Handbook of Operating Procedures 9-2060

Learning Facilitators



Effective August 21, 2024
Executive Sponsor: Senior Vice Provost and Dean of the Graduate School
Policy Owner: Vice Provost for Academic Affairs

 

  1. Policy Statement

It is the policy of The University of Texas at Austin (“University”) that individuals appointed as Learning Facilitators at the University abide by the policies stated below.
 

  1. Reason for Policy

To provide responsibilities and procedures related to recruitment, appointment and duties of Learning Facilitator appointments and expectations.
 

  1. Scope & Audience

This policy applies to all individuals appointed as Learning Facilitators at UT Austin and is relevant for all involved in their appointments and work in this capacity.
 

  1. Definitions (specific to this policy)

Learning Facilitator:

A non-faculty, academic position held by an eligible non-formula-funded (Option III) graduate student with the primary duties of helping faculty with the conduct and delivery of online Option III courses under the supervision of a faculty member. Responsibilities may include grading, monitoring discussion boards, Learning Management System (LMS) support, and performing clerical tasks associated with course instruction. Learning Facilitators may not be assigned regular classroom instruction duties, nor may they serve as an instructor of record for any instructional activity.
 

Formula-funded (Option I and Option II) programs:

Academic credit programs whose student enrollment and semester credit hours are submitted for state formula funding.
 

Non-formula-funded (Option III) programs:

Academic credit programs whose student enrollment and semester credit hours are not submitted for state formula funding.

 

  1. Website (for policy)

https://secure4.compliancebridge.com/utexas/public/getdoc.php?file=9-2060
 

  1. Contacts

CONTACT

DETAILS

WEB

Graduate School Student Services

Phone: 512-232-3634

Website:

https://gradschool.utexas.edu/funding/student-employment/academic
 
  1. Responsibilities & Procedures

 

  1. Learning Facilitators
 

Learning Facilitators are graduate students enrolled in non-formula-funded (Option III) graduate degree programs who help faculty with the conduct and delivery of online Option III courses. Learning Facilitators may not be appointed in Option I or Option II (formula-funded) courses, or in Option III courses that are not online. Services provides by Learning Facilitators include grading, monitoring discussion boards, Learning Management System (LMS) support, and performing clerical tasks associated with course instruction. Learning Facilitators are supervised by the course instructor of record and are subject to established departmental policies on student academic employment.


 

  1. Qualifications

To be eligible for appointment as a Learning Facilitator a nominee must:

 

  1. Be a degree-seeking Option III graduate student without existing admissions conditions imposed by the Senior Vice Provost and dean of the Graduate School;

 

  1. Maintain a cumulative GPA of 3.0 or above in their current academic program;

 

  1. Have previously earned at least an A as a student in the course to which they are appointed as a Learning Facilitator;

 

  1. Have earned no more than two grades of X, I, NC, D or F in their current program of work; 

 

  1. Remain registered in courses that count toward the graduate degree for at least three semester hours during each semester, including the summer. 

 

Learning Facilitators assigned to new or substantially redesigned courses will be subject to holistic assessment, which may include performance in related courses, or previous academic or professional experience with the course material.


 

  1. Selection and Appointment

 

  1. Departments should use an established process to screen, rank, and make recommendations concerning the appointment or reappointment of Learning Facilitators.

 

  1. Notification to candidates for appointment/reappointment should be provided.

 

  1. All appointments of Learning Facilitators are subject to approval of the dean of the college or school and the Senior Vice Provost and dean of the Graduate School or their designees.

 

  1. Each department within a college or school shall annually provide the dean with a report which sets forth the range of stipends to be offered to new appointees and to persons being considered for reappointment as well as the basic logistical framework within which Learning Facilitators are employed by the department


 

  1. Terms of Appointment

 

  1. Appointments of Learning Facilitators must be made on an hours/week basis and paid exclusively from Option III program accounts and other approved accounts. Appointments shall be made in accordance with the titles and definitions and within salary scales.

 

  1. Appointments should, in general, be made on a semester-by-semester basis. The period of appointment shall not exceed one academic year and shall terminate at the expiration of the stated period of appointment without notification of nonrenewal. If a department determines that it is to the benefit of the institution, it may nominate a Learning Facilitator for reappointment. 
 

 

  1. Duties of Learning Facilitators

 

  1. Learning Facilitators may only be assigned duties which are adjunct to regular classroom instruction.

 

  1. All duties performed by Learning Facilitators shall be under the supervision and direction of a designated member of the faculty.

 

  1. Such duties may include grading, discussion board management, and Learning Management System (LMS) support.

 

  1. Learning Facilitators may not be assigned regular classroom instruction duties nor may they serve as an instructor of record for any instructional activity.

 

  1. Chairs of departments in which Learning Facilitators are employed shall set the basic workload policy for Learning Facilitators within the college.


 

  1. Workload

Learning Facilitator appointments may not exceed 19 hours per week.

 
  1. Supervision and Instruction/Training

 

  1. All Learning Facilitators shall be under direct and assigned supervision of a regular member of the faculty and shall regularly report on the conduct and performance of their duties to the supervising faculty. The supervising faculty shall, at the end of each semester, provide feedback on the performance of the Learning Facilitator, to be documented in his/her records. 

 

  1. Learning Facilitators must undergo training on teaching practice, as well as the use of the learning management system and course-specific teaching tools and resources. Instruction of Learning Facilitators shall be provided by the department or college employing them in order to prepare Learning Facilitators to carry out their assigned duties. Departments may require a special graduate course, 398T, or may design instruction that includes ongoing meetings or individual faculty instruction. Instruction shall be designed to fit the nature of the assigned duties.


 

  1. Reappointment

A department may reappoint a Learning Facilitator if it is determined that reappointment is to the benefit of the institution. Prior service does not guarantee availability of a Learning Facilitator position.
 
  1. A Learning Facilitator may be considered for reappointment if

 

  1. He or she has, in the opinion of the chair of the employing department, provided satisfactory service; and

 

  1. He of she meets the requirements for eligibility defined in this document and is certified as being in good academic standing and making satisfactory progress toward a graduate degree.


 

  1. Dismissal and Termination of Appointment

Termination of a Learning Facilitator before the expiration date of the stated period of appointment will be only for good cause shown.

 
  1. Procedures for Conflict Resolution and Grievances

 

  1. A Learning Facilitator has the right to seek redress of any grievances related to the terms and conditions of such employment. Grievants are assured freedom from reprisals for the filing of their grievances.

 

  1. Employment disputes are handled at each of the following levels in turn:

 

  1. The faculty member supervising the student;

 

  1. The program graduate adviser;

 

  1. The department chair or head of the department hiring unit employing the student;

 

  1. The dean of the college or school employing the student.
 
The decision of the college or school dean is final.

 

 

  1. Other Employment Information

 

  1. Learning Facilitators are subject to the Rules and Regulations of The University of Texas System Board of Regents, the University, the Graduate School, the college/school, and department in which they hold employment. In the performance of their duties they must abide by and adhere to the academic and instructional criteria and policies established by the department in which they render service.

 

  1. The Responsibilities, Rights, and Welfare of Graduate Student Academic Employees Committee (a standing committee of the General Faculty) serves in an advisory capacity for institutional policy and governance relating to the affairs of Learning Facilitators.

 

  1. Learning Facilitators are not eligible:

 

  1. to participate in the University Group Insurance Program in accordance with the current eligibility criteria for the Program

 

  1. for tuition benefits

 

  1. For parking permits, since their work is for online programs.

 

  1. Although they are not members of the faculty, Learning Facilitators are expected to conform to the same standards of conduct in the performance of their academic duties as are members of the faculty and shall respect the rights and opinions of students and uphold the academic standards of the University.

 

  1. Similar to student academic appointments, the Learning Facilitator appointment will not provide for accrued vacation or sick leave entitlements or Teacher Retirement System membership. Time off due to illness or during academic breaks will be arranged with the approval of the student's supervising professor or project director.

 

  1. Forms & Tools

Option III (Non-Formula-Funded) Graduate Programs

Policy Guide for Option III Graduate Programs
 

  1. Frequently Asked Questions

None
 

  1. Related Information

None
 

  1. History

Modified: August 21, 2024 
Next scheduled review date: August 2027
 

Original issue date: August 21, 2024