L&S Teaching Assistant and Project Assistant Appointment Letter Templates

This document contains templates to help department staff prepare appointment letters for graduate assistants appointed as Teaching and Project Assistants.

Semester Dates:

  • 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
Teaching Assistant Letter Templates: 

Fall 2020 TA

Summer 2020 TA

Project/Program Assistant

Academic Year PA letter Templates:

Annual Non-Exempt PA (A-basis Non-Exempt)
Academic Non-Exempt PA (C-basis Non-Exempt)

Most PAs are moving to non-exempt roles.  If you have a PA that has another appointment (such as TA) 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.

Annual Exempt PA (A-basis Exempt)
Academic Exempt PA (C-basis Exempt)

Summer 2020 PA Letter Template:

Summer 2020 PA (Exempt/Non-exempt)

Important notes about these sample letters:

  • DO NOT use these letters for hourly project assistant [reader/grader] appointments or for other types of graduate assistant appointments.
  • 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.

Please note: 

The College of Letters & Science eliminated the senior/standard distinction for our TAs in favor of one rate for departments that are more than 10% below their peers and another rate for those within 10% of their peers ($44,000 and $40,000, respectively in 2019-20). 

  • 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.

If you have questions about these documents, please contact Brian Bubenzer (brian.bubenzer@wisc.edu, 265-0603). For campus policies related to graduate assistants, please visit https://hr.wisc.edu/policies/gapp/.

For reader/grader documents, please go here.

See Also:

Keywords:TA, PA, appointment letter, graduate student employment, graduate student employment ls, Project Assistant, Program Assistant, Teaching Assistant, template letters, template, letters, student assistant   Doc ID:22288
Owner:Cassandra K.Group:L&S Administrative Gateway
Created:2012-01-18 10:15 CDTUpdated:2020-05-06 09:09 CDT
Sites:L&S Administrative Gateway
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