Teaching Assistant Guidelines

University Guidelines for Teaching Assistants (TAs)

University guidelines on the role of Teaching Assistants and those assisting faculty with access to course grades and confidential data.

Notre Dame has set guidelines concerning the following four categories of class assistants (including TAs) who may assist faculty with their coursework, and the different types of responsibilities, along with the different levels of access to student grades and other sensitive information, associated with each of the four class assistant roles:

1- Teaching Assistant (post-baccalaureate, undergraduate students and staff only)

2- Grader (post-baccalaureate and undergraduate students)

3- Designer (post-baccalaureate and undergraduate students)

4- Observer/Viewer (post-baccalaureate and undergraduate students)

Scope

This set of guidelines applies to Notre Dame courses, students, staff and faculty. All individuals assisting faculty as a Teaching Assistant (TA), Grader, Designer, or Observer/Viewer are required to complete FERPA training, and must be directed to do so by the faculty member or department. Individuals in these roles may only be added as a TA, Grader, Designer or Observer through an official method designated by the Provost’s Office.

Background

The University has utilized post-baccalaureate TAs for decades. These TAs have primarily been from the Graduate School and played an invaluable role in assisting faculty and students. Undergraduate TAs are increasingly being used in grading and delivery capacities requiring new standards. These undergraduates bring valuable prior course knowledge. Some departments utilize the undergraduate experience as a gateway for discernment and possible Graduate School education.

Nonetheless, institutional utilization of undergraduate TAs places responsibilities on the department and faculty members. Teaching and grading is often considered part of the preparation for an academic career for graduate students. However, grading is not normally regarded as part of the undergraduate experience. Because additional risks are involved when undergraduates (as opposed to graduate students) are involved with grading, confidential student information, and course material access, there are additional oversight obligations applicable to undergraduates in one of the class assistant roles.

Additionally, both post-baccalaureate and undergraduate students assisting faculty have access to confidential data in the LMS and other learning systems. It is important that those assisting faculty have proper FERPA training, as well as relevant discipline training as determined by the department.

Standards

1- No student with a Honor Code violation may serve as a teaching assistant.

2- Consistent with policy prohibiting faculty from teaching relatives, student teaching assistants are prohibited from grading relatives. The definition of “relatives” is defined in the policy.

3- The University reserves the right to evaluate the eligibility of any undergraduate or graduate student who has been found responsible for a violation of University Policy, including but not limited to the University’s Standards of Conduct, to serve as a class assistant.

Access Roles

1- Teaching Assistants

A. Post-baccalaureate Teaching Assistants are students who assist faculty with the conduct and delivery of courses. On some occasions, faculty can select a University staff member to be approved by the department as a TA. Possible responsibilities of a post-baccalaureate TA include, but are not limited to, grading (in the LMS & Banner), monitoring, leading lab and/or discussion sessions, and offering office hour assistance to students. Post-baccalaureate teaching assistants are supervised by the course instructor of record and are subject to established college and departmental policies on student academic employment. (Reference Academic Article IV, section 4)

B. Undergraduate Teaching Assistants are students who assist faculty with the conduct and delivery of courses. Possible responsibilities of an undergraduate TA include, but are not limited to, grading (in the LMS and other approved learning tools), monitoring, assisting lab and/or discussion sessions, and offering tutoring/support and assistance to students. Undergraduate teaching assistants are supervised by the course instructor of record and are subject to established college and departmental policies on student academic employment.

C. Role of Teaching Assistants

• May grade homework, labs, assessments, and have access to grades in the LMS or other tools.
• Faculty, departments, and college/school administrators must work with TAs to identify potential peer conflicts.
• Faculty must work with TAs to ensure clear lines of communication.
• Faculty, departments, and college/school administrators should have knowledge of a TA beyond their classroom performance and establish expectations.
• The dean of the college or school and the department chair in which the grader is utilized, may set additional standards beyond what is expressed in this policy.

2- Grader

A. Graders are undergraduate and post-baccalaureate students who assist faculty with grading in the LMS or other tools. Responsibilities of a grader include grading homework and assessments, helping faculty in class, and sometimes offering tutoring. Graders are supervised by the course instructor of record and are subject to established college and departmental policies on student academic employment.

B. Role of Grader

• Graders may grade homework, labs, assessments, and have access to grades in the LMS or other tools, but not in Banner.
• Faculty must work with graders to identify potential peer conflicts.
• Faculty must work with graders to ensure clear lines of communication.
• Faculty should have knowledge of a grader beyond their classroom performance and establish expectations.
• The dean of the college or school and the department chair in which the grader is utilized, may set additional standards beyond what is expressed in this policy.

3- Designer

A. Designers are undergraduate and post-baccalaureate students who assist faculty in building the online course content in Canvas, including adding to, revising, and/or deleting that content, as needed. Designers have access to LMS course materials, but do not have access to grades.

B. Role of Designer

• Duties performed by a designer shall be under the direct supervision of a faculty member who is the primary instructor of record.
• Designers are not permitted access to grades.
• Designers can create/edit course content, discussions, announcements, assignments, quizzes, and other content features.
• The dean of the college or school and the department chair in which designers are utilized, may set additional standards beyond what is expressed in this policy.

4- Observer/Viewer

A. Observers/Viewers are undergraduate and post-baccalaureate students who assist faculty as a tutor. Observers have access to LMS course materials, but cannot edit, add, or delete course content, and do not have access to grades. Occasionally, a dean or department chair may grant approval for a non-student to be an observer.

B. Role of Observer/Viewer

• Duties performed by an observer shall be under the direct supervision of a faculty member who is the primary instructor of record.
• Observers/Viewers are not permitted access to grades.
• Observer/Viewers may have access to materials like homework, labs, quizzes, and course notes in the LMS only or other tools.
• The observer/viewer may work at the faculty’s direction as a tutor.
• Faculty should have knowledge of an observer beyond their classroom performance and establish expectations.
• The dean of the college or school and the department chair in which observers/viewers are utilized, may set additional standards beyond what is expressed in this policy.