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Academic Student Employees (ASE) Hiring Checklist for Departments
Academic Apprentice Personnel (AAP) Job Titles & Codes
Reader
002850
Remedial Tutor I
002288
Tutor
002860
Associate Instructor
001506
Special Reader
002852
Remedial Tutor II
002289
Teaching Assistant
002310
Teaching Fellow
002300
For more detailed information, consult the Academic Apprentice Personnel Manual for Departments.
Student’s Name UID: Employee ID:
1. Determine Eligibility
To employ an individual in any of the AAP Job Titles & Codes above; the hiring department must
verify the information below:
Individual has GPA of at least 3.0.
Individual is or will be enrolled in 12 units for term.
Total FTE of appointment is 0.50 or less.
For individual or combined appointments over 0.50 FTE:
Approval for individual or combined FTEs over 0.50 must be given before employment begins
by the Dean of the student's school or college. Authorization forms are located here.
International students must also obtain over 50% approval from the Dashew Center for all
appointments beyond 50% before the Dean's review and before an appointment is offered.
Individual has not worked as an ASE for more than 12 quarters.
● By exception, the Chancellor may authorize up to 18 quarters total, but only following
advancement to doctoral candidacy, per APM 410-17c.
Confirm the individual's native language is English.
● Graduate students whose first language is not English are required to take a
campus-administered Test of Oral Proficiency examination (TOP) and pass it at 7.1 or above in order to be
eligible for a teaching assistantship at UCLA. If the student obtains a marginal pass (6.4 – 7.0), the student
is required to take a full 10-week approved oral and presentation skills ESL course for TAs whose first
language is not English (ESL 310, 311, 312 or 313) before or during the first quarter of TA work.
● A student is exempt from this testing requirement if they have earned a prior undergraduate degree from an
institution at which English was the sole language of instruction and which is located in a country where
English is the primary spoken language of everyday life. An exemption is also granted to students who have
a valid TOEFL-iBT speaking score of 28 or higher or an IELTS speaking score of 8.5 or higher.
If necessary, arrange for the individual to take the TOP through Writing Programs and
validate their score.
If the individual does NOT meet the eligibility requirements listed above, the appointment
cannot be offered or begin. For additional information, see page 19 of the Academic
Apprentice Personnel Manual.
2. If the individual meets the all of the requirements listed above, send out an offer letter for the ASE
position via email.
Appointment Notifications for TAs, Associates In, Special Readers, and Teaching Fellows must
include the following terms:
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Applicable appointment title;
Appointment percentage (or range of hours);
Effective dates;
Salary/wages;
Health and other applicable benefits or deductions;
Hiring unit;
Hiring unit contact;
Response requirements;
A statement that the position is covered by the collective bargaining agreement between the parties;
A statement that an ASE who anticipates a need for access to all-gender restrooms and/or lactation
support, should refer to Article 21 of the BX agreement for the applicable process;
A statement that an ASE who anticipates an accommodation should refer to Article 24 of the BX
agreement for the applicable process;
A reference to Article 4 - Childcare and a link to childcare reimbursement information and eligibility;
The time and place of any applicable new ASE orientations;
A statement that the name and department address of all ASEs are released to the UAW each term
(quarter/semester);
The contract website address;
A link to the UAW 4811 website; and
A statement that the ASE may contact the UAW for assistance
In addition to the terms listed above, Appointment Notifications for Readers, Remedial Tutors, and
Tutors must also include the following terms:
Description of required duties;
Faculty member or supervisor to whom the individual will report;
Work location (if known);
Class assigned (if applicable);
Estimated time for effective completion of each duty (optional)
Send out a Supplemental Appointment Letter if the ASE is working as a Teaching Assistant,
Special Reader, or Teaching Fellow, at least 30 days prior to the beginning of the term or start of
the assignment.
Note: If the appointment becomes available less than 30 days before the start of the term or assignment, the
department, program, or unit should provide the supplemental documentation as soon as possible.
Supplemental Appointment Letters for Teaching Assistants, Associates In, Special Readers, and
Teaching Fellows must include the following terms:
Description of required duties;
Name of the faculty member or supervisor to whom the individual will report;
The location where the work will be performed, if known;
The class assigned, if applicable;
Department policy regarding class, section, and/or lab size if it exists; and
Estimated time for the effective completion of each duty (optional).
*The requirement to send out offer letters does not apply to Job code 003276 - Graduate Student Researcher and departments
should instead refer to the GSR hiring checklist.
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Oath and Patent Form (to be completed in UCPath)
Complete the Initial GLACIER online entry form (for international students).
UCRS 419 (EMPLOYMENT IN A UNIVERSITY POSITION NOT COVERED BY SOCIAL SECURITY)
W-4 Form.
Note: Inform international students about extra withholding on each paycheck.
B. Provide the ASE with the following:
Gender-neutral restroom map & lactation stations map
C. Enter the student's appointment in the system (UCPath) and determine whether or not FLSA/Pay
Group Conflict is required.
Establish a level of appointment based on experience and units.
D. Process online fee remissions ASE/GSR appointment(s) over 0.25 FTE.
● When an individual holds multiple remissions-eligible appointments in a given term, hiring
units coordinate which department will submit online fee remissions.
4. Re-check Student Status and verify the number of enrolled units. Verify that Teaching
Assistants, Teaching Associates, and Teaching Fellows have enrolled in or completed Pedagogy 495,
as necessary.
Ensure that the student GPA status and enrolled units are accurate; be sure to check each
student's GPA status and enrolled units after the third week of the term.
Campus-wide TA Training Requirements (495 Pedagogy)
5. Inform the ASE about additional benefits.
Advance Loans Option (Advance Loan Authorization Form).
Fee deferral (for academic apprentices only). Remind students of their revised fee/tuition payment date
(Fees are associated with a missed payment.)
6. Send out Courtesy Notices to Apprentices
3. Start the Hiring Process
A. Ensure the ASE completes and submits the following:
I-9 Verification
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Verify that s/he has the same address on the SAD screen in the Student System. Let the employee
know that the Payroll address is distinct and that MyUCLA will allow address changes on the student
side only.
Check disposition: Inform the employee about the difference between UCPath for Payroll and
BruinDirect for awards (sign up for BruinDirect via MyUCLA)
Give TAs a copy of the TA Handbook. (Job codes: 002310, 001506, 002300)
