There are four training videos as GESS resources for spring 2026:
  1. TA Offer Letters video
  2. New TA Appointment video
  3. Grad Reappointment System video
  4. Position Numbers & Transfers video

Please note these are for training purposes only for Graduate Education Support Staff in CLAS, showing sensitive HRIS information. If you do not have access to the training videos through Teams and are in a CLAS role that requires you to work in the Grad Reappointment System, please email Graduate Affairs Manager, Erika Christiansen. 

The December 2025 Business Brief has updated the Grad Reappointment System information for spring 2026. As a reminder, the application will close on January 16, 2026.  Any changes to spring TA/RA appointments after this date will need to be handled through a workflow form. If you have any questions, contact hr-help@uiowa.edu or sandy-mast@uiowa.edu.  

 

Additional information is written below for the CLAS Graduate Assistant Appointment and Reappointment System for Spring 2026, from the training videos. The training videos are narrated by Barb Pooley, Administrator for English and Philosophy at the University of Iowa. Videos contain sensitive information from HRIS and are to be used for training only. Examples included in the videos show how English and Philosophy approach the process, so keep in mind that your department and information may deviate. Please reference these as general information. If you have questions about the process, please email email Graduate Affairs Manager, Erika Christiansen.

 

TA Offer Letter:

  • TA Offer Letters Setup: CLAS has TA offer letters templates available on the CLAS website which have been approved by the Graduate College and Employee and Labor Relations.
  • Template Customization: Customize TA appointment letter template by transferring it to departmental letterhead, removing bracketed labels, and choosing the appropriate appointment type and duration.
  • Effort Chart: Include an effort chart in every TA appointment letter, detailing the number of contact hours, prep and grading time, office hours, and other responsibilities to ensure the total hours match the appointment percentage.
  • Electronic Signatures: Use an electronic signatures for the DEO, and consider using the UI DocuSign for collecting TA signatures, as it simplifies the process and ensures easy filing of signed letters.
  • Filing System: Set up a filing system for organizing TA-related documents on a shared drive or Teams channel, with individual folders for each TA and a spreadsheet to track important information.

New TA Appointments:

  • Submitting New TA Appointments: Submit to the HR Hub new students who have not been employed as a graduate assistant.
  • Entering Student Information: Enter the student's name, department, supervisor, start and end dates, and compensation details for the new TA appointment.
  • I-9 Completion: Ask the student to complete the I-9 forms for new employees, including those coming off a fellowship, to comply with federal regulations and avoid fines.
  • Uploading Attachments: Upload the appointment letter as an attachment to the workflow form and submit it to the HR Hub for processing.

Grad Re-Appointment System:

  • Grad Assistant Reappointment System Overview: Ability to make changes to records for the spring semester during winter, and the next academic year during the prior summer.
  • Accessing the System and Reviewing Records: Access the Grad Assistant reappointment system through HRIS. Sort columns, view details, and make changes to records. Add comments for communication among users.
  • Job Codes and Pay Groups: There are different job codes and pay groups for graduate assistants, teaching assistants, research assistants, and fellowships. We use FT19 (Teaching Assistant), FR19 (Research Assistant), FF52 (Fellowship). Find more job codes by searching HRIS > HR Reports > Job Code Descriptions. Find more pay group information by searching HRIS > HR Reports > Pay Group Descriptions.
  • Registered Hours: TAs must be registered for at least one credit hour to be eligible to teach and the system flags unregistered TAs for follow-up.
  • Collective Bargaining Eligibility: TAs and RAs with a 25% appointment or more are eligible for collective bargaining under the COGS contract. The system automatically populates these related fields.
  • MFK Lines: Fill out the MFK lines, validate the MFK, and add multiple MFK lines if needed. In IACTs for TAs please use 5035 and for RAs please use 5045.
  • Saving and Finalizing Records: Save and finalize records to ensure the TA appointment is processed in the HRIS system, so the TA receives their pay.

Position Numbers and Transfers:

  • Position Management System Overview: Position management system at the University of Iowa shows unique position numbers, job codes, employment types, and terms.
  • Generating Position Reports: You can generate a report from the position management system, for your department, and export the report to Excel for better management.
  • Creating New Position Numbers: You may request a new position number in the position management system, including selecting the job code, specifying the percent time, and setting the pay group.
  • Transferring Graduate Appointments: You can initiate transferring a graduate appointment from one department to another and update their records to ensure accurate stipend charges.