Policy for Supplementation and Concurrent Appointments for Graduate Students Holding Predoctoral Fellowships or Traineeships

University of Wisconsin-Madison Policy for Supplementation and Concurrent Appointments for Graduate Students Holding Predoctoral Fellowships or Traineeships

Basic Principle

Any teaching or research undertaken by a fellow or trainee at the predoctoral level should not significantly prolong the time for the accomplishment of the training objective for which the fellowship or traineeship is made.

These arrangements, while possible, must be approved by the student's major professor or academic advisor (sponsor) and the payrolling department(s). This allows faculty to insure that the proposed arrangement will not prolong a predoctoral student's time to degree completion or interfere with his or her satisfactory progress.

The University is required by the federal government to have written policies and procedures for fellows and trainees, in order to receive federal fellow and trainee awards.
Predoctoral Level

Supplementation of predoctoral fellowship or traineeship stipends to recognize teaching or research responsibilities, or to create equity with research assistants, is permitted with the following limitations:
1. For major fellowship or traineeship awards of $19,032 (equivalent of a 50% 12 month RA appointment) or $15,570 (equivalent of a 50% 9 month RA appointment) or more:
  1. Concurrent Teaching Appointments
    The maximum per semester teaching appointment(s) during the period coinciding with a fellowship or trainee award is 33.33% time appointment at the appropriate level (PA grader, TA, Lecturer, etc.). The maximum is on a monthly or pay period basis and may not be averaged over the tenure of the fellowship or traineeship. Exceptions require Graduate School approval.
  2. Concurrent Research Appointments
    The maximum research appointment(s) during the period coinciding with a fellowship or trainee award is 33.33% time appointment at the appropriate level as a Research or Project Assistant. The maximum is on a monthly or pay period basis and may not be averaged over the tenure of the fellowship or traineeship.
    
    Research Assistant appointments must comply with the University definition of a Research Assistant, i.e., pursuing independent research in a student/teacher relationship with their mentor, usually their major professor.
    
    Project Assistant appointments are to be used when there is a working relationship, i.e., having an employee/employer relationship. The concurrent appointment must complement and/or contribute to the student's career goals. An appointment not contributing to the student's career goals is not allowed.
    
    Student Hourly Help appointments are allowed.
    
    All concurrent academic staff research (or administrative) appointments require prior approval (see section II. F. 3.).
  3. Limitations on Concurrent Appointments
    
    In addition to a fellowship, or traineeship, any combination of concurrent teaching and/or research appointments may not exceed 33.33% time on a monthly or pay period basis.
2. For minor fellowship or traineeship awards of $19,032 (equivalent of a 50% 12 month RA appointment) or $15,570 (equivalent of a 50% 9 month RA appointment) or below:
  1. Concurrent Teaching Appointments
    The maximum teaching appointment is 75% time. To calculate the maximum concurrent appointment level, subtract the total fellowship or traineeship value from the 75% Research Assistant rate and the difference is what the student may be awarded.
  2. Concurrent Research Appointments
    The maximum research appointment as a Research or Project/Program Assistant is 75% time. To calculate the maximum appointment level, subtract the total fellowship or traineeship value from the 75% Research Assistant rate and the difference is what the student may be awarded.
    
    Research Assistant appointments must comply with the University definition of a Research Assistant, i.e., pursuing independent research in a student/teacher relationship with their mentor, usually their major professor.
    
    Project Assistant appointments are to be used when there is a working relationship, i.e., having an employee/employer relationship. The concurrent appointment must complement and/or contribute to the student's career goals. An appointment not contributing to the student's career goals is not allowed.
    
    Student Hourly Help appointments are allowed.
  3. Limitations on Concurrent Appointments
    
    In addition to a fellowship or traineeship, any combination of concurrent teaching and/or research appointments may not exceed 75% time on a monthly or pay period basis.
3. Registration Requirements
  
  The University requires full-time enrollment of all Fellows and Trainees.
  
  Academic Year:
  Full-time enrollment is defined as 8 to 12 graduate level credits per semester (courses numbered 300 and above) for graduate students and 3 credits for persons registered as dissertators.
  
  Summers:
  Enrollment is defined as 2 graduate level credits (courses numbered 300 and above). Dissertators must register for 3 credits. Students must register for the eight-week general session.
4. Waivers
  1. Where the donor's published policy permits supplementation or concurrent appointments at higher levels than the University policy, (see section II. A and B), the University policy applies unless the Graduate School Dean or designee grants a waiver on the application and proper justification.
5. Funding Guidelines
  1. Fellowships and Traineeships funded by the federal government may not receive concurrent teaching/research appointment also funded by the federal government. Non-federal gifts or grants or University trust funds are appropriate resources.
  2. Federal Work Study Funds are the only exception to the federal exclusion.
6. Required Documentation, Approvals and Routing
  1. Requests for waivers (see section II. E. 1.) should include the signed concurrent appointment maxima worksheet (CAM) (when appropriate), a copy of the donor's policy, and a cover letter or memo outlining the request. Send them to the Graduate School Budget and Personnel Office, Room 307 Bascom Hall, via the payrolling Dean's Office.
  2. Requests for combined appointments exceeding 75% for predoctoral awards (see section II. A and B) should include the signed CAM worksheet and be sent to the Graduate School Budget and Personnel Office, Room 307 Bascom Hall, via the payrolling Dean’s Office.
  3. Requests for predoctoral appointments combined with research or administrative academic staff concurrent appointments should include the signed CAM worksheet and be sent to the Graduate School Budget and Personnel Office, Room 307 Bascom Hall, via the payrolling Dean’s Office.

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