College of Engineering
Department of Computer Science

UTA Responsibilities

Carefully read the information below concerning your Computer Science Department @ Va Tech Undergrad Teaching Assistant (UTA) position.

UTAs can NOT, under any circumstances, perform any work of any type until after they receive the confirmation employment UTA email from Ms. Darden.

There are two forms you must fill out and return to Melanie Darden mdarden@vt.edu

All UTAs: STUDENT UTA P12W form This form must be signed when you turn it in.
All UTAS: FERPA Form
New UTAs: VT Computer Science wage hours agreement

Training for UTAs (online)

CS UTAs must NOT participate in the training until AFTER they have completed ALL of the required employment paperwork! Only returning UTAs may participate in the training before returning to campus. All new UTAs must wait until after they have met with Ms. Darden & submitted all required employment paperwork.

Employment Requirements

First step, all UTAs (new or returning) must:

Complete this STUDENT UTA P12W form, (fill in the top section of the form).
Electronically or physically sign the P12W form at the bottom. (Typing your name will not** suffice!)**
Email the completed/signed form to Ms. Darden at mdarden@vt.edu.

Based upon your submitted form information, Ms. Darden will respond with confirmation of your position and your employment start date OR new employees/UTAs will receive additional employment instructions.

New UTAs:

After you complete the additional employment instructions, Ms. Darden will contact you to arrange a meeting with her. All new UTAs are required to meet in person with Ms. Darden!

Complete this VT Computer Science wage hours agreement and email it to Ms. Darden.

FERPA

All new UTAs are required to complete the FERPA form. New UTAs must email it to Ms. Darden. Returning UTAs must have previously completed the FERPA form and do not need to do so again.

Title IX Training

All Va Tech employees are required to complete Title IX and Retaliation training. The sexual harassment of students and sexual violence involving students are forms of sex discrimination prohibited by Title IX and university policy. The training explains Title IX’s focus on sexual harassment, sexual violence and the prohibition against retaliation for participating in a discrimination investigation or complaint. Learn how to support students, satisfy your compliance responsibilities under Virginia Tech’s policy and ensure that actions are not taken to retaliate against someone for bringing or participating in an investigation. Direct all questions regarding Title IX training and access to training to Human Resources at hrservicecenter@vt.edu.

If you have previously been a UTA and have already completed the Title IX Training follow the logon instructions below. If your prior Title IX training expires during the semester you will need to complete it again. The Title IX training must be renewed every two years.)

There is an online Title IX and Retaliation training course that all CS UTAs MUST complete before the end of the month in which they begin their employment. The online training takes approximately 90 minutes. You will be paid for taking the training, (see the work hour logging section below).

Logon to virginiatech.pageuppeople.com/learning/ using your VT email PID and password.
Search the page for “Title IX” or under the Level˅ menu select Employee.
On the Learning Library Employee page search/look for Compliance: Title IX / Policy 1025 / VAWA entry.
Click on the link to reach the Compliance: Title IX / Policy 1025 / VAWA page. At the bottom of the page click on “Select a time slot”.
Choose a time slot and click “Book” the instructions provided carefully. After you do that Register.
Fill out the information (include “@vt.edu” in your e-mail address on this page) and click “Submit Registration”

You will receive an e-mail with further registration options, (VT HR is using an outside company to host this training). You will need to use your VT e-mail address and 9-0# when registering for at this training website so VT HR will get accurate information on when you completed the training.

Once you complete the training, VT HR will be informed and update your information to indication your completion. Be aware though, is that VT HR will also be informed of how many slides you completed and how fast you completed the training. If VT HR doesn’t deem that you “put enough effort” into the training module, they will not mark it as complete and you won’t get credit!

Logging Work Hours

Directions for Using Time Clock

All UTAs are required to log their work hours online using the Time Clock Plus system. All CS UTAs are REQUIRED to use the Time Sheet Entry method for recording their hours worked. (CS UTAs are NOT allowed to use the Clock In & Clock Out entry method or the multiple entry method.)

At the end of EACH hours, lab, etc.), you MUST logon to the TimeClock Plus system using your VT email PID and password. Next follow the steps below to enter a single work period:

Click the Manage Time Sheet button to reach the hours entry screen.
Select the day/date that you would like to add a time sheet entry.
Click the Add button.
- The time in is set to a default of 11:59pm and 0:00 hours clocked in.
- Job Code is set to your default Job Code:
  “94100006: 004100- CS- Undergrad TA” .
- In the left field, you can change the Time-In manually, or click on the Clock icon and select the correct time.
- In the right field, you can enter the hours:minutes you worked.
To make further changes, select the EDIT button and the ACCEPT in the top left corner to enter to save your changes

Careful recording/entry of the hours you work is a requirement if you wish to be paid. Be aware that forgetting to enter your work hours at the end of each shift causes unnecessary work for the CS department and may result in your employment termination.

UTAs may only work from the first day of classes to the last day of classes during a term. Hours logged outside of the beginning and end of classes will NOT be paid!

Questions

For questions about the above employment requirements contact:

Ms. Melanie Darden - email: mdarden@cs.vt.edu,, phone: 540.231.2068.

UTA Duties

Supervisor

Your immediate supervisor(s) is/are the instructor(s) for the course to which you have been assigned. Contact your supervisor(s) prior to the start of classes. (Note that you must NOT do any work or attend any meetings before submitting the wage employment form.) Your supervisor will inform you of your work duties for the course. UTAs are expected to work no more then ten hours per week. Some duties may include:

Help students with course homework, assignments, etc.
- Be highly visible to the students in the CS Learning Center. Display your course TA designation sign. Do NOT sit and talk with friends during your office hours.
Help conduct a lab section.
Monitor and participate in online class forums.
Grade homework, quizzes, programs.
Develop grading rubrics.

Privacy

Be aware that in your duties as a UTA you may have access to other students’ grades and academic work. Note that you will have a legal obligation, (as do all people who work for the university), to maintain the strict confidentiality of any students’ grades and work. As policy, student data must NOT be downloaded for permanent storage. Only temporary download of student data is allowed as necessary for the entry/updating of students’ grades. All student data will only be stored on the course servers or instructor’s computer.

NEVER download student data to external data mediums, (USB flash drives, etc.)!
NEVER identify students by their full name and VT ID number via email or in documents.
Return all hard copies of student data to supervisor(s) at the end of the semester for destruction.

When deleting temporarily downloaded students’ data from your computer you must use file shredding software to ensure permanent deletion of the data:

MS Windows: File Shredder, Eraser
Mac OSX: Shredder, Eraser

updated: 2023.01.10 DirAcadOps@cs.vt.edu