Research assistants are appointed to the title Graduate Student Researcher (GSR) and are selected on the basis of scholastic achievement and promise as creative scholars and serve an apprenticeship under the direction and supervision of a faculty member.

Teaching assistants are selected on the basis of scholarship and promise as teachers and serve an apprenticeship under the tutelage and supervision of regular faculty members who are responsible for curriculum and instruction in the University.

Sample TA Offer Letter

Graduate student fee and tuition awards will automatically apply toward registration and tuition fees. Graduate student fellowship payments are sent to students’ local mailing addresses, held for pickup, or direct-deposited one to two weeks before the start of the fall or spring term. Winter funds are disbursed on January 1, and may take about one week to be reimbursed. Monthly payments should arrive by the first day of the month.

Using MyUCLA BruinBill, you can review your scheduled graduate financial aid, fellowships, remissions, and other awards; and the actual dates and amounts of your checks and direct deposits. In addition, you can check to see if you have holds on your account that are preventing the disbursement of your graduate support funds, and you can ensure that all required financial documents have been completed for the Financial Aid & Scholarships Office and the Graduate Fellowships & Financial Services Office.

Graduate fellowship stipend income is taxed differently than most other types of income you may have encountered in the past. Amounts spent on fees, tuition, or required course expenses are not taxable. However, the portion of graduate fellowship stipend income you spend on items other than fees, tuition, and required course expenses will likely be considered taxable by the IRS. Graduate students who are U.S. citizens and permanent residents  and who are also California residents (for tax purposes) do not have taxes withheld from their fellowship stipend checks. Nonetheless, these individuals may be required to make estimated quarterly tax payments and to report the income on their tax returns. View Tax Information and Forms for UCLA Award Recipients information about UCLA fellowship tax withholding and reporting.

The following standards must be met in order for graduate students to receive apprentice fee remissions: (1) Students must register and enroll by the third week of the quarter (registration and enrollment must also be maintained throughout the quarter); (2) appointment(s) must total 25% time or more for the quarter; (3) graduate students are expected to enroll in at least 12 units to receive health insurance and fee remissions. In addition, graduate students must maintain a 3.0 GPA to be appointed as an apprentice and may not work more than 12 quarters as a TA or more than 18 quarters in all apprentice titles combined.

Fee remissions are benefits paid for by the hiring department to cover partial graduate tuition and fees. Graduate students who meet AAP eligibility requirements can expect to see credits in their BruinBill account. See department with questions.

For graduate students on official leave of absence, a percentage of registration fees paid is refunded according to the calendar date on which the official leave of absence request is submitted to the Division of Graduate Education. If fees are paid by departmental funds, students may end up owing fees if the petition is filed after the first day of classes.

Students obtain a leave of absence request from their academic department or the Graduate Education leave of absence web page.

Students on approved leave of absence may enroll voluntarily in UCSHIP. Plan coverage may be purchased for a maximum of one semester or two quarters. See the Ashe Center voluntary UCSHIP web page for information about insurance for nonregistered students.

Graduate students taking coursework or conducting research related to their degree programs more than 100 miles from UCLA may be eligible for in absentia registration. Students registered in absentia pay 15 percent of tuition and the student services fee; full health insurance fee; nonresident supplemental tuition, if applicable; and professional school fees, if applicable. They do not pay campus-based fees.

In absentia registration and fee reductions may be used for up to six quarters or four semesters for academic doctoral students, and up to three quarters or two semesters for master’s and graduate professional students. For complete details and restrictions, see the Graduate Education in absentia web page.

• In absentia fees

Graduate students may be eligible to pay the filing fee in lieu of full registration fees for the term in which they expect to complete final degree requirements and receive their degree. Students are not eligible to pay the filing fee unless registered the immediately preceding term. Students must pay the filing fee by the deadline for registration at the beginning of a term.

Students who pay the filing fee are not eligible for University services beyond a maximum of 12 hours of faculty and staff time required to complete degree requirements, and are not considered in the same status as registered students. For more information, see the Graduate Education filing fee web page.

Nonresident graduate doctoral students who have advanced to candidacy are eligible for a 100 percent reduction in their annual nonresident supplemental tuition. The reduced nonresident supplemental tuition begins with the first academic term following the advancement to candidacy term. Students are eligible for reduced nonresident supplemental tuition for a maximum of three years (includes nonregistered time periods).

Students on approved part-time status may be eligible for a tuition reduction; and a nonresident supplemental tuition and/or professional degree supplemental tuition reduction, when applicable. See graduate students reduced units on reduced fee programs. For part-time status eligibility criteria, see the Graduate Education part-time enrollment web page.

All timesheets must be submited via UCLA Time Reporting System

Eligible Teaching & Research Assistantships (TAs & GSR) shall have the ability to request the use of Personal Time Off (PTO) days, in accordance with Article – Personal Time Off.

GSRs with an appointment of 25% or more for a minimum of one full month are eligible to use Personal Time Off (PTO) with pay during the length of the appointment. The PTO shall be up to twelve (12) workdays for a full twelve-month period. For shorter appointments, the twelve (12) workdays will be prorated a day per month for every full month of appointed service.

Even if personal time off was not taken, a GSR/TA should still submit the timesheet to report “0” PTO days taken. Timesheets are to be submitted by the 6^th of the following month, complying with the UCPath Monthly Employee Timesheet Deadline.

PTO not used during the appointment will not be carried over into subsequent appointments. PTO not used when the GSR/TA’s appointment concludes, including when a GSR/TA leaves the appointment prior to the established appointment end date, expires and may not be carried over.

Please refer to your Written Notice of Appointment for the amount of PTO eligible

Requesting and Using Time Off

GSR/TAs are provided one day per month of PTO when appointed for at least 25% at the beginning of their appointment. PTO does not roll over if there is a break in service. PTO Monthly timesheets should be submitted by the 6^th of the following month, complying with the UCPath Monthly Employee Timesheet Deadline.

For example, a GSR employed at 50% FTE (20 hours per week, 4 hours per day) between 04/01/2023-06/30/2023 will receive 3 PTO days, upfront. Therefore, if the GSR received approval from their Supervisor to request PTO usage on 05/15/2023, then they will be paid 4 hours of PTO on 05/15/2023 and will have 2 remaining days of PTO at 50%.

Login to GLACIER

GLACIER helps determine tax residency, withholding rates and income tax treaty eligibility. GLACIER also manages NRA’s paperwork, maintains NRA’s data and prepares tax forms and required statements.

Please contact us at cbegrad@seas.ucla if you need access to this system.

• Optional Practical Training (OPT) is temporary employment, approved by U.S. Citizenship and Immigration Services (USCIS), that is directly related to an F-1 student’s major area of study.
  Eligible students can apply to receive up to 12 months of OPT employment authorization after completing their academic studies.
• F-1 students may be eligible for an initial 12 months of OPT per higher degree level achieved.
• Applicants do not need an employment offer to apply for OPT.

For detailed information on how to apply for OPT, please review this Dashew Center Presentation.

OPT Application Submission Instructions

Post-Completion Optional Practical Training Guidelines

The GSRC works to understand graduate and professional student needs, to connect graduate and professional students to resources and services, and to advocate for their well-being and success.

Please visit the Graduate Student Resource Center website for more information.

Students who are coping with a crisis that is impacting their UCLA experience may refer themselves to Case Management Services through the website www.studentincrisis.ucla.edu.

• Case Managers can support by linking them to resources and navigating campus policies and procedures relevant to their needs.
• We highly recommend graduate students to scan the QR code to sign up for a workshop for a more thorough review of how Case Management Services assist graduate students
• Graduate students can also refer currently enrolled peers or if they’re a TA, they are encouraged to refer undergraduate students who are struggling as well
• Case Management Services abide by FERPA and are responsible employees
• The service is free
• Generally, Case Managers meet with students one to three times, but there are no limits to the number of times a student can meet with their Case Manager.

The Graduate Writing Center offers writing consultation appointments throughout the year including summer.

Currently these appointments are offered on Zoom and In-Person

Writing appointments are free while you are a registered graduate or professional student at UCLA because you are already paying a fee to support us. Appointments begin on the hour or half hour and last up to 50 minutes.

Appointments that start between 9 AM and 7 PM on weekdays.

We encourage you to look at the bios of our writing consultants to see what fields they are in and to see what other experience they may have, like winning extramural fellowships. Everyone is trained to work with everyone.

To sign up for appointments, logon to the Handshake appointment system, look for graduate writing appointments, and search for the consultants or times that you prefer.

Teaching & Learning Center is the campus hub for supporting your growth as an educator. Our Graduate Student and Postdoc team is here to help you thrive in your teaching roles—whether you’re a first-time TA or already have experience.

They are available to help you:

• Navigate TA requirements, eligibility, and campus policies
• Build foundational teaching and pedagogy skills that will benefit a variety of career paths

○Workshops & events, learning communities, on-demand resources

• Create inclusive, engaging learning environments

Throughout the year, we offer quarterly workshops, events, and 1:1 consultations – and programs where you can mentor other TAs or even design and teach your own course (through the Teaching Assistant Consultant Program and Collegium of University Teaching Fellows Program–interested students can contact gspse@teaching.ucla.edu).

TLC also has a collection of Teaching Guides—short, practical resources on topics like lesson planning, grading efficiently, and fostering student engagement. They’re grounded in research and designed to help you teach effectively without adding stress.

If there are questions can direct them to: gspse@teaching.ucla.edu

Please visit there website here.

Financial Wellness– Make a one-on-one appointment with a peer coach to learn about how to handle your personal finances like a pro.

BN@Strath– Basic Needs at Strathmore  is your place to recharge, pick up snacks, toiletries, and free goodies, attend free workshops, and more. The offerings are always changing!

Loan Services– LS offers Emergency Loans and student loan exit counseling.

ECRT– The Economic Crisis Response Team can help ensure you’re receiving all the student loan funding you need, and in some cases, provide emergency funding.

Debt Management Services– Chat with our counselors in Murphy Hall to learn how to repay your student loans, and any debt you may have with UCLA.

• Graduate Career Services (GCS) is the campus unit to help you figure out and get ready for your post-UCLA plans including:

○Academic jobs (for PhDs)

○Applying to PhD programs (for masters)

○Internships and Jobs (for everyone)

• Offerings:

○One on one appointments (30 minutes for masters, 60 minutes for PhDs), up to one per week, to talk about anything professional development

○Workshops on core professional development topics (ie resume and cover letters) and more specialized topics (ie campus interviews for academic jobs)

○Events with employers, UCLA advanced degree alumni

• Visit them at career.ucla.edu