General Tips for Assistantship Contract Revisions
– 1. Do not create a new contract is used for a new hire in your department or to hire a student under a new job title or to add an additional appointment if the selected job title does not already exist.
Revision – a revision is used to modify a current contract. The start date is before the previous contract end date. The revised start date will modify the contract from that date forward. No changes will be made to the contract prior to the revised start date.
Types of Revisions:
- Salary Adjustment
- Change to Appointment Percent
- Tuition Adjustment (including modification to index)
- End Date Modification
- Job Extension – a job extension is used to extend an existing assistantship. The start date will be after the end date of the previous contract.
1if a revision to a currently existing contract will suffice. Job extensions (i.e. extending the dates of an assistantship assignment with the same job title) should be processed by revising the existing contract. Modifications to a current contract (e.g. changing appointment percent, salary, tuition, etc. within the existing contract dates) must also be processed by revision. A new contract, with a different contract number, should only be created for a) a new hire in your department; b) hiring a student under a new job title that has not previously been used (e.g. changing from GA to RA); or c) adding an additional appointment (e.g. two TA contracts concurrently active).
2. Whenever you insert a revision, the "Begin Date" and "End Date" fields on the "Revised Accounting" tab are automatically cleared. Make sure you enter the appropriate dates for the revision (see examples below for guidance on what dates to use for different types of common revisions).2
3. You cannot enter a "Begin Date" or an "End Date" on the "Revised Accounting" tab that is earlier than today's date. Retroactive changes are not permitted! Select a future start date for the revision, allowing time for processing according to published deadlines.
4. Whenever you insert a revision, the "Term" field in the tuition section will be cleared. You will need to review the tuition section for every revision. If there are no changes to tuition, simply re-enter the appropriate term(s). Otherwise, enter any appropriate changes. Note that any changes to tuition you enter on the Revised Accounting tab will overwrite previous tuition information.4
5. For any revision, always provide a detailed explanation of the nature and rationale of the change in the "justification" field near the bottom of the "Revised Accounting" tab. This information is necessary for Graduate Studies review.5
6. Always remember that after saving information on the "Revised Accounting" tab, you MUST click the "Submit for Approvals" button in order to submit the change for processing.
Examples of Common Revisions