Overview

This knowledge base article provides guidance on the use of the Undergraduate Assistant (SA014) title in the College of Letters & Science (L&S). It includes definitions, duties, hiring procedures, evaluation expectations, and links to relevant forms and policies.

For questions or assistance, please contact your department’s L&S HR representative or the Student+ Team at studentplus@ls.wisc.edu

1. What is an Undergraduate Assistant (SA014)?

The Undergraduate Assistant title is used only when no qualified graduate student is available to perform duties typically assigned to a Teaching Assistant (TA) or Project Assistant (PA). Use of this title requires prior approval from the Dean, and departments must document efforts to locate qualified graduate students.

There are two types of “Undergraduate Student Assistants”: both roles share the same job code (SA014) but differ in pay structure

2. Eligibility and Restrictions

• Must be an undergraduate student
• Must be enrolled full-time at a UW System institution
• Not eligible for:
  • Health insurance
  • Tuition remission or waiver
  • Vacation or sick leave
• Graduate Assistant Policies and Procedures (GAPP) do not apply

Approval Required 

Departments must obtain prior approval to hire either type of Undergraduate Assistant.

• Request Form: Instructional Staffing Request Form
• Instructions: Instructional Staffing Request Form - L&S

3. Undergraduate Assistant – Teaching Assistant (UA-TA)

Duties

UA-TAs perform duties similar to graduate TAs, including:

• Leading discussion sections or labs (secondary sections only)
• Holding office hours
• Grading assignments
• Attending lectures and course meetings

Note: UA-TAs must be supervised by a qualified faculty or staff member responsible for the primary section.

Department Responsibilities

• Evaluation: Use the same performance evaluation process as for graduate TAs. Inform UA-TAs of evaluation criteria at the start of the appointment.
  • See: L&S Performance Evaluations for TAs, PAs, and UAs
• Appointment Letter must be provided by the start date and include:
  • Duties
  • Estimated time
  • See: L&S Student Assistant Appointment Letters.

Sick Leave Coverage

If a graduate TA is on paid sick leave:

• The TA is not required to find their replacement, make up the work or “swap” with another TA. The department must arrange for a replacement.
• Departments may:
  • Have another TA increase their percentage/FTE to replace the TA
  • Hire a short-term replacement TA
  • Hire a UA-TA or academic staff member
• Approval is required from the Teaching and Learning Team for changes to TA appointments or hiring alternatives.
  • See: L&S Instructional Staffing Options

4. Undergraduate Assistant – Grader/Reader (UA-Grader/Reader)

Duties

UA-Grader/Readers perform grading tasks under the supervision of the course instructor. They must:

• Have appropriate disciplinary expertise
• Not be enrolled in the course they are grading
• Typically not be assigned to upper-level courses

Department Responsibilities

• Evaluation: Use the same process as for graduate PA Grader/Readers. Inform UA-Grader/Readers of evaluation criteria at the start of the appointment.
  • See: L&S Performance Evaluations for TAs, PAs, and UAs
• Appointment Letter must be provided by the start date and include: 
  • Duties 
  • Estimated time commitment 
  • See: L&S Student Assistant Appointment Letters.

Need Help?

For questions or assistance, please contact your department’s L&S HR representative or the Student+ Team at studentplus@ls.wisc.edu

See Also:

• L&S Standard Rates for Short-term Instructional Staff (STS) and Student Assistants
• L&S Student Assistant Appointment Letters
• TA Planning in L&S
• L&S Performance Evaluations for TAs, PAs, and UAs