the fellowship/traineeship (to no more than the full-time RA rate of the graduate student’s academic home department).
For more details on L&S Procedures for Student Assistant Fellowships and Traineeships see KB 91396
See L&S Procedures on Fellowships and Traineeships under “Limitations on Supplementation of Fellowships/Traineeships”
Contact the graduate school Fellowship Office (funding@grad.wisc.edu) or the Student+ Team (studentplus@ls.wisc.edu) for assistance verifying supplementation limits to determine if the student will exceed the appointment limits.
How FTE is Calculated
Understanding FTE (Full-Time Equivalent)
At UW–Madison, some graduate student jobs are assigned an FTE (Full-Time Equivalent), while others are paid hourly (e.g., Student Help/Hourly, Project Assistant- Grader/Reader, or Project Assistant Hourly).
- FTE represents the percentage of a full-time workload (based on a 40-hour workweek).
- For example, a 50% FTE equals 20 hours per week (50% of 40 hours).
- Hourly appointments do not have an assigned FTE but still count toward workload limits.
How FTE Is Counted Toward Graduate School and Visa Limits
Regardless of how a student is paid—whether by FTE, hourly, or lump sum—all work performed at UW–Madison counts toward Graduate School policy limits and visa restrictions.
- If a student holds an appointment with an assigned FTE, the Graduate School and visa regulations convert that FTE into hours per week.
- Example: A 50% FTE is always counted as 20 hours/week, even if the student works fewer hours in a given week.
- This calculated workload is used to determine compliance with university and immigration policies.
Important Considerations for International Students
- International students on F-1 or J-1 visas are strictly limited to 20 hours/week (50% FTE) during the academic year.
- This includes all combined work at UW–Madison—whether paid hourly, by FTE, or via lump sum.
- No additional work or compensation is allowed beyond the 50% FTE limit during the academic year, except during official university break periods.
Violation of these limits is a breach of visa conditions and may jeopardize a student’s immigration status.
Resources for More Information
Benefits of Graduate Student Assistantships
Graduate Student Assistantships at 33% or more (13 hours per week) for at least one semester provide significant benefits, including:
- Tuition Remission - Tuition Remission Policy
- Paid Sick Leave
- Bi-Weekly Pay
- Health Insurance Eligibility
- Professional Development – Student assistantships provide valuable career-related experience and help build transferable skills in areas like communication, teamwork, and leadership.
Tuition Remission
Tuition remission is a benefit provided to eligible graduate students to reduce the cost of tuition. While tuition charges are waived, students are still responsible for:
- Segregated fees
- Other non-covered fees
More Information: Tuition Remission – UW–Madison Business Services
Eligibility Guidelines
To qualify for tuition remission, Graduate Student Assistant appointments must meet the following criteria:
Minimum Appointment Requirement
- Must hold a 33% Full-Time Equivalent (FTE) or higher appointment as a:
- Research Assistant (RA)
- Teaching Assistant (TA)
- Project Assistant (PA)
- Lecturer Student Assistant (LSA)
- Fellow
- Trainee
Workday Entry Deadline
- The qualifying appointment must be entered into Workday no later than the sixth Friday after the semester begins.
- Fall 2025 Deadline: October 10
Eligibility Determination
- Eligibility is based on appointment data in Workday as of the deadline.
- Only appointments entered by the deadline will be considered.
Definition of 33% FTE
- A 33% FTE is defined as an appointment officially entered in Workday at or above the 33% threshold by the deadline.
- The appointment does not need to span the entire semester.
- Examples
- ✅ A 33% FTE appointment entered the day before the deadline qualifies.
- ❌ A 50% FTE appointment entered the day after the deadline does not qualify.
Appointment Start Date
- The appointment must begin on or before the Workday entry deadline.
Early Termination
- If a student ends their appointment before the semester ends (for reasons other than graduation), they must notify the Bursar’s Office and/or Business Services to:
- Remove the tuition remission
- Reverse the tuition surcharge
Summer Term Tuition Remission
Automatic Carryover
- Students who earned tuition remission in the Spring Term and continue as RAs, TAs, PAs, or LSAs in the Summer Term will have their remission automatically applied.
- No additional action is required by departments.
New Summer Appointments
- Students without Spring Term remission must meet the following to qualify:
- Hold at least a 33% FTE appointment for 8 weeks, or
- Hold an appointment of equivalent duration and percentage
Graduation or Withdrawal
- Students who complete their degree mid-term retain tuition remission for that term if they remain on payroll through the degree completion date.
- Students who withdraw mid-term lose tuition remission if:
- Their appointment does not meet the 33% for 8 weeks requirement
- They have not completed their degree
Exclusion from Tuition Remission: Service-Based Pricing Programs
Ineligibility Overview
Graduate students enrolled in service-based pricing programs—including online, accelerated, and other non-pooled (131) programs—are not eligible for tuition remission, regardless of their employment status or FTE level.
This policy is in place because these programs are designed to be self-sustaining and rely on tuition revenue to operate. Offering tuition remission would compromise their financial model due to the high cost of remission.
UW–Madison Policy on Tuition Remission for 131 Programs
What Are “131 Programs”?
“131 programs” refer to revenue-generating graduate programs that are not part of the general tuition pool. These include:
- Evening master’s programs
- Professional or accelerated master’s programs
- Online-only graduate programs
These programs are not structured like traditional graduate programs and are expected to cover their own costs without relying on state or institutional subsidies.
Key Policy Points
- Tuition remission is not available to students in 131 programs, even if they hold a qualifying graduate assistantship (e.g., RA, TA, PA, LSA) at or above 33% FTE.
- This policy does not affect benefits eligibility. Students in 131 programs may still qualify for health insurance and other employment benefits.
- The Bursar’s Office and Business Services monitor these students to ensure tuition remission is not applied in error.
- Departments administering 131 programs are responsible for informing students of this policy at the time of admission.
- Hiring departments must confirm whether a student is enrolled in a 131 program before assuming tuition remission eligibility.
How to Verify Program Status
To determine if a student is enrolled in a tuition non-pooled (131) program:
- Use the Tableau lookup tool (requires access to UW Student Restricted and UW HR Internal data).
- Request access by selecting “Student Record Data – Restricted” from the dropdown menu.
- For assistance, contact: brenda.powles@wisc.ed
Communication to Students
- Students in 131 programs are notified of their ineligibility for tuition remission during the admissions process.
- This ensures transparency and helps students make informed decisions about program costs and funding options.
Health Insurance
The University provides State Group Health insurance for eligible employees. Health insurance rates and information are found: hr.wisc.edu/benefits
Eligible Titles
Must hold a 33% Full-Time Equivalent (FTE) or higher appointment as a:
- Research Assistant (RA)
- Teaching Assistant (TA)
- Project Assistant (PA)
- Lecturer Student Assistant (LSA)
- Fellow
- Trainee
9-Month/Academic (C-Basis):
- A 9-Month/Academic Basis student assistant appointment of at least 33% (including fellowships/traineeships) for at least one-third time for a full semester (4 ½ months) IS eligible for insurance benefits.
- During the academic year, if the appointment is anything less than a full semester (even one day less), it will not be eligible for health insurance. It must be a full semester.
12 Month/Annual (A-Basis):
- A 12-Month/Annual Basis student assistant appointment of at least 33% (including fellowships/traineeships) for at least 6 months IS eligible for insurance benefits.
- A 12-Month/Annual Basis appointment which starts during summer and continues into the fall could be eligible for benefits if the appointment were to last at least six months.
Summer:
A stand-alone summer appointment won’t ever be eligible for benefits, but if a student has a summer PA appointment and will also have a fall PA appointment, and the two appointments are contiguous or one-after-another, both the summer and fall appointments can be set up at the same time, and the presence of the fall appointment could make the employee eligible for benefits during the summer as long as other benefits-eligible criteria (e.g., FTE, duration) are met.
Benefits eligibility for a student assistant continues from one appointment to the next provided that the new appointment uses a benefits-eligible job code and that there is not more than a 30-day break between appointments.
Leave
Multiple Student Assistant appointments qualify for paid sick leave, paid vacation leave, and paid parental leave.
Please see the L&S Student Assistant Leave KB 24845 for more information including - leave eligibility and amounts, using and counting leave, tracking leave, TA sick leave coverage, and leave without pay.
Reference: GAPP-Graduate Assistant Policies and Procedures (https://policy.wisc.edu/library/UW-5082).
SA Pay Rates/Earning Levels
Student Assistant Pay Rates/Earning Levels
The rates of Student Assistantship appointments for each graduate program at UW-Madison are noted online: https://grad.wisc.edu/funding/graduate-assistantships/
Campus sets minimum compensation rates (stipend rates) for graduate student assistant appointments each year. L&S can request rates as a college which are higher than the campus minimums.
Graduate programs may adjust compensation rate amounts above the campus minimum to remain competitive in attracting top students. The Graduate School centrally reviews, approves, and posts program rates annually (using 50% FTE Rate).
Rates: Academic Department vs Employing Department
Research Assistants are different than other student assistant appointments because per graduate school policy, they are paid at the RA rate of their home academic department and not at the RA rate of their employing department. This is the process even if the student is no longer on guarantee with that home academic department, and even when this results in them being paid a different rate than other RA’s in the department in which they are employed.
Research Assistants (RA) are paid at the program-specific rate for the graduate program in which they are enrolled – i.e. the rate for their “academic home department” (not where they are employed). This ensures all RAs in a given program are paid the same wherever they are located/employed on campus.
Example: all graduate students in the Physics graduate program are paid the same, whether hired/employed in the Chemistry department or Math department
See https://kb.wisc.edu/ls/28638 for L&S-specific rates. For campus minima refer to the Grad School's website.
See Graduate School policy: https://policy.wisc.edu/library/UW-1238:
Overview of Pay Rates
The compensation rates for Student Assistantship appointments at UW–Madison are published online to provide transparency and support informed decision-making for prospective graduate students:
Graduate Assistantships – UW–Madison
- These rates help students compare UW–Madison’s compensation with other U.S. graduate programs.
- When combined with cost-of-living data, this information helps students evaluate the financial support they can expect while pursuing a graduate degree.
- The rates of Student Assistantship appointments for each graduate program at UW-Madison are noted online: https://grad.wisc.edu/funding/graduate-assistantships/
How Rates Are Reported and Used
- Rates are listed based on a 50% Full-Time Equivalent (FTE) to align with standard reporting practices across U.S. institutions.
- For hiring purposes, the actual compensation is calculated by doubling the 50% rate to reflect a 100% FTE. Example RA Compensation in the table below
| Appointment Type | 50% FTE | 100% FTE |
|---|---|---|
| 12-month/Annual | $32,425 | $64,850 |
| 9-month/Academic | $26,525 | $53,050 |
- The campus sets minimum compensation rates annually.
- The College of Letters & Science may request higher rates than the campus minimum.
- Graduate programs may also increase rates above the minimum to remain competitive in recruiting top students.
- The Graduate School centrally reviews, approves, and publishes these rates annually (based on 50% FTE).
- Graduate Assistantships Minimum Compensation Rates – UW Policy Library
Pay Rate Determination by Role
Research Assistants (RA)
- Paid according to the rate set by their academic home department, regardless of where they are employed on campus.
- This ensures equity among all RAs within the same graduate program.
Example: A Physics graduate student working in the Math department is still paid the Physics program RA rate.
Teaching Assistants (TA)
- Paid according to the rate set by the employing department, not the academic home department.
To verify a student’s academic home department, refer to the SIS (Student Information System).
Reference:
- https://kb.wisc.edu/ls/28638 for L&S-specific rates. For campus minima refer to the Grad School's website.
- Graduate School policy: https://policy.wisc.edu/library/UW-1238:
Offer/Reappointment Letter Templates
The Graduate School has created standardized offer letter templates (employment agreements) in Workday for all Graduate Student Assistant appointments. These templates ensure compliance with university policies and provide clarity for students and departments. The templates are located on the OHR Recruitment Toolkit webpage.
These updates reflect several important improvements:
- Standardized format across all templates, meeting accessibility standards
- Use of plain language
- Alignment with the recent changes to the tuition remission policy
- Changes to support immigration compliance
- Versions tailored to different Fair Labor Standards Act (FLSA) statuses
- New appointment and reappointment templates for titles that did not previously have dedicated templates
You cannot edit or change the SA template letters provided by OHR.
If you have additional information you'd like to include, you may attach a supplemental document to accompany the letter.
For assistance in selecting/using the Offer and Reappointment Letter Templates, please see the Guide to Using Graduate Student Assistant Letter Templates
NOTE: Letter templates for Lecturer (LSA) and Fellows/Trainees are located on KB 135945.
Resources: Workday + Documents + Related Policy
Workday:
Student Assistant New Hire Process from Start to Finish Job Aid
Job Change - Lateral Move/Transfer Process Job Aid
Documents:
Student Assistant Handbook - Let's Start at the Beginning
Checking & Calculating Earning Limits
Hiring Situations that Require Approval
Student Assistant Compensation Rates AY25-26
Related Policy Resources:
L&S Graduate Student Checklist & Resources: this document provides an overview of recommended actions for new graduate student assistant hires and helpful resources.
Student Hiring Planning Calendar: this document provides a summary of the hiring cycle calendar for graduate student assistants with important hiring dates and seasonal hiring instructions.
Student Assistant Appointment Types & Details - Academic Year: this document provides details such as FLSA status, pay-basis, pay type, appointment limit, service/non-service, and more in a table for all of the appointments the Student+ Team processes.
Hiring Situations that Require Preapproval: this resource lists and breaks down hiring situations that require special approval from Lynne of Teaching & Learning and the L&S Student+ Team HR Manager/BP.
Scholars Appointments Handbook: this handbook outlines policies and procedures for one-time non-service lump sum payments to students that are processed as Scholar Appointments.
Graduating Student Help/Hourly & Student Assistantship Termination Dates: each flow chart shows the last day a graduating student employee can work in different appointment titles. Spring 2025, Summer 2025
Checking & Calculating Earning Limits: this document provides information on Fellow/Trainee earning limits and step-by-step directions of the process to check/calculate the earning limits.
Training on Managing Graduate Assistant (GA) Appointments: this asynchronous course is designed for employees responsible for managing Project Assistant (PA), Research Assistant (RA), and Teaching Assistants (TA), including HR professionals, managers, and supervisors. It provides a basic yet comprehensive guide to managing GA appointments and aims to equip those working closely with graduate students with the essential knowledge and procedures for effectively hiring and supporting graduate assistants. By the end of this course, participants will have a clear understanding of the hiring processes and best practices for managing these roles.
Student Assistant Appointment Letters: this KB provides important information about appointment letters for Student Assistants (also called Graduate Assistants) at the College of Letters and Science, with links to frequently used documents and policies. For questions, please reach out to your L&S HR contact.
L&S Procedures on Fellowships & Traineeships: this KB contains important information regarding Graduate Assistant fellow and trainee appointments in the College of Letters and Science. It provides departments with information to help understand the types and unique nature of these appointments as well as how these appointments are processed and appointment letters prepared.
L&S Student Help Appointments: this KB contains information about Student Help appointments at the College of Letters & Science, often referred to as Student Hourly appointments.
L&S Student Assistant Leave: this L&S KB provides important information about Leave for Student Assistants (also called “Graduate Assistants”) and provides a sample spreadsheet for tracking leave.
L&S Spoken-English Proficiency for Teaching Assistants Policies and Procedures: this L&S KB summarizes implementation of the UW System policy related to spoken English proficiency for non-native English speaking Teaching Assistants.
L&S Standard Rates for Short-Term Staff and Student Assistants: this KB lists minimum base rates for short-term instructional and student assistant appointments in the College of Letters & Science.