• Graduate College Funding
• Graduate College Professional Development
• CLAS Dissertation Writing Fellowships
• Marcus Bach Graduate Fellowships
• Grant and Fellowship Writing Seminar for PhD, MFA, and DMA students in the Humanities, Arts and Social Sciences
• International Programs
• Division of Sponsored Programs
• Obermann Center for Advanced Studies
• Newberry Library and Folger Institute
• NSF Graduate Research Fellowship Program

CLAS will allocate the departmental TA budget in the form of Half-Time Employees (HTEs) at the COGS-negotiated minimum salary, and the number of tuition, fee, and fringe packages. Read the full CLAS policy and procedure here.

For graduate students receiving a Teaching Assistantship, Research Assistantship, or Fellowship through CLAS, both new and continuing graduate assistants must receive a letter making the offer of appointment. Departments must use the templates provided by CLAS.

For Graduate Education Support Staff:

1. Watch the training video
2. Supplemental information:

• Offer Letters Setup: The offer letter templates are available on the CLAS website and 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 and correct salary amount.
• Electronic Signatures: CLAS requests the DEO sign offer letters. 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.

For graduate students receiving a Teaching Assistantship or Research Assistantship for the first time, or after a break in service, a new appointment will need to be submitted.

For Graduate Education Support Staff:

1. Watch the training video
2. Supplemental information:

• Submitting New Appointments: Submit to the HR Hub new students who have not been employed as a graduate assistant.
• Data Collection Form for New Employees: Use the easy PDF form for new employees. The Hub will also require immigration paperwork such as an I-20, if needed.
• 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.

For graduate students returning to a Teaching Assistantship, Research Assistantship, or Fellowship, the Grad Reappointment System will be used.

For Graduate Education Support Staff:

Grad Reappointment System Overview

1. Watch the training video
2. Supplemental information:

• 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

1. Watch the training video
2. Supplemental information:

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. If you need the contact list for departments, download that here.

Graduate students at the University of Iowa who self-report that English is not their first language on their admissions application will need to take the SPEC test to become certified as Teaching Assistants (TAs). SPEC stands for Spoken Proficiency of English in the Classroom.

For Graduate Education Support Staff:

Graduate TA SPEC Test Process

1. Watch the training video
2. Supplemental information:

• Identifying Students: Department liaisons or coordinators must check admissions applications in the Maui system to see if students have indicated English is not their first language. If so, they must be added to the SPEC test list.
• Access and Tools: If they lack access, they must first request access to the HR Data Access Applications with their local HR representative.  Then, they send an email to the ESL Program to be added to the ESLTA application by sending their legal name and department ID.
• Registering Students: Once access is granted, coordinators enter student information, select testing dates (typically January, August, or October), and specify the desired TA rating (A, B, or C) in the ESLTA tool.
• Testing and Results: The ESL program schedules tests (often via Zoom), sends memos, and adds students to the ICON site for result access. Ratings are posted in both the ESLTA tool and ICON, but cannot be emailed due to HR policy.
• TA Ratings and Next Steps: Students who receive and A or B rating are encouraged to take the TAPE:5330 orientation course in their first semester as a TA.  Students who receive a C or lower rating are encouraged to take TAPE:5300 (and will have the opportunity to retest at the end of the semester).
• Improving Ratings (B to A): Departments can request classroom observations via email.
• Resources: All information and step-by-step guides are available on the ESL program’s academic webpage, including policy references and process timelines.

Questions can be directed to the ESL program at esl-program@uiowa.edu

All departments and schools in the College of Liberal Arts and Sciences (CLAS) with new Teaching Assistants are required to provide or participate in a TA orientation during the three-day period preceding the beginning of Fall semester classes that does not conflict with the Graduate College orientation. See the full CLAS policy and Procedure here.

This year, the Graduate College and the Center for Teaching partnered to intentionally align their orientation programming into a single, coordinated day on Wednesday, August 19, 2026.

Wednesday, August 19th: Graduate College Orientation

• Time: 9:00 AM – 12:15 PM
• Virtual Sessions 

Center for Teaching and Learning – New Teaching Assistant Orientation

• Time: 1:00 PM – 3:30 PM
• Participants should register for New TA Orientation by 5:00 p.m. on Monday, August 17

Graduate College Engagement and Resource Fair

• Time: 4:00 – 6:00 PM
• IMU Main Lounge 

Additional information on the New Teaching Assistant Orientation date and format:

Based on consistent feedback from graduate students over the past several years, the Center for Teaching is transitioning New TA Orientation from a fully online format to primarily in-person. We will still offer a small selection of online workshops to maintain flexibility, but the core experience will now take place face-to-face.

In addition, we are moving the orientation from Thursday morning to Wednesday afternoon to provide more flexibility to departments in offering their own events.

This year’s orientation will take place from Wednesday, August 19th, 1:00-3:30 p.m., an hour after the conclusion of the Graduate College's general orientation. It will begin with a general session at Pomeranz Center, followed by breakout workshops held across six rooms in Schaeffer Hall.

While the format and timing are changing, our commitment to supporting teaching assistants remains the same. 

The Center for Teaching will continue to:

• Partner with departments to offer customized workshops upon request, including for departmental orientations before the semester. Email us at teaching@uiowa.edu with questions or to discuss a workshop.
• Provide one-on-one consultations for individual TAs and instructors.
• Maintain an ICON resource page with materials and support resources for all orientation participants.

Graduate students should register for New TA Orientation themselves. Feel free to share the paragraph below with your students:

"The Center for Teaching will hold a Fall 2026 New Teaching Assistant Orientation (NTAO) from 1 p.m. to 3:30 p.m. (CST) on Wednesday, August 17, in person. NTAO introduces participants to the role of teaching assistant at the University of Iowa. It is useful for any graduate student interested in developing practical teaching skills and is especially beneficial to anyone who will be a TA at the UI for the first time. Graduate students from across campus are welcome. There will be a limited online event for those who cannot attend on campus. Participants should register for New TA Orientation by 5:00 p.m. on Monday, August 17.”

TA and RA appointments in the College of Liberal Arts and Sciences cannot exceed 50% total effort without permission to carry an overload from the Area Associate Dean in CLAS and the Associate Dean for Administrative Affairs in the Graduate College.

Requests for a TA or RA to carry an overload assignment are made by the DGS or DEO of the school or department in which the student is enrolled. As stipulated in the Graduate College Manual of Rules and Regulations VII.F, such requests must address the following:

• the potential academic benefit to the student from the additional appointment;
• the student’s current progress towards degree completion;
• the effect of the additional appointment on the student’s future progress.

CLAS TAs and RAs holding appointments protected by the Graduate Student Employment Standards are paid at no less than the COGS minimum rate and their salaries must correspond proportionately to the percentage of TA or RA appointment they hold.

Overloads are not intended as a means to increase TA salaries above the COGS minimum. Those units wishing to pay TA salaries above the COGS minimum rate must use eligible departmental funds or propose an alternative plan for covering salaries above the COGS minimum to the Area Associate Dean in CLAS in advance of awarding TA contracts.

Please note per Graduate Admissions, "students in F-1 and J-1 status are permitted to work on campus 20 hours per week during the fall and spring semesters and 40 hours per week when classes are not in season. Students in J-1 status must first receive written permission from the Responsible Officer for their J-program to work on campus."

If a graduate student employee is graduating or will not hold an assistantship or fellowship at the university the following term, a terminations must be processed in the HR system at end of semester.

Prior to terminating a Graduate Assistant for poor performance or policy violation during the term of their appointment, the DEO or DGS must consult with the Area Associate Dean, who will consult with CLAS human resources, University Employee and Labor Relations, the Graduate College to ensure that the UI Graduate Student Employment Standards and UI Operations Manual have been followed. Read the full Graduate Assistant Appointments, Reappointments, and Termination policy. 

For Graduate Education Support Staff:

1. Watch the training video
2. Supplemental information:

• TA and RA Termination Procedures:  This is a comprehensive walkthrough for the process, timing, and rationale for terminating Teaching Assistant (TA) and Research Assistant (RA) appointments, for submissions in the HR system and the impact on benefits and payroll.
• Reasons for Termination: Choosing a reason for terminating a TA or RA appointment are student graduation, not continuing in the program or relocation away from the Iowa City area which makes them ineligible for continued employment, or other reasons.
• Timing and Deadlines: Process terminations as soon as known, particularly for graduating students, to ensure proper handling of benefits.
• Impact on Benefits and Payroll: Submitting a termination triggers the benefits office to communicate with the student about continuing healthcare coverage and other employment-related impacts.
• Step-by-Step Termination Submission: Process a termination via the CLAS resource site, select the correct termination reason code, enter the last day worked, and submit the request through the workflow system.
• Tracking and Approval Process: Submitted terminations appear in the workflow inbox as 'green view only' items until processed by the HR hub, after which the administrator must approve the final transaction.

All CLAS Graduate Assistants must be issued an appointment letter and their appointments must be processed through the HR Transaction System prior to the start date of their appointment. Read full CLAS policy and Procedure here.

Graduate students serving as Teaching Assistants (FT19) and Research Assistants (FR19) appointments and employment terms and conditions are governed by:  

1. The University Policy Manual
2. Graduate College and Department Policies
3. Regarding base wages, a collective bargaining agreement between the Board of Regents, State of Iowa, and UE Local 896 COGS

The Graduate Student Employment Standards addresses employment matters such as posting of appointments, hours, health insurance, paid leaves and holidays, unpaid leaves, personnel files and grievance procedures.

Grievance Procedures

Graduate assistants may file grievances related to any matters alleging a violation involving the application and interpretation of provisions of the graduate assistant terms of employment. The grievance procedures described in the Graduate Student Employment Standards do not apply to complaints or grievances filed under other University policies.

The parties to a complaint should first try to resolve the issue informally. The graduate assistant has the right to be accompanied by a witness observer or support person in all stages of the grievance procedure. If an alleged violation of the bargaining agreement cannot be resolved informally, the first level at which a formal grievance may be filed is with the DEO. If the grievance is appealed to the College (the second level of grievance), it should be sent to the Dean or Dean’s designee (240 Schaeffer Hall). The Area Associate Dean or designee will respond to the grievance on behalf of the College.

See Grievance Procedure in the Graduate Student Employment Standards, for time limits on filing grievances and responding to grievances and for levels of appeal. Michelle Kongable, Employee and Labor Relations (319-335-3558) can also advise on grievance procedures.

COGS Collective Bargaining Agreement (CBA)

Graduate assistant employees are in a bargaining unit represented by the United Electrical, Radio, and Machine Workers of America, Local 896 COGS. The UE/COGS collective bargaining agreement is negotiated every two years; the agreement covers wages. The Collective Bargaining Agreements are posted online.