Scope of Overlap Between ASE RA Duties and Academic Research/Training

Dear University Community,

As we move forward in our commitment to provide the best possible experience for our graduate students, it is important that we establish common guidelines to distinguish the Academic Student Employee (ASE) salaried component of a Research Assistant (RA) position from the academic component of their research training. The guidance below was developed by the Graduate School, the Office of the Provost, the Office of Research, and the Graduate Education Council. The guidance attempts to clarify the duties, expectations, and assessment of the two distinct aspects associated with their roles as both an RA and a student. It is important to ensure that both their employment obligations and academic progress are appropriately supported and evaluated.

By clearly defining these distinctions, we strive to enhance the overall academic and professional development of our students.

Research Assistant (RA) duties

As a 0.5 FTE Academic Student Employee (ASE), RAs are expected to devote an average of 20 hours per week to the duties outlined in their appointment letter, which may include tasks such as programming, data collection and analysis, lab maintenance, attending meetings, writing papers, conducting activities related to grant-funded project goals, and more, as defined by their supervisor.

At least two weeks prior to the commencement of each semester, RAs are to be given a job description (or changes to a job description for reappointment). The job description is to adhere to provisions outlined in the WSU/UAW Contract Article 11.4.

RA overlap with academic research and training

In many cases, the 20 hours per week of paid RA work will align with and contribute to the student’s academic research and training. In this case, the RA appointment is intended to provide financial support for time spent on activities that fulfill the student’s employment obligations and advance their academic progress. However, it is recognized that not all RA duties will directly relate to the student’s academic research and training.

Academic research and training (outside of RA)

Students are expected to dedicate additional time beyond the 20 hours of weekly RA duties to make timely progress on their academic research and training (including but not limited to their thesis or dissertation). The amount of additional time required may vary depending on the requirements of their graduate program.

During the regular academic year, this research and training is required for their academic progress as measured by PREFIX 700 or 800 research credits each term. Whereas students are not typically enrolled in research credits during the summer, they are still expected to make progress on their academic research and training. Summer progress should be determined by the student’s graduate program and advisory committee and should align with their overall academic goals and timeline. Although the exact number of hours may fluctuate, students should anticipate spending a substantial amount of time on their academic work outside of their RA duties to ensure satisfactory progress in their graduate program.

Separate assessment of academic performance and employment duties

The student’s academic research performance will be assessed independently from their performance of assigned RA duties. Academic research performance is measured by PREFIX 700 or 800 research credits during the regular academic year and overall academic progress during the summer.

• Each year, the student’s academic progress will be evaluated, at minimum, by their advisory committee based on factors such as academic milestones, quality of work, and overall progress toward completion of the thesis or dissertation.
• At least annually, the ASE’s performance is to be assessed separately by their assistantship supervisor, as described in the WSU/UAW Contract Article 33.4.2. This assessment focuses on fulfilling assigned duties, quality of work, professionalism, and other relevant factors outlined in the appointment letter and job description.

Communication and oversight

Regular communication between the student, RA supervisor, major professor/advisor (if different than RA supervisor), and graduate program leadership is crucial to ensure an appropriate balance between employment duties and academic progress. Students are to raise any questions they have about distinguishing between their RA duties and their academic research and training (including but not limited to their thesis or dissertation) to their supervisor or program director. Supervisors and program directors are to periodically review the RA’s responsibilities and adjust as needed to optimize the student’s overall academic and professional development.

Breaks and leave

It is important to note that breaks in the academic calendar, such as finals week, the period directly following finals, the period directly before the start of a semester, and Spring Break, are not considered holidays unless they align with official University Holidays. RAs planning to take leave during these periods must seek advanced vacation approval from their supervisor. In case of illness, sick leave should be appropriately requested according to University guidelines. Failure to follow these guidelines may result in unscheduled absences and misunderstandings between the student and their supervisor as well as potential pay impacts.

Summary

Whereas an RA appointment at 50% FTE will support a student’s academic research and training, often relating to their own independent research project, it is understood that some RA tasks may not directly align with the student’s specific independent research topic. Likewise, to fulfill their academic obligations, students are expected to devote additional time to academic research and training beyond their RA duties and expectations. The student’s academic research performance and employment duties are to be assessed separately each year to ensure a fair evaluation of both components. Open communication and regular check-ins between all parties are essential to support the students’ success in their dual roles as researchers in training and as employees.

Thank you,

Tammy D. Barry
Vice Provost for Graduate and Professional Education

Doug Call
Senior Vice Provost & Regents Professor

Michael Wolcott
Interim Vice President for Research & Regents Professor