TA Request Process

Teaching assistants (TAs) can assist online instructors with managing their course loads. Online TAs may be used to increase the efficiency and effectiveness of teaching. Refer to section 4.2 "Teaching Assistants" in the Online Handbook for specific policies.

Process (See below for additional notes and info)

Page-1 CFF Container.1293 Sheet.1294 Sheet.1295 TA Hiring Process TA Hiring Process Swimlane List.1296 Swimlane.1290 Sheet.1291 Sheet.1292 Curriculum Development Curriculum Development Swimlane Sheet.1302 Sheet.1303 Employment & Scheduling Employment & Scheduling Swimlane.1327 Sheet.1328 Sheet.1329 Online Instruction Online Instruction Swimlane.1417 Sheet.1418 Sheet.1419 Technical Operations Technical Operations Swimlane.1455 Sheet.1456 Sheet.1457 OLC OLC Phase List.1297 Separator.1298 Sheet.1299 Sheet.1300 Time estimate: 0-1 semesters Time estimate: 0-1 semesters Subprocess.1393 Process.1394 Decision.1395 Document.1396 Sheet.1397 Process Step Process Step Sheet.1398 Subprocess/checklist Subprocess/checklist Sheet.1399 Decision Decision Sheet.1400 Document Document Start/End.1401 Sheet.1402 Initiation/Termination Initiation/Termination Document Designer completes TARP form Designer completes TARP form Document.1454 Group leader places on Change Workflow Group leader places on Change Workflow Process.1414 Hiring specialist posts job and hires student Hiring specialist posts job and hires student Process.1416 Hiring specialist sends list of TAs Hiring specialist sends list of TAs Process.1420 Online training coordinator enrolls TA in training course Online training coordinator enrolls TA in training course Process.1421 Course support coordinator enrolls TA in course/section Course support coordinator enrolls TA in course/section Process.1427 Hiring specialist provides contact info of TA and instructor ... Hiring specialist provides contact info of TA and instructor to each other Process.1433 Hiring specialist sends email to TA on how to access training Hiring specialist sends email to TA on how to access training Dynamic connector.1434 Dynamic connector.1442 Dynamic connector.1447 Decision.1461 TA Approved? TA Approved? Dynamic connector.1459 Dynamic connector.1460 Yes Yes Process.1462 Group leader notified Group leader notified Dynamic connector.1463 No No Dynamic connector.1464 Start/End.1495 Designer completes project or places in queue depending on wo... Designer completes project or places in queue depending on work load Link select.1467 Sheet.1468 Sheet.1469 Sheet.1470 Sheet.1471 Sheet.1472 Sheet.1473 Sheet.1474 Sheet.1475 Sheet.1476 Sheet.1477 Sheet.1478 Sheet.1479 Sheet.1480 Sheet.1481 Sheet.1482 Sheet.1483 Sheet.1484 Sheet.1485 Sheet.1486 Sheet.1487 Sheet.1488 Sheet.1489 Sheet.1490 Sheet.1491 Sheet.1492 Sheet.1493 Sheet.1494 Clickable Link Clickable Link Process.1496 Group leader notifies Designer to proceed Group leader notifies Designer to proceed Dynamic connector.1497 Link select.1498 Sheet.1499 Sheet.1500 Sheet.1501 Sheet.1502 Sheet.1503 Sheet.1504 Sheet.1505 Sheet.1506 Sheet.1507 Sheet.1508 Sheet.1509 Sheet.1510 Sheet.1511 Sheet.1512 Sheet.1513 Sheet.1514 Sheet.1515 Sheet.1516 Sheet.1517 Sheet.1518 Sheet.1519 Sheet.1520 Sheet.1521 Sheet.1522 Sheet.1523 Sheet.1524 Link select.1525 Sheet.1526 Sheet.1527 Sheet.1528 Sheet.1529 Sheet.1530 Sheet.1531 Sheet.1532 Sheet.1533 Sheet.1534 Sheet.1535 Sheet.1536 Sheet.1537 Sheet.1538 Sheet.1539 Sheet.1540 Sheet.1541 Sheet.1542 Sheet.1543 Sheet.1544 Sheet.1545 Sheet.1546 Sheet.1547 Sheet.1548 Sheet.1549 Sheet.1550 Sheet.1551 Start/End.1553 Designer believes addition of TA will alleviate course problem Designer believes addition of TA will alleviate course problem Dynamic connector.1555 Dynamic connector.1556 Dynamic connector.1557 Dynamic connector.1558 Sheet.1559 A A Sheet.1560 B B Sheet.1561 C C Sheet.1562 D D Sheet.1563 E E Sheet.1564 F F Sheet.1565 G G Sheet.1566 H H Sheet.1567 I I Sheet.1568 J J

Process Notes

  • (A): TA requests typically begin as improvement projects in which a designer is investigating ways to solve a course problem. The addition of a TA is only one solution that may be viable when investigating course problems. For example, if the goal is to reduce load, the designer may look at the amount of content, number of auto-graded assignments, etc. 
  • (B): The Teaching Assistant Resource Plan (TARP) is a tab on each course's course map. 
  • (C): If the TA is hired for an existing course, the curriculum designer will add the info to the existing course map and their group leader will provide a link on the change workflow.
  • (D): Course Councils determine criteria/qualifications for TAs according to course needs. 
  • (E): Each TA is typically assigned to one section of a course. If a course has multiple sections, multiple TAs are needed.
  • (F): TAs are trained to use the LMS through a course managed by Online Instruction.
  • (G): The online delivery specialist monitors the change workflow and notifies the hiring specialist of approved TA Requests. 
  • (H): The hiring specialist confirms details with Course Lead and gets student recommendations prior to posting job.
  • (I): The hiring specialist sends lists of TAs to Online Training Coordinator and Course Support Coordinator each semester.
Timing and Deadlines

Designers should work with the hiring specialist (Ira Young) to coordinate the timing of hiring. Generally, to have a TA ready for an upcoming semester, TA Requests also should be submitted by the maintenance deadline. Contact the course support coordinator (Julie Quilter) for more details on deadlines.

(J): One week prior to the semester, Ira Young (from Employment and Scheduling) gives the TA training instructions and provides contact information to both the TA and instructor. The TA completes the training modules during Week 1.

Best Practices

  • When a TA is added to a course/section, changes must be made to the lesson notes, syllabus, and/or other areas to indicate which responsibilities belong to the TA and which to the instructor.
  • If the need for a TA is temporary or urgent, check the availability of existing TA's within the department. 
  • Designers need to indicate the TA's duties on the TARP form.

Associated Policies

  • Look at the Online Handbook 4.2 "Teaching Assistants" to see in-depth policies about TAs.
  • Designers must complete alterations to a course on the same timeline as other improvement projects so section creation and setup can occur on time.  

  • TAs are managed through Workday by Ira Young in Employment and Scheduling and are listed as his employees.
  • TAs are evaluated by the online instructor during the mid-course survey.
  • TAs on campus can also work in online sections as long as they do not go over their allowable hours.
  • TAs must be campus-based students. 

About this Article

Responsible*: Steven Willis (planning & coordination manager)

Accountable*: OLC

Consulted*: Ira Young (online hiring specialist), Curriculum designers

Informed*: Julie Quilter (course support coordinator), Brad Barson (online training coordinator), Organizational Learning Team

Sharing: Unrestricted

*Note: The assignments above do not indicate responsibility or roles in individual implementations of this process. Instead, they assign roles in documenting, overseeing, and improving the process as a whole.

For example, the planning and coordination manager (Steve Willis) is responsible for coordinating the documentation and improvement of this process, but has no role in individual implementations. See "How are Core Processes developed and approved?" for more information.


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