"Associate In" Titles

Though rarely used in the Jacobs School, it is possible to appoint a graduate student to teach both Upper and Lower Division undergraduate courses. These files are not handled through Academic Personnel Services. They are submitted to the Dean's Office, reviewed and approved by the Office of Graduate Studies, with the offer being issued finally by the Dean. The process is the same for upper and lower division courses, except that for lower division courses you do not need to complete the upper-division request form.

Upper Division is generally defined as courses labeled 100 and above.
Lower Division is generally defined as courses labeled 99 and below.

You can verify this in the course catalogue: http://www.ucsd.edu/catalog/front/courses.html

"Associate In" Titles fall under the BX Union. More information about the union can be found here: https://ucnet.universityofcalifornia.edu/labor/bargaining-units/bx/contract.html

The Academic Senate's Policy page also posts policy on the subject here: http://senate.ucsd.edu/operating-procedures/educational-policies/student-instructional-support/

To Request such an appointment, submit the following via the ASES application:
Please direct access questions to Stephen Hamilton at x26494.

Below are the following items you will need to complete as part of the online process:

  1. Applicant Information:
    1. Name:
    2. PID:
    3. Email Address:
    4. College:
    5. Major:
    6. Home Department:
    7. Degree Objective:
    8. Admit Term:
    9. Advanced to Candidacy for PhD:
    10. Satisfactory Spring Evaluation on file: Yes/No (Circle One)
    11. Pre-Candidacy Time Limit:
    12. Support Time Limit
    13. Registration Status:
    14. Overall GPA:
    15. Academic Status:
  2. Position Details:
    1. Hiring Department:
    2. Position: Associate-In (Teaching a course)
  3. Associate-In General Questions:
    1. Proposed Course
    2. Proposed Quarter
    3. Proposed appointment percent time
    4. Projected enrollments for the proposed course
    5. Actual (past 2 years) enrollments for the proposed course
  4. Associate-In Upper Division Questions:
    1. Proposed supervising faculty
    2. Total number of upper-division courses offered by hiring unit last academic year (excluding 195, 197, 198, 199)
    3. Total number of upper-division Associate-In appointments in hiring unit this year
    4. Date applicant completed TA training with CTD
    5. Please indicate the applicant's academic background, including his or her research/thesis topic, and how it relates to this course.
    6. List all courses student has served as a TA in, including course subject code/number, quarter taught, and supervising faculty.
    7. List all courses taught by student as Associate-In, including lower-division courses and courses taught in Summer Session.
    8. Please indicate below which of the following policy statement(s) is/are the primary reason(s) for the request.
      1. The appointment provides an opportunity for undergraduate students to benefit from the unusual talents or unique expertise of the graduate student.
      2. The appointment is used as a substitute for a faculty appointment only when it is impossible to make an appropriate temporary faculty appointment.
      3. The appointment provides the graduate student with an opportunity to obtain supervised teaching experience within his or her field of expertise.

The following documents should be included with the application file:

  1. Chair's letter proposing the appointment. To include:
    1. Appointment dates to coincide with the quarter of the class taught
    2. Course Number and Name to be taught.
    3. Salary (Use the Salary for Associate-in-(Dept) (Teaching a course) (9/9) 1506 located here: http://ogs.ucsd.edu/FinancialSupport/Employment/AcadPay/Pages/default.aspx)
    4. Percent of Effort is 50% for one class. (For percentages other than 50% contact the Dean's Office for guidance).
    5. Discussion of demonstrated effectiveness or potential for effectiveness as a teacher.
    6. Identification of Faculty Mentor
  2. Teaching evaluations or letter of reference regarding pfotential for teaching effectiveness
  3. BioBib (https://aps.ucsd.edu/_files/forms/biobib_form2-2.docx)

Once submitted, the application will be routed to the student, the Proposed Supervising Faculty, the Department Chair/Program Director, the Divisional Dean/Provost, the Graduate Division, and the Education Policy Committee (EPC) if applicable.

Reminders:

  1. Faculty and student signatures are not required on uploaded documents since their electronic approval replaces the need for signatures.
  2. There is an icon that allows you to upload all required documents as one pdf file or you can submit items separately.
  3. Please remind your students to download their Appointment letter once you receive email notification of final approval.
  4. Written assessments are required at the end of the quarter and should be sent to the Educational Policy Committee (EPC) at 0002, with a copy to Becky at 0003. * Note that written assessments of the Associate-In's teaching performance should be submitted through the department chair or program director.
  5. If the Associate In is a graduate student at another UC, please contact the Dean's office for guidance. A Temporary Intercampus Appointment Form and/or interlocation payment form maybe required.
  6. All Summer Associate-In requests must be submitted through ASES.
  7. For requests to teach in Summer Session, students must be registered for the Spring Quarter prior to, or the Fall Quarter following, the requested Summer Session.
  8. A current Spring evaluation is required for all Associate-In requests (excluding students who advanced to doctoral or MFA candidacy during Winter or Spring or were on leave of absence for Spring).
  9. Upper-Division requests for both Summers Session must be submitted by the last week of May.

Student Academic Title Rates can be found at this link: http://grad.ucsd.edu/financial/employment/student-pay-rates.html

FOR UPPER DIVISIONS COURSES ONLY

FILES ARE DUE TO GRADUATE DIVISION NO LATER THAN 30 BUSINESS DAYS PRIOR TO THE START OF THE QUARTER. Files that are late require a memo explaining the delay. This is a requirement of CEP. No exceptions.

Questions about this series can be directed to the Division of Graduate Education and Postdoctoral Affairs, Academic Student Employees.