2/17/2011 Tutorial 3: Examples Now, let s take a look at how you would complete the Stipend and Resident Tuition Remission section for several different scenarios. Choose the examples that will help you to complete your assistantships. This section includes a variety of scenarios that illustrate the flexibility of the Assistantship Agreement. If you need help with a specific scenario not included in these tutorials, please contact the College of Graduate Studies at gradassistantship@mail.ucf.edu. Example 1 Fall/Spring assistantship, 20 hours per week, GTA... 2 Example 2 Fall/Spring assistantship, 20 hours per week, GRA or GA... 3 Example 3 University fellowship student who has tuition waiver paid by the College of Graduate Studies and a supplemental assistantship paid by the hiring department... 4 Example 4 Fall/Spring assistantship, 10 hours per week, GTA; and Fall/Spring assistantship, 10 hours per week, GRA... 6 Example 5 Fall assistantship, 20 hours per week, GRA... 8 Example 6 Fall/Spring assistantship, 20 hours per week, GA, stipend paid by one fund source (Department), tuition paid by another fund source (Department)... 9 Example 7 Fall/Spring assistantship, 20 hours per week, GTA, 50% resident tuition paid by waiver, 50% resident tuition paid by payment (Department fund source)... 11 Example 8 Fall/Spring/Summer assistantship (annual appointment), 20 hours per week, GRA, optional (local) fees paid, two different fund sources for each term paying 50% of cost... 13 Example 9 Fall assistantship, 20 hours, GRA, optional (local) fees paid, one dept/proj pays 20% stipend and tuition payment, another dept/proj pays 80% stipend and tuition payment... 15 Example 10 Supplement assistantship paid by the hiring department... 17 Example 11 Changing a Fall/Spring assistantship to a Fall only assistantship... 19 1
Example 1 Fall/Spring assistantship, 20 hours per week, GTAA Assistantship Start Date Assistantship End Date Standardd Hours Assistantship Category Total Stipend Waiver Dept No. Credit Hours Percent Distribution 8/23/2010 5/5/2011 20 Graduate Teaching Associate (Job Code 9183) $10,000.00 Fall, Spring 1234 9 100 2
Example 2 Fall/ /Spring assistantship, 20 hours per week, GRA or GA Assistantship Start Date Assistantship End Date Standardd Hours Assistantship Category Total Stipend Dept/Proj No. Credit Hours Percent Distribution DAL Initials DAL (Department Authorization List) Signature 8/23/2010 5/5/2011 20 Graduate Research Assistant (Job Code 9182) $10,000.00 Fall, Spring 12345678 9 100 Initials of authorizingg DAL person below Signature of DAL person, print name, DAL person s initials, EMPLID, phone number, and date of authorization 3
2/17/2011 Example 3 University fellowship student who has tuition waiver paid by the College of Graduate Studies and a supplemental assistantship paid by the hiring department Waiver Department Number 2044 is to be used only for university fellowship students. If you want to confirm that you can use 2044 for a particular student, please contact Jennifer Parham in the College of Graduate Studies (gradfellowship@mail.ucf.edu). The example below shows a GTA Associate appointment of 20 hours per week, but you could use any other graduate assistantship job code and different hours per week. Assistantship Start Date 8/23/2010 Assistantship End Date 5/5/2011 Standard Hours 20 Assistantship Category Graduate Teaching Associate (Job Code 9183) Total Stipend $10,000.00 Fall, Spring Waiver Dept. No. 2044 Dept/Proj No. 12345678 (Assistantship stipend fund source) Percent Distribution 100 Resident Tuition Payment 0 DAL No DAL authorization is required since a tuition waiver is paying tuition remission 4
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Example 4 Fall/ /Spring assistantship, 10 hours per week, GTA; and Fall/Spring assistantship, 10 hours per week, GRA GTA Assistantship Agreement Assistantship Start Date Assistantship End Date Standard Hours Assistantship Category Total Stipend Waiver Dept No. Credit Hours Percent Distribution 8/23/2010 5/5/20111 10 Graduate Teaching Assistant (Job Code 9184) $5,000.000 Fall, Spring 1234 9 100 6
GRA Assistantship Agreement Assistantship Start Date Assistantship End Date Standardd Hours Assistantship Category Total Stipend Dept/Proj No. Credit Hours Percent Distribution DAL Initials DAL (Department Authorization List) Signature 8/23/2010 5/5/20111 10 Graduate Research Assistant (Job Code 9182) $5,000.000 Fall, Spring 12345678 9 100 Initials of authorizing DAL person below Signature of DAL person, print name, DAL person s initials, EMPLID, phone number, and date of authorization 7
Example 5 Fall assistantship, 20 hours per week, GRA Assistantship Start Date Assistantship End Date Standardd Hours Assistantship Category Total Stipend Dept/Proj No. Credit Hours Percent Distribution DAL Initials DAL (Department Authorization List) Signature 8/23/2010 12/16/2010 20 Graduate Research Assistant (Job Code 9182) $5,000. 00 Fall 12345678 9 100 Initials of authorizingg DAL person below Signature of DAL person, print name, DAL person s initials, EMPLID, phone number, and date of authorization 8
2/17/2011 Example 6 Fall/Spring assistantship, 20 hours per week, GA, stipend paid by one fund source (Department), tuition paid by another fund source (Department) Assistantship Start Date 8/23/2010 Assistantship End Date 5/5/2011 Standard Hours 20 Assistantship Category Graduate Assistant (Job Code 9186) Total Stipend $10,000.00 Fall, stipend row Dept/Proj No. 33333333 Percent Distribution 0 Fall, tuition row Dept/Proj No. 55555555 Percent Distribution 100 DAL Initials Initials of authorizing DAL person below Spring, stipend row Dept/Proj No. 33333333 Percent Distribution 0 Spring, tuition row Dept/Proj No. 55555555 Percent Distribution 100 DAL Initials Initials of authorizing DAL person below DAL (Department Authorization List) Signature Signature of DAL person, print name, DAL person s initials, EMPLID, phone number, and date of authorization 9
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2/17/2011 Example 7 Fall/Spring assistantship, 20 hours per week, GTA, 50% resident tuition paid by waiver, 50% resident tuition paid by payment (Department fund source) Assistantship Start Date 8/23/2010 Assistantship End Date 5/5/2011 Standard Hours 20 Assistantship Category Graduate Teaching Assistant (Job Code 9184) Total Stipend $10,000.00 Fall, tuition waiver row Waiver Dept No. 1234 Percent Distribution 50 Fall, tuition payment row Dept/Proj No. 55555555 Stipend Checkbox Percent Distribution 50 DAL Initials Initials of authorizing DAL person below Spring, tuition waiver row Waiver Dept No. 1234 Percent Distribution 50 Spring, tuition payment row Dept/Proj No. 55555555 Stipend Checkbox Percent Distribution 50 DAL Initials Initials of authorizing DAL person below DAL (Department Authorization List) Signature Signature of DAL person, print name, DAL person s initials, EMPLID, phone number, and date of authorization 11
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2/17/2011 Example 8 Fall/Spring/Summer assistantship (annual appointment), 20 hours per week, GRA, optional (local) fees paid, two different fund sources for each term paying 50% of cost Assistantship Start Date 8/15/2010 Assistantship End Date 8/14/2011 Standard Hours 20 Assistantship Category Graduate Research Assistant (Job Code 9182) Total Stipend $15,000.00 Fall, fund source #1 row Dept/Proj No. 33333333 Optional Fees $247.50 Percent Distribution 50 DAL Initials Initials of authorizing DAL person below for fund source #1 Fall, fund source #2 row Dept/Proj No. 55555555 Optional Fees $247.50 Percent Distribution 50 DAL Initials Initials of authorizing DAL person below for fund source #2 DAL (Department Authorization List) Signature DAL (Department Authorization List) Signature Signature of DAL person, print name, DAL person s initials, EMPLID, phone number, and date of authorization for fund source #1 Signature of DAL person, print name, DAL person s initials, EMPLID, phone number, and date of authorization for fund source #2 Repeat the two rows for Spring (9 Credit Hours) and also for Summer (6 Credit Hours) NOTE: While the Assistantship Agreement form calculates the Resident Tuition Payment amounts for you based on entries in other form fields, it does not calculate the Optional Fees amounts. You will need to calculate the Optional Fees amounts yourself. Refer to the current Tuition and Fees Schedule. If the student is a Non Florida resident and will qualify to be changed to a Temporary Resident (i.e., will have full assistantship and full resident tuition remission), figure Optional Fees only for resident charges. 13
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2/17/2011 Example 9 Fall assistantship, 20 hours, GRA, optional (local) fees paid, one dept/proj pays 20% stipend and tuition payment, another dept/proj pays 80% stipend and tuition payment Assistantship Start Date 8/23/2010 Assistantship End Date 12/16/2010 Standard Hours 20 Assistantship Category Graduate Research Assistant (Job Code 9182) Total Stipend $5,000.00 Fall, fund source #1 row Dept/Proj No. 33333333 Optional Fees $99.00 Percent Distribution 20 DAL Initials Initials of authorizing DAL person below for fund source #1 Fall, fund source #2 row Dept/Proj No. 55555555 Optional Fees $396.00 Percent Distribution 80 DAL Initials Initials of authorizing DAL person below for fund source #2 DAL (Department Authorization List) Signature DAL (Department Authorization List) Signature Signature of DAL person, print name, DAL person s initials, EMPLID, phone number, and date of authorization for fund source #1 Signature of DAL person, print name, DAL person s initials, EMPLID, phone number, and date of authorization for fund source #2 NOTE: While the Assistantship Agreement form calculates the Resident Tuition Payment amounts for you based on entries in other form fields, it does not calculate the Optional Fees amounts. You will need to calculate the Optional Fees amounts yourself. Refer to the current Tuition and Fees Schedule. If the student is a Non Florida resident and will qualify to be changed to a Temporary Resident (i.e., will have full assistantship and full resident tuition remission), figure Optional Fees only for resident charges. 15
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2/17/2011 Example 10 Supplement assistantship paid by the hiring department Waiver Department Number 9999 is to be used only for supplemental assistantships. This waiver department number should only be used for students who have a 20 hours assistantship and a department would like to supplement that appointment. * Note: After the GAA System Lockout is activated, Supplemental Assignment assistantships with a 9999 Waiver Department number will have to be submitted to the GAA System by Graduate Studies staff. The example below shows a GRA appointment of 10 hours per week, but you can use any graduate assistantship job and different standard hours. Assistantship Start Date 8/23/2010 Assistantship End Date 5/5/2011 Standard Hours 10 Assistantship Category Graduate Research Assistant (Job Code 9182) Total Stipend $5,000.00 Fall, Spring Waiver Dept No. 9999 Percent Distribution 100 Fall, Spring Dept/Proj No. 33333333 Percent Distribution 0 DAL No DAL authorization is required since a tuition waiver is paying tuition remission 17
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2/17/2011 Example 11 Changing a Fall/Spring assistantship to a Fall only assistantship All changes to a student s assistantship agreement need to be submitted to the GAA System. How these changes are made depends on when they occur. Before the effective date of the Agreement 1. Open the assistantship agreement file for the student that was submitted to the GAA System and approved by Graduate Studies. 2. Make the changes as needed. 3. Click the Submit This Form button to send the changes to the GAA System. 4. Save the file to your computer. 5. Submit a Supplemental epaf form and request the changes. Remember to attach the revised agreement. After the effective date on the Agreement and before the assistantship processing deadline for the term Current Agreement: 1. Open the assistantship agreement file for the student that was submitted to the GAA System and approved by Graduate Studies. 2. Change the end date to the day before the effective date of your changes. Remember to recalculate your stipend amount based on the new end date. 3. Remove any unneeded tuition remission term row(s) by clicking the X on the left side of each row. 4. Click the Submit This Form button to send the changes to the GAA system. 5. Save the file to your computer. New Agreement: 1. Click the New Form ID button to create a new assistantship agreement for the changes that you are making to the current agreement. 2. Change the assistantship start date to the effective date of the changes. Remember to adjust your stipend amount (if necessary). 3. Update the tuition remission term row(s) as needed. 4. Click the Submit This Form button to send the new agreement to the GAA System. 5. Save the file to your computer. 6. Submit the epaf form and attach the new agreement. 19
Original Fall/Spring Appointment Assistantship Start Date Assistantship End Date Standardd Hours Assistantship Category Total Stipend Dept/Proj No. Credit Hours Percent Distribution DAL Initials DAL (Department Authorization List) Signature 8/23/2010 5/5/2011 20 Graduate Research Assistant (Job Code 9182) $10,000.00 Fall, Spring 12345678 9 100 Initials of authorizingg DAL person below Signature of DAL person, print name, DAL person s initials, EMPLID, phone number, and date of authorization 20
Revised GRA Assistantship Agreement to Fall only Assistantship Start Date 8/ /24/2010 Assistantship End Date 12/16/2010 Standard Hours 20 Assistantship Category Graduate Research Assistant (Job Code 9182) Total Stipend $5,000.00 Fall Dept/Proj No. 12345678 Credit Hours 9 DAL Initials Initials of authorizing DAL person below Percent Distribution 100 DAL (Department Signature of DAL person, print name, DAL person s initials, EMPLID, Authorization List) Signature phone number, and date off authorization 21
New Spring Only Assistantship Agreement Assistantship Start Date 1/10/2011 Assistantship End Date 5/5/2011 Standard Hours 20 Assistantship Category Graduate Teaching Assistant (Job Code 9184) Total Stipend $5,000.00 Spring Waiver Dept. No. 1234 Credit Hours 9 Percent Distribution 100 22