Student Staff
The University of Calgary is able to hire students in a variety of employment types. In most cases, students will be hired into a support staff (AUPE) role or a graduate assistant (GSA) role. Students may also be hired as Non-Credit Teachers, Reader/Demonstrators, Sessional Instructors, and Management and Professional Staff.
Select the Student Staff type you plan to hire
Select the student staff type you plan to hire to ensure the correct employment classification and requirements are applied.
Alberta Union of Provincial Employees (AUPE)
Student employees under the AUPE collective agreement support general university operations in roles such as administrative and service tasks, working part-time during the academic year while enrolled in courses.
- Student Hourly (current University of Calgary students)
- Casual (students from another post-secondary institution)
Co-op Students
Includes students who are enrolled in a post-secondary program and are required to complete co-op component as part of program graduation.
Graduate Students Association (GSA)
Graduate student positions under the GSA Collective Agreement include research and teaching assistantships, where graduate students support academic work through research and instructional duties. Learn more about the Graduate Assistant hiring process.
- Graduate Assistant Research (GAR) (research distinct from program of study)
- Graduate Assistant Teaching (GAT) (assist with instructional duties)
- Graduate Assistant Non-Teaching (GANT) (assist departments and/or academic staff with research responsibilities)
Graduate students may also be hired to teach a credit course through the Academic Sessional hiring process. These appointments are covered under the TUCFA Collective Agreement.
Alberta Union of Provincial Employees (AUPE)
Student employees that support the operations of the university and fall under the Alberta Union of Provincial Employees (AUPE) Collective Agreement.
Student Hourly (current University of Calgary students)
This position is engaged to work shifts no less than three (3) hours per shift, and no more than 22.5 hours per week during the fall and/or winter semester(s).
Student employees must be registered in one (1) University of Calgary course or more, or registered as a Graduate Student at the University of Calgary.
From May 1 to September 15 and December 1 to January 15, active Canadian students can work up to full-time hours. International students may have different provisions.
They must be employed under phase 1 of a job family listed on the AUPE Collective Agreement.
These appointments can be funded by operating fund (operating employees) or project fund (fixed term employees).
To learn more about Support Staff - Operating Funded positions for student, visit the Student Job section.
To learn more about Support Staff - Research (project) funded positions for student, visit the Student Job section.
Explore the hiring process for recruiting a student in a operated funded or research (project) funded positions.
Related links
Casual (students from another post-secondary)
Individuals who are not current University of Calgary students can be employed to work hourly shifts that can either be for a period of 20 shifts (to replace an employee during their absence) or a period of 30 shifts (augment the regular role).
This role can be funded by an operating fund (operating employee) or project fund (fixed term employees).
To learn more about Support Staff – Operating Funded positions, visit the Casual Student position section.
To learn more about Support Staff – Research (Project) Funded positions, visit the Casual Student position section.
Explore the hiring process for recruiting a casual student employee.
Related links
Co-op Students
University students enrolled in a Co-op program engaging in work placements that take place during the regular academic year. Co-op Student may or may not be students of the University of Calgary. Co-op Students are paid on an hourly basis and are hired via the Template-Based Hire form using the Co-op Students - Hourly template.
Related links
Graduate Students Association (GSA)
Graduate students at the University of Calgary that are employed as Graduate Assistants are covered under the Graduate Students' Association (GSA) Collective Agreement.
Graduate Assistant Research (GAR)
A Graduate Assistantship (Research) is an appointment made out of funds held by an Employment Supervisor to assist with their research responsibilities. The duties, distinct from the Graduate Student’s program of study, may include collecting research data, interviewing research subjects, conducting bibliographic work, performing general research services, and carrying out academic projects.
These appointments are fully funded by project salary. Graduate Assistants Research (GAR) work on an hourly basis and must submit a timesheet for all hours worked through the university’s timesheet system to ensure accurate and timely payment. Visit GAR Timesheet page for details.
Employee Type ID: GAR
Definition: A Graduate Assistantship (Research) is an appointment made out of funds held by an Employment Supervisor to assist with their research responsibilities. The duties, distinct from the Graduate Student’s program of study, may include collecting research data, interviewing research subjects, conducting bibliographic work, performing general research services, and carrying out academic projects.
The GSA Collective Agreement guides the employment relationship for all Graduate Assistants. See Article 5.1 - Categories of Appointment for more information.
The remuneration of a GAR consists of only an hourly salary.
See Schedule A of the GSA Collective Agreement for full details.
Position Management:
- Not assigned a one-to-one position number in the HR System.
Recruitment Requirements:
- A GAR may be hired for periods of up to 12 months
- Hired by graduate coordinators or administrators on behalf of faculty members via online Template-Based Hire (TBH)
Work Schedule: GSA Collective Agreement - Article 5.4
- GAR may work up to 450 hours in one academic year. (July 1 - June 30)
Benefits Eligibility:
- No entitlement
- Students may be eligible for benefits through the Grad Students Association
Pension Eligibility:
- No entitlement
Special Leave Entitlements: See Collective Agreement between the university and the GSA
Vacation: GSA Collective Agreement Article 6.3
- Receives payment in lieu of vacation.
Related links
Hiring Tools & Templates
Graduate Assistant Teaching (GAT)
A Graduate Assistantship (Teaching) is an appointment to assist with the instructional responsibilities of departments. The duties of a Graduate Assistantship (Teaching) may include teaching or instructional service, lecturing assistance, laboratory supervision, being available for office hours, grading assignments, providing tutorial direction, and assisting in the preparation of demonstration and instructional aids.
These appointments are operating funded and include 50% scholarship and 50% salary. For details on pay rates, appointment terms and hours of work, refer to the GAT Compensation page.
Employee Type ID: GAT
Definition: A Graduate Assistantship (Teaching) is an appointment to assist with the instructional responsibilities of departments. The duties of a Graduate Assistantship (Teaching) may include teaching or instructional service, lecturing assistance, laboratory supervision, being available for office hours, grading assignments, providing tutorial direction, and assisting in the preparation of demonstration and instructional aids.
The GSA Collective Agreement guides the employment relationship for all Graduate Assistants. See Article 5.1 - Categories of Appointment for more information.
Graduate Assistant (Teaching) payments consist of two components:
- scholarship (one-half)
- salary (one-half)
- This split of half scholarship, half salary is coded by payroll and does not need to be input by the hiring administrator
See Schedule A of the GSA Collective Agreement for full details.
Recruitment Requirements:
- Hired via the Assistantship Template in the Template-Based Hire (TBH) form (located in the myUCalgary Portal under My Work)
- Can be hired full time or part time as per article 5.2a and 5.2d of the GSA CA
- No probationary period
Work Schedule: GSA Collective Agreement - Article 5.2
- Appointments correspond with the academic Fall, Winter, Spring, and Summer terms.
- The normal hours of work assigned to a full-time appointment is 12 hours a week during the Fall and Winter terms, may be longer during the Spring and Summer terms, and may vary from week to week.
- Part-time appointments will have the normal hours of work pro-rated.
Benefits Eligibility:
- No entitlement
- Students may be eligible for benefits through the Grad Students Association
Pension Eligibility: No entitlement
Special Leave Entitlements: See the Collective Agreement between the university and the GSA
Vacation: GSA Collective Agreement Article 7.3
- Receives payment in lieu of vacation
Related links
Hiring Tools & Templates
Graduate Assistant Non-Teaching (GANT)
A Graduate Assistant (Non-Teaching) is an appointment made out of funds normally held by the Department Head or equivalent to assist departments and/or academic staff with research responsibilities. The duties, distinct from the graduate student's program of study, may include collecting research data, interviewing research subjects, conducting bibliographic work, performing general research services, and carrying out academic projects.
These roles are operating funded and include 50% scholarship and 50% salary. For information on compensation, appointment duration and working conditions, refer to the GANT Compensation page.
Employee Type ID: GANT
Definition: A Graduate Assistant (Non-Teaching) is an appointment made out of funds normally held by the Department Head or equivalent to assist departments and/or academic staff with research responsibilities. The duties, distinct from the graduate student's program of study, may include collecting research data, interviewing research subjects, conducting bibliographic work, performing general research services, and carrying out academic projects.
The GSA Collective Agreement guides the employment relationship for all Graduate Assistants. See Article 5.1 - Categories of Appointment for more information.
Graduate Assistant (Non-Teaching) payments consist of two components:
- scholarship (one-half)
- salary (one-half)
- This split of half scholarship, half salary is coded by payroll and does not need to be input by the hiring administrator
See Schedule A of the GSA Collective Agreement for full details.
Recruitment Requirements:
- Hired via the Assistantship Template in the Template-Based Hire (TBH) form (located in the myUCalgary Portal under My work)
- Can be hired full time or part time as per article 5.2a and 5.2d of the GSA CA
- No probationary period
Work Schedule: GSA Collective Agreement - Article 5.2
- Appointments closely follow the academic Fall, Winter, Spring, and Summer terms.
- The normal hours of work assigned to a full-time appointment is 12 hours a week during the Fall and Winter terms, may be longer during the Spring and Summer terms, and may vary from week to week.
- Part-time appointments will have the normal hours of work pro-rated.
Benefits Eligibility:
- No entitlement
- Students may be eligible for benefits through the Grad Students Association
Pension Eligibility: No entitlement
Special Leave Entitlements: See the Collective agreement between the university and the GSA
Vacation: GSA Collective Agreement Article 7.3
- Receives payment in lieu of vacation
Related links
Hiring Tools & Templates
Graduate Assistance Hiring
Graduate Assistant Hiring Process
Graduate Assistants (including Teaching, Research, and Non-Teaching assistantships) are hired using the Template-Based Hire (TBH) process to ensure appointments are entered accurately in the HR system and are aligned with funding, eligibility, and collective agreement requirements.
Getting Prepared
Confirm the type of Graduate Assistant role, verify the candidate’s eligibility, identify funding sources, and clarify duties before initiating any hire.
Select the Candidate
Wherever possible, units will match graduate students with Graduate Assistantships according to the students’ preference, skill set, and the units’ needs.
Graduate Students may advise of their appointment preferences and associated qualifications in the manner stipulated by their Department or equivalent unit.
Submit a Template-Based Hire (TBH)
Complete and submit the appropriate Template-Based Hire form in the myUCalgary portal with the candidate’s details, job information, and funding chartfields for approval and processing.
Onboard New Employee
After the TBH is approved and the hire is processed, provide the new Graduate Assistant with system access, role orientation, and any required onboarding support to start work.
Step 1: Getting Prepared
Determine the appropriate Graduate Assistant appointment type (Teaching, Non-Teaching, or Research), confirm funding and budget availability, verify the candidate’s eligibility under the GSA Collective Agreement, and clarify duties, hours, appointment dates, and reporting relationships with the candidate and employment supervisor.
Related links
- GSA Collective Agreement (PDF)
Step 2: Select the Candidate
Ensure you have the required system access, prepare the Graduate Assistant offer letter and Assignment of Assistantship Duties (AoAD) form, and gather all necessary information, including the candidate’s details, assistantship type, appointment dates, duties summary, funding chartfields, and Employment Supervisor position number.
Related links
Graduate Assistant Teaching (GAT)
- GAT Offer Letter (DOCX)
- Hourly GAT Offer Letter (DOCX)
- GAT Assignment of Assistantship Duties Form (PDF)
Note: the Hourly GAT offer does not require an AoAD form.
Graduate Assistant Non-Teaching (GANT)
Graduate Assistant Research (GAR)
Step 3: Submit a Template-Based Hire (TBH)
Initiate and complete the Template-Based Hire form in the myUCalgary portal by navigating to My Work > People Management > Template-Based Hire, selecting the appropriate Graduate Assistant template, entering the required personal, job, and funding information, reviewing the details for accuracy and completeness, and submitting the form for approval.
Hire a Graduate Student for a GAT, GANT or GAR Appointment:
- Initiate a TBH for a Grad Assistant Teaching (GSGAT) or non-teaching (GSGANT) (PDF)
- Initiate a TBH for a graduate student for a Teaching Assistantship (GSGAR) (PDF)
Guidance for Template-Based Hire (TBH) Activities:
- Viewing Template-Based hire Contracts/Summaries (PDF)
- Approve or Deny a Template-based hire (PDF)
- Cancel or Delegate a template-based hire (PDF)
- Find a Template-based hire (PDF)
- Resubmit a Denied Template based hire (PDF)
Related links
- About the Template-Based Hire Process (PDF)
- Grad Job Codes (PDF)
- Hourly Distribution Calculator (XLSX)
Step 4: Onboard the Graduate Assistant
After the hire is processed, complete onboarding activities to support a successful start by confirming system access, email, and required tools, sharing role-specific expectations and timelines, providing any required training or orientation resources, and ensuring the Graduate Assistant knows who to contact for payroll and HR questions.
Related links
Frequently Asked Questions
This FAQ provides quick answers about Student Staff roles.
The Collective Agreement does not preclude a graduate student from holding more than one GSA appointment at the same time (example 2 GAT appointments); however, with 2 GAT appointments, the student could be working an average of 24 hours a week, while still completing their academic program.
The priority for the student should be their academic program, therefore, having multiple concurrent GSA appointments might be challenging while the student is completing their coursework. A discussion between the Employment Supervisors and the student is highly recommended before multiple GSA offers are signed.
Per Article 5.2 (d) of the Collective Agreement:
Graduate students registered on a part-time basis with the Faculty of Graduate Studies shall in no case be eligible for more than one-half or equivalent Graduate Assistantship per term.
With regard to GAR appointments, a part-time graduate student can take on a GAR appointment and work to the maximum hour limit of 450 hours in a 12-month period.
As noted in 5.2 (a) of the Collective Agreement:
Contracts normally expire at the end of the assigned term and normally cannot be carried over into another Academic Term.
Per Article 2.2 of the Collective Agreement:
In the event that a Graduate Student receives a Graduate Assistantship during the final term of their program, the assistantship may continue until the end of the term in which the student has successfully completed the final oral examination or exit requirements.
Note: If the student is international, the student may continue to work based on a valid study permit only until the date they receive written confirmation of program completion. Once they receive official letter of completion, they cannot continue to work unless they apply for a post-graduation work permit (PGWP), if eligible.