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The following guidelines have been established for processing summer graduate appointments.
The May HRFE deadline for MN6 to submit a transaction to UICHR Service Center is 5/15/2015
Reappointments direct applied by the College must be applied by 6/7/2015
The June HRFE deadline for MN7 to submit a transaction to UICHR Service Center is 6/22/2015
Reappointments direct applied by the College must be applied by 7/5/2015
General Position and Job Information
Use existing pooled Summer Job positions first. If a p-class does not exist, then please create based on the p-class structure found under the title section.
Effective date for summer service cannot be prior to 5/16/15. Except for instructional, the effective date should be the date that actual service is being provided.
End date for summer service cannot exceed 8/15/15.Except for instruction, the end date should be the date that actual service is being provided
The list below are the acceptable job titles and the abbreviations:
Type of Service
Abbreviated Job Title
Summer Graduate Assistant
SUMMER GRAD ASST
Summer Graduate Teaching Assistant
SUMMER TCH ASST
Summer Graduate Research Assistant
SUMMER RES ASST
The FTE will represent service provided by the graduate student.
As during the academic year, the summer salary must maintain the minima for graduate appointments.
9 – no other value is acceptable.
Labor distribution information. It is not necessary to use multiple suffixes to reflect different FTE changes or labor distributions. Units have the ability to add future dated changes on reappointments as well as new summer jobs being added.
HR Front End (HRFE) routing
HR Front End (HRFE) transactions for Graduate reappointments only are direct applied by the College level. Step-by-step HRFE instructions can be found in the HR Front End Transaction – Graduate Reappointment located online: (https://www.hr.uic.edu/UserFiles/Servers/Server_2716/File/d_compensation/HRFE_Grad_Reappointment.pdf)
All Hospital and Health Science Systems graduate appointments should be initiated on a Transaction Request Form via Online Services.
All other HR Front End transaction types such as New Hire, Add Job, etc. will be applied by the UIC HR Service Center.
Graduate Employee’s Organization (GEO)
Graduate Assistants with GRAD ASST or GRAD TCH ASST titles and a total FTE between 0.25 and 0.67 are covered by the GEO contract
Wages are determined in accordance with the Collective Bargaining Agreement. Please refer to the most current contract for wage information. https://www.hr.uic.edu/UserFiles/Servers/Server_2716/File/d_labor_agreements/22_GEO/GEO.pdf
Letter of Offer/Notice of Appointment is required. Use the template available on the UIC HR website under HR Forms: http://www.hr.uic.edu/hr_forms/
The Assistantship Waiver Acceptance form is not required as an attachment to HRFE. Forms should be retained at the unit/college level.
The Position Authorization form is NOT required by the campus for graduate appointments. Units should continue to follow the standard practice established by their college for position approvals.
Units must verify that the graduate assistant’s visa expiration date is current for the appointment period before initiating the HR Front End transaction. It is the college’s responsibility to ensure the accuracy of the data before direct applying any reappointments.
Adding Graduate Hourly jobs
Attach offer letter if available, otherwise add job comment in HRFE transaction stating the period of the graduate hourly job and estimated work hours per week. This is required to monitor the total hours a Graduate Assistant is eligible to work without affecting the tuition waiver.
Inactive Graduate Students Appointments
Please review your active list of graduate students that are under your home org. Submit HR Front End separation transactions for those graduate assistants or grad hourly appointments who have graduated or who have not been employed in your unit for over one (1) year.
Although the Graduate College does not require summer registration to hold a summer assistantship, a minimum of 3 hours registration is required to receive a summer tuition waiver. Students receiving an assistantship must maintain a minimum registration through the end of the term in order to retain the waiver.
Students who are appointed with a graduate assistantship during the summer must meet the summer graduate assistant tuition waiver guidelines to receive a summer waiver which requires a student to hold the 1) appropriate FTE and 2) be appointed for a minimum of 41 calendar days.
NOTE: Students who are not enrolled for at least 3 credit hours during the summer will have FICA and OASDI (Social Security) taxes deducted from their earnings.
All Graduate tuition and fee waivers are taxable unless exempt under the Internal Revenue Code. Code IRC §117 allows exemption from taxation of tuition and fees for waivers above $5,250 for individuals conducting teaching or research activities.
Students who held an assistantship during the Spring term will receive the same type of tuition waiver in the summer if they do not hold a qualifying summer graduate assistant appointment.
Additional information on Taxation of Graduate Assistant & Pre-Professional Graduate Assistant Tuition waivers can be found at: http://grad.uic.edu/cms/?pid=1000945
Additional Graduate Assistant Processing Resources
Please refer to the documents below for additional information
HR Front End Transaction – Graduate Reappointment (https://www.hr.uic.edu/UserFiles/Servers/Server_2716/File/d_compensation/HRFE_Grad_Reappointment.pdf)
Questions regarding Hospital appointment processing, please contact Teri Blain at (312) 413-1476, firstname.lastname@example.org or Louester Petty at (312) 996-0847, email@example.com
HR Front End questions contact the UICHR Help Desk, firstname.lastname@example.org, (312) 413-4848
For all other questions regarding graduate appointments contact the UIC HR Service Center at UICHRServiceCenter@uillinois.edu.
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