L&S Student Assistant Appointment Letter Templates
This document contains templates to help department staff prepare appointment letters for graduate assistants appointed as Teaching and Project Assistants.
- Fall 2020:
- Payroll Start Date: August 17, 2020
- Payroll End Date: December 31, 2020
- Spring 2021:
- Payroll Start Date: January 1, 2021
- Payroll End Date: May 16, 2021
Max Level Appointment Information:
Domestic Students are limited to 75% and foreign national students are limited to 50% during the follow:
- Academic Year 2020-21
- Sunday, August 30, 2020 through Saturday, December 12, 2020
- Sunday, January 17, 2021 through Saturday, March 27, 2021
- Sunday, April 4, 2021 through Saturday, May 1, 2021
Additional information can be found here: University of Wisconsin–Madison Maximum Levels of Graduate Assistantship Appointments Policy
Teaching Assistant Letter Templates:
Project/Program Assistant Letter Templates:
Non-exempt PA Letter Templates:
Exempt PA Letter Templates:
Most PAs are moving to non-exempt FLSA status. If you have a PA that has another appointment (such as TA or LSA) which maintains their status as exempt, please send the appointment details (both appointment UDDS, title, dates, percent etc), along with a draft of the appropriate exempt PA letter to your STS/SA HR Rep BEFORE appointing the student.
Summer 2020 PA Letter Template:
Research Assistant Letter Template:
Use template found in TRE's Recruitment Toolkit
Important Notes about Sample Letters:
- DO NOT use these letters for Hourly Project Assistant or Grader/Reader appointments or for other types of graduate assistant appointments. For Grader/Reader documents, please go here. For Hourly Project Assistants, please connect with your STS/SA HR Rep
- MODIFY this letter to suit your department's needs and tone; however, if your format differs from this model it must be sent to your department's STS/SA HR Rep for review.
- SEND a copy of this document to the TA's or PA's department of graduate study, if different from the employing unit.
Phasing out Teaching Assistant Senior distinction:
The College of Letters & Science eliminated the Senior/Standard distinction for Teaching Assistants, see L&S Standard Rates for Short-term Staff and Student Assistants for current rates.
- JEMS still requires payroll representatives to select either senior or standard, so continue to identify as “senior” any TAs who were payrolled as senior as of Spring 2018.
- Enter any other TA appointments as “standard” moving forward. Use of the title “senior” thus will be phased out as current senior TAs move on from the program.
- You are free to maintain the use of a senior/standard distinction (or other terms of your choosing) as a way to identify a hierarchy for non-payroll purposes (e.g., eligibility for awards or other recognition, or eligibility to become a head TA, etc.) but for payroll purposes, TAs who are not “grandfathered in” as senior TAs should be entered as “standard” in JEMS.
- TA appointment letters should continue to identify the title as “Teaching Assistant – Standard or Teaching Assistant - Senior” as appropriate.