- Search Policies
- H. Appointments
- H1. Academic Appointments
- H1.1 Types of Employment
- H1.2 New Students
- H1.3 Visiting Students
- H1.4 Undergraduate Students
- H1.5 Fee Remissions
- H1.6 GSI Preparation for Teaching
- H1.7 Summer and University Extension Teaching Appointments
- H1.8 Summer, Winter, and Spring Break Appointments
- H1.9 Discipline and Termination of Appointment
The Graduate Division’s Appointments Office monitors and ensures compliance with campus and system-wide policies and procedures for all graduate students who hold academic or staff titles. The policies that govern graduate students as employees include those established by the Graduate Council of the Academic Senate, the Graduate Division, the Academic Personnel Office, and the Office of the President.
H1. Academic Appointments
As part of their financial support package, graduate students will often hold academic appointments or have other employment on campus. Academic appointments are governed by policies of the Academic Personnel Office. Staff appointments are governed by policies of the Berkeley HR Office.
Registered and enrolled students who are degree candidates may hold a GSI, AI-GS or GSR appointment through the end of the last month of the semester in which they receive their terminal degree. Thus, recipients of a spring terminal degree may work through May 31, and recipients of a fall terminal degree may work through December 31.
If qualified, individuals who have graduated may be appointed as a Reader or Tutor because those titles do not require registration and enrollment as a graduate student.
A student on filing fee status may not hold a graduate student academic appointment for which registration is required.
Students may not hold any graduate student academic title as volunteers. Academic appointees must be appropriately compensated through the Berkeley payroll system for their time and effort.
The stipend from a fellowship cannot be used as a substitute for salary for an academic appointment.
H1.1 Types of Employment
On the Berkeley campus, graduate students may be appointed to the following academic titles without special exception, assuming eligibility requirements are met: Graduate Student Researcher (GSR), Graduate Student Instructor (GSI), Reader, and Tutor. Appointment as Acting Instructor-Graduate Student (AI-GS) is exceptional, and requires advance approval by both the Graduate Division and the Committee on Courses of Instruction (COCI) of the Academic Senate.
Academic Student Employees (ASE) with the titles GSI, AI-GS, Reader, and Tutor are covered by a collective bargaining agreement between the University and the United Auto Workers.
GSRs are not covered by collective bargaining agreements.
Minimum Requirements and Criteria for Appointment Eligibility:
- Students must be registered for the entire semester for which they hold a graduate student academic appointment and must be registered by the end of the third week of classes. Current registration status can be confirmed on CalCentral. The definition of registration is:
- Enrolled in at least one class (separate from minimum 12 unit requirement to hold an appointment)
- Pay a minimum of 20% of assessed fees/tuition
- Have no registration blocks
- Students must be enrolled in a minimum of 12 units, by the end of the third week of classes and must maintain the minimum of 12 units for the entire semester.1
- New incoming students must fulfill the Violence Prevention Education Requirement or registration could be blocked. For more information & questions refer to the Gender Equity Resource Center, (a division of Equity & Inclusion).
- Students on filing fee status are not eligible to hold Graduate Student Instructor (GSI) or Graduate Student Researcher (GSR) appointments. These students are eligible to be appointed as Readers and Tutors.
- Students on “In Absentia” status, are not eligible to hold Graduate Student Instructor (GSI), Reader, or Tutor appointments but could hold a Graduate Student Researcher (GSR) appointment and could be eligible for the fee remission program with a qualifying GSR appointment.
- Minimum GPA for holding an academic appointment is 3.00.
- Academic appointees may have no more than 2 incomplete grades in upper division or graduate courses.
- Students must be making satisfactory degree progress, which includes meeting program benchmarks, not being on academic probation or in lapsed candidacy, and meeting goals set by the faculty.
- All first-time ASEs must attend the New ASE Orientation sponsored by the campus’ Labor Relations Office the semester of their appointment. If the ASE fails to attend, he or she is ineligible for future appointments until this requirement is satisfied.
- GSIs who are required to complete the English oral proficiency test must take and pass the test before they can be appointed.
- New GSIs are required to
- attend the Teaching Conference for First-Time GSIs,
- complete the GSI Professional Standards and Ethics Online Course. Please note, every first-time GSI must successfully complete the online course Professional Standards and Ethics for GSIs before they interact with students (in person or online) in their role as an instructor.*
- and enroll in and complete a 300-level semester-long pedagogical seminar on teaching.
Graduate students may be hired in staff titles in accordance with Staff Personnel regulations. They are limited to 50% time employment.
UC career employees who have become graduate students may maintain their career positions at up to 100% time. If a career employee accepts a student academic appointment or fellowship, he or she becomes subject to UCB’s restrictions governing appointments and fellowships, including limits on employment time.
UC career employees who become graduate students may also be eligible for the Reduced Fee Enrollment Program. Questions about this program should be directed to the Employee Relations Unit of Berkeley HR.
- April 28, 2014: Two important changes in appointment and tuition remission processes for GSRs
- October 10, 2013: Policy Change re Late Graduate Student Researcher (GSR) Appointments
- December 1, 1999: New Testing Policy for the Oral English Competence of Graduate Student Instructors
- May 29, 2003: Modification of the Oral English Competence Testing Policy
- November 8, 2005: Admission and GSI Appointment Scores on the iBT/Next Generation TOEFL
H1.2 New Students
New students entering in the fall semester may begin GSR appointments on July 1 if they have submitted a Statement of Intent to Register (SIR) on or before that date, and if they are enrolled as a non-degree student in Summer Sessions. All requirements for employment and all academic eligibility rules apply.
With the exception of International students, new students entering in the spring semester may begin on December 1 if they have submitted the SIR on or before that date and if they are enrolled in units for spring semester.
H1.3 Visiting Students
Graduate student academic appointments are normally reserved for UCB students. Certain non-UCB students may be hired if the department has been unsuccessful in recruiting a qualified Berkeley graduate student, or if the visiting student is unusually qualified for the appointment.
Only visiting students who are 1) registered and enrolled at another UC campus, 2) taking part in the UC Intercampus Exchange, or 3) participating in the Exchange Scholar Program are eligible for an appointment. Hastings College of the Law students may not be appointed as GSIs or GSRs.
To hold a fall semester appointment at UCB, a student must be registered and enrolled in the fall term on the other UC campus.
To hold a spring semester appointment at UCB, a student must register and enroll in both the winter and spring quarters or in the spring semester on the other UC campus.
UC Intercampus Exchange
A graduate student registered on any campus of the University of California may go to another campus of the University as an Intercampus Exchange Graduate Student with the approval of:
- the student’s graduate adviser;
- the chair of the department on the host campus; and
- the deans of the Graduate Division on the home and the host campus.
This privilege is available to graduate students who would like to associate with scholars or fields of study not available on the home campus, or who seek the use of special facilities and collections.
Exchange Scholar Program
The Exchange Scholar Program enables a graduate student enrolled in a doctoral program at one of the participating institutions to study at Berkeley for up to one year.
Current participating institutions are: Brown, Chicago, Columbia, Cornell, Harvard, MIT, University of Pennsylvania, Princeton, Stanford, and Yale.
Exchange Scholar Program students may hold graduate student academic appointments on the Berkeley campus and may be eligible for Health Insurance remission with a qualifying appointment.
Education Abroad Program
EAP Reciprocal Exchange students attend a UC campus for up to one academic year on a no-fee-exchange, non-degree basis. EAP Reciprocal Exchange students are not eligible for GSI, AI-GS or GSR appointments.
They may, however, be appointed as Readers or Tutors.
Students admitted to UCB on Course-Work-Only (CWO) status (including through the Education Abroad Program) may not be appointed as GSIs, GSRs or as AI-GS. Such students may be appointed as Readers and Tutors.
H1.4 Undergraduate Students
Undergraduate students cannot be appointed as GSRs. Undergraduate students may be appointed as Readers and Tutors.
Undergraduate students may be appointed as Undergraduate Student Instructors (UGSIs) by exception only. Exceptions may be approved if a department is not able to recruit any qualified graduate students (including graduate students in other departments) or hire a lecturer to fill an essential GSI position.
Undergraduates may be appointed as UGSIs by exception, if a department is unable to recruit a qualified graduate student to fill an essential GSI position. Authority for approving UGSI appointment requests lies with the relevant Dean of the student’s own College, even if the hiring unit differs from the college where the student is enrolled.
All undergraduates who are to be appointed as UGSIs must meet the following requirements:
- be registered as a student in the semester in which they are teaching;
- be fully enrolled (within College policy) during the semester in which they are teaching (depending on the policies of the student’s own college);
- have upper division status when they begin teaching;
- have taken the class for which they are being appointed, its equivalent, or a more advanced course, with a grade of A- or better (grade exceptions can be made by the instructor of the course);
- be in good academic standing;
- have an overall GPA of 3.0 or higher.
Like graduate student GSI appointees, undergraduate appointees who do not speak English as a native language must satisfy the English Language Proficiency requirement before they can teach. They must also pass the online course on Professional Standards and Ethics in their first semester of teaching.
Hiring units may impose additional or higher requirements for eligibility for consideration to serve as a GSI while an undergraduate (e.g. a limit on Incomplete grades, higher GPA or higher grade received in the course in which they will serve).
All departments have a responsibility to provide on-going mentoring and oversight for undergraduates who teach in their units. During the semester in which they are teaching, undergraduate GSIs must be enrolled in a 300-level course or the equivalent, for purposes of training. If the GSIship is their first appointment, students must also attend 1) the New ASE Orientation, 2) the Teaching Conference for first-time GSIs, and 3) complete the online course on Professional Standards and Ethics.
Hiring units must submit a petition to the cognizant College Dean, indicating the appointment percentage, that the student meets all eligibility requirements, has completed or will complete the Professional Standards and Ethics online training, will attend the ASE orientation and the Teaching Conference for first-time GSIs (if they have not already done so), has fulfilled the English language proficiency requirement (if applicable), and will be enrolled in a 300-level pedagogy course during the semester in which they are teaching (if they have not already successfully completed a pedagogy course that meets campus and departmental requirements).
Petitions should be submitted no later than one month before the start of classes, so that there is sufficient time for the Dean to review the request, for the undergraduate to be onboarded via CSS HR, and for the undergraduate to complete the necessary online training and register for the Teaching Conference and a pedagogy course.
The procedures for appointing a UGSI follow those established for all other ASE positions. Each student appointed as a GSI, AI-GS, Tutor, or Reader must receive from the hiring unit a written notice of appointment (which can be via email) and supplemental documentation as specified in Article Two of the contract between the University and the UAW. Departments must not issue Letters of Appointment until necessary exceptions and other approvals are obtained. Hiring is not final until 1) a formal written offer is made by authorized departmental staff and 2) the ASE accepts the offer in writing.
Departments are required to notify all ASEs of expectations and workload requirements at the beginning of the semester, and of any substantial changes that might occur during the semester in accordance with the UC–UAW agreement. Course assignments may be changed if enrollments are significantly higher or lower than expected. This notification may be by letter or electronic mail. Any such changes must be in accordance with Article Three of the UC-UAW Contract.For further information on ASE appointment procedures, see the Graduate Division’s handbook on Graduate Student Academic Appointments.
- May 16, 2019: Memo of Revised Policy on UGSI Appointments
- September 12, 2014: Memo of Understanding for Appointment of Undergraduate GSIs for EECS
- May 28, 2002: Qualifications for the Appointment of Undergraduates as Graduate Student Instructors (GSIs)
- March 10, 2008: Partial Fee Remission for Undergraduate Teaching Assistants
H1.5 Fee Remissions
Fee remissions are a benefit derived from a graduate student’s eligible academic appointment to offset either a portion or all of a student’s assessed fees. Fee remissions are fee specific and may only be used to offset specific assessed fees in a student’s CalCentral account. In addition to fulfilling the academic requirements for each academic title, student appointments must meet established criteria to be eligible for fee remissions.
Fee Remission Payment Source
Fee remissions are a benefit of employment and like all other benefits of employment, fee remissions are paid by the same source that pays a student’s salary. The Payroll Office is responsible for the collection of fee remissions and uses the chart string provided by the hiring unit for payment of the student’s salary to pay the student’s fee remission.
Lawrence Berkeley National Laboratory Appointments
Students who have Graduate Student Research Assistant (GSRA) appointments at Lawrence Berkeley National Laboratory (LBNL) must remain at LBNL for the entire semester to be eligible for the fee and SHIP remission. If the appointment is terminated before the end of the semester, the remissions will be canceled and the student will be required to repay the entire LBNL remission which will be assessed in CalCentral. If the student then begins a GSR appointment on campus at any point after the first day of the semester, that appointment will not be for the entire semester and may not meet the criteria to qualify for the remissions.
Fee Remissions in Combination with Other Awards
Occasionally, students receive more than one type of award that is intended to pay fees or fees and tuition for a particular semester. Fee remissions for students with eligible appointments will generally take precedence over concurrent fellowship, departmental awards, and loans. If more than one type of award appears as a credit against fees or tuition in a student’s CalCentral account, a system-wide set of established rules governs which award is used to pay the assessments. The sequence in which CalCentral is programmed to accept award credits to offset fees and tuition is generally as follows. Please contact Billing and Payment Services for more information on the CalCentral priorities:
1. Outside agency awards
2. LBNL remissions from GSRA appointments
3. Fee and tuition remissions from UCB campus appointments
4. Program awards made through the Department Student Award System (DSAS)
5. Fellowship awards
6. Student Loans
7. Student payments
Loss of Fee Remission Eligibility
A student may lose eligibility during the course of the semester: for example, due to an early withdrawal, or because the appointment is cancelled or modified so that it no longer meets the criteria for remissions. In these cases, the student will be billed in CalCentral for the entire remission amount and must repay those fees.
Intercampus Transfers of Fee Remissions
Graduate students who are registered and enrolled at other UC campuses and hold eligible appointments at Berkeley are also eligible for remissions.
Appointments of eligible Berkeley students automatically generate the appropriate fee remissions as outlined above. However, there is no automatic system for creating fee remissions and transferring it to the appropriate UC campus. Berkeley hiring units must request an inter-campus transfer of remissions via a financial journal. Please contact the Appointments Office for more information.
H1.6 GSI Preparation for Teaching
The Graduate Council Policy on Appointments and Mentoring of GSIs describes the responsibilities of GSIs, faculty, and departments in ensuring that GSIs are prepared for teaching.
All first-time GSIs are required to attend the Teaching Conference for GSIs on the Friday before classes begin; complete the online course on Professional Standards and Ethics before the end of the third week of teaching; and enroll in a semester-long, 300-level course on teaching in the discipline either prior to or concurrent with the first teaching assignment.
Faculty members who teach with GSIs are required to meet with them at the outset of the semester to clarify responsibilities and expectations and to review the course syllabus. Faculty are also required to meet regularly with their GSIs throughout the semester to discuss course logistics and pedagogy and conduct classroom observations of first-time GSIs.
Programs are required to offer a 300-level course on teaching in the discipline. COCI reserves the course number 375 to designate these required introductory pedagogy courses. Guidelines to ensure the course fulfills the requirement are included in the Graduate Council Policy. Suggested procedures for conducting classroom observations, materials for faculty on guiding the work of GSIs, and resources for developing a 300-level course on teaching can be found on the GSI Teaching and Resource Center website. Programs may contact the GSI Teaching and Resource Center if they need assistance in developing their 300-level seminar on teaching.
Programs should review end-of-semester evaluations of GSIs by their students and, in those cases where improvement is needed, outline the steps a GSI should take to improve.
Programs should provide all GSIs and faculty who are teaching with GSIs a copy of the Graduate Council Policy or the document’s URL each semester.
H1.7 Summer and University Extension Teaching Appointments
Summer and University Extension teaching appointments are not included as semesters of teaching for the purposes of determining the step at which a student should be appointed in the GSI series, nor for computing maximum teaching limits for graduate students, as per systemwide policy: see APM 410-17 and the Appointments Handbook for details.
H1.8 Summer, Winter, and Spring Break Appointments
Graduate students may be appointed up to 100 percent time during the summer, winter, and spring breaks.
During the summer break, appointments at greater than 50 percent may begin on the day following the last day of the spring semester, but must end no later than the day prior to the first day of the fall semester. Continuing students who hold summer academic appointments must either have been registered for the previous spring semester or be registered for the following fall semester. Students who have withdrawn in spring must be readmitted and register for fall before they can hold a summer appointment. Registration in Summer Session classes is not required to hold an appointment. Summer session registration does not preclude appointing students at greater than 50 percent during the summer.
Appointments greater than 50 percent during the winter break may begin on the day following the last day of the fall semester, but must end not later than the day prior to the first day of the spring semester.
H1.9 Discipline and Termination of Appointment
GSRs: Information regarding discipline and termination of GSRs can be found in the Academic Personnel Manual Section APM 150.
ASEs: Information regarding discipline and dismissal of ASEs – GSIs, AI-GSs, Readers, and Tutors – can be found in UC-UAW contract.