GTA:Making your GTA Request
TL;DR
If you are experienced at the GTA planning you can skip all of this it's really just an overview for new unit leads, most unit leads already do all of this.
When planning to utilise Graduate Teaching Assistant support for your course unit, it is essential to approach the process systematically and with careful consideration of both pedagogical needs and resource allocation. The request process represents a critical juncture where academic planning intersects with workforce management, and accuracy at this stage will help ensure smooth operation throughout the semester.
Understanding of the Specific Teaching Activities the GTAs will Support
The foundation of an effective GTA request lies in thorough preparation. Before submitting your request, you should have a clear understanding of the specific teaching and learning activities where GTA support will be most beneficial. This requires careful analysis of your course unit structure, assessment strategy, and the nature of student interactions you wish to facilitate. Consider whether your unit includes laboratory components, tutorial sessions, marking requirements, or other activities that align with the permitted scope of GTA duties outlined in university policy.
Account for All Aspects of the GTA's Work
When determining the number of hours to request, you must account for all aspects of the GTA's work, not merely contact time with students. The calculation should include adequate time for preparation, the actual delivery of teaching sessions, any marking or feedback provision, and attendance at mandatory training sessions. As a working norm, units without laboratory components may receive up to fifteen hours of GTA support per ten credits, whilst units with laboratory components may receive up to ten hours of GTA support for each credit associated with laboratory work. These guidelines serve as starting points rather than entitlements, and actual allocations will depend on available resources and competing demands across the school or department.
Accurate Requirements Save Us Money
It is crucial to remember that GTA allocations made at the beginning of a semester represent a commitment. If you allocate hours to a GTA but subsequently determine that the work is not required, the GTA will still receive payment for those contracted hours. This policy exists to protect GTAs from financial instability and reflects the principle that they plan their finances and workload based on their contracted commitments. Therefore, investing time to ensure your requirements are accurate before submitting your request is not merely good practice but a financial necessity for your unit's budget management.
Get Changes into the Portal
Your request should be submitted through the designated Faculty of Science and Engineering GTA portal, which provides the infrastructure for managing applications, allocations, and hours tracking throughout the academic year. This will be pre-populated with the GTA Leads predictions and so only changes need to be made. Requests for change should be made well in advance of the semester start date to allow sufficient time for the recruitment, allocation, and training processes to be completed. Missing deadlines may result in insufficient GTA support being available for your unit.
When articulating your requirements in the portal, be specific about the nature of the work involved. Different activities require different skill sets, and providing clear information helps ensure appropriate matching between GTAs and assignments. If your unit requires marking of coursework, for instance, you should specify this clearly, as GTAs must complete additional mandatory training before they are permitted to undertake marking responsibilities. Similarly, if laboratory demonstrations are involved, GTAs with relevant technical expertise and safety awareness will need to be identified.
Asymmetric GTA Distribution is Allowed and Encouraged
Consider the temporal distribution of your GTA needs across the semester. Teaching demands are rarely uniform throughout an academic term. Some weeks may require intensive support during assessment periods or complex practical sessions, whilst other weeks may require minimal assistance. Whilst GTAs are contracted for their total semester hours and these can be allocated asymmetrically across the four months, having a realistic schedule in mind will help you manage the GTA's workload effectively and ensure adequate support when it is most needed. Also look out for GTA requirements - many GTAs will not be able to work to the end of first semester because flight prices rise in mid-December - however many GTAs who celebrate Chinese New Year may be able to work up to Christmas, but may not be able to work for 3 weeks in Feb/March due to returning home for the New Year.
Communication with your discipline GTA lead is an integral part of the request process. These academic colleagues serve as coordinators who balance requests across multiple units, ensure equitable distribution of opportunities for GTAs, and maintain oversight of the overall teaching assistant provision within their discipline. If you have questions about the appropriateness of your request, concerns about resource availability, or need guidance on how to structure your requirements, your discipline GTA lead should be your first point of contact.
Once Allocated
Once your request has been processed and GTAs have been allocated to your unit, you will receive notification through the portal system. At this point, your responsibilities as a course unit lead commence in earnest. You should introduce yourself to the assigned GTAs well before teaching begins, ideally arranging an initial meeting to discuss expectations, provide an overview of the unit, and share relevant materials. This early engagement establishes the working relationship and allows GTAs to begin their preparation in good time.
You May Do This
Throughout the semester, you will need to monitor the GTA's work and the hours they submit through the portal. The system requires you to review and approve hours on a monthly basis, checking that the hours claimed reflect the work you know has been undertaken. This approval process serves as both a quality assurance mechanism and a financial control, ensuring that payments align with actual work completed. You should approach this responsibility conscientiously, as approving inaccurate hours creates budgetary problems and potentially unfair outcomes.
Changes in Circumstances
If circumstances change during the semester and your GTA requirements differ from your original request, you must communicate this promptly to your discipline GTA lead. Perhaps student numbers have changed significantly, a planned assessment has been modified, or timetabling adjustments have altered your support needs. Early communication of such changes allows for appropriate adjustments to be made, whether this involves reallocating hours to other units or identifying additional work to ensure your GTA fulfils their contracted commitment.