L&S Procedures for Undergraduate Student Assistants
For questions, contact the department’s Administrative Regional Team (ART) 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 or Project Assistant Grader/Reader.
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.
There are two types of Undergraduate Student Assistants: both roles share the same job code (SA014) but differ by rate.
- Undergraduate Assistant – Teaching Assistant (UA-TA)
- Undergraduate Assistant – Grader/Reader (UA-G/R)
The compensation rates for the Undergraduate Assistant TA and Grader/Reader positions are set by the Graduate School and the College of Letters & Science.
Undergraduate Assistant Compensation Rates 25/26
| 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 |
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
- Paid parental 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
| Title | Tuition Remission | Health Insurance | Sick Leave | Vacation | Paid Legal Holiday | Paid Parental Leave | Subject to State and Federal Income Tax | Subject to FICA Tax | W2 |
|---|---|---|---|---|---|---|---|---|---|
| Undergraduate Assistant-Teaching Assistant | No | No | No | No | No | No | Yes | No | Yes |
| Undergraduate Assistant-Grader/Reader | No | No | No | No | No | No | Yes | No | Yes |
3. Undergraduate Assistant – Teaching Assistant (UA-TA)
Appointment Overview:
- 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
- FTE required
- 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 eligible for paid sick leave or paid vacation
- Not eligible for paid parental leave
- Evaluation: Use the same performance evaluation process as for graduate TAs. Inform UA-TAs of evaluation criteria at the start of the appointment.
Sick Coverage:
If an Undergraduate TA is unable to work due to illness:
- 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
- Approval is required from the Teaching and Learning Team for changes to TA appointments or hiring alternatives.
An Undergraduate TA does not receive paid sick leave, but there may still be times the student cannot work due to illness.
4. Undergraduate Assistant – Grader/Reader (UA-G/R)
Appointment Overview:
- 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
- FTE required
- Compensation Basis: Hourly (H-Basis)
- Contract and Worker Type: Fixed Terminal
- Pay Type: Wages
- This title requires employees to complete and submit time sheets
- Fringe Benefits and Leave:
- Not eligible for Health Insurance
- Not eligible for Tuition Remission
- Not eligible for paid sick leave or paid vacation
- Not eligible for paid parental leave
- Evaluation: Use the same process as for graduate PA Grader/Readers. Inform UA-Grader/Readers of evaluation criteria at the start of the appointment.
5. Employment Agreement Templates (Offer Letter)
Undergraduate Teaching Assistants and Project Assistant-Grader/Readers have a designated employment agreement template.
Draft letters should adhere as closely as possible to the template. While departments and ART HR may include additional information specific to the appointment or their department, any modifications must not imply guarantees, such as potential extensions.
The date at the top of the letter should reflect the date on which the unit administrator or chair signs the final version before submission.
Undergraduate Teaching Assistant Employment Agreement Template is located on this KB - here.
Undergraduate Project Assistant -Grader/Reader Template is located on this KB - here.