Graduate teaching assistantships (GTAs) and proctoring

Priority for Pharmacy GTA positions is given to eligible graduate students who have remaining guaranteed appointments as part of their minimum funding package, as specified in their offer of admission (new students) or revised notice of funding (current students).  

To be considered for a Pharmacy GTA position, students must meet the eligibility requirements outlined in the job posting, including any educational, qualification, and course specific criteria.

Students should keep in mind that all appointments will be made according to the CUPE priority order:

1. Full-time graduate students with a Specified Guaranteed Appointment for a specific term or academic year, within the faculty/department/school offering the appointment
2. Full-time graduate students with an Unspecified Guaranteed Appointment, within the same unit
3. Full-time graduate students within the unit who require an appointment to meet their Employment Income commitment
4. Graduate students (including part-time) within the unit, including students beyond program time limits
5. Graduate students (including part-time) more broadly, including students beyond program time limits

Graduate student unionization: Understanding the basics | Current Graduate Students | University of…

Each GTA and proctor position constitutes an employment contract between the school and the graduate student who has accepted the offer. 

GTAs are expected to conduct themselves with the same professionalism and integrity, fulfilling all responsibilities outlined in the job posting and detailed on the Assignment of Duties.

Additionally, GTAs are required to:

• Meet with the course instructor before the beginning of the term, to discuss expectations and scheduling of duties throughout the term.
• Prepare adequately for their assigned duties.
• Familiarize themselves with the regulations governing assignments, tests, and final exams.
• Seek prior approval from the course instructor for any unavoidable absences at least one week in advance, and arrange to make up for any missed work.
• Proctor midterm and final exams
• Manage their time effectively and inform the instructor as early as possible if their tasks are exceeding the expected time commitment listed in the Assignment of Duties form.
• Address any concerns directly with the supervisor (i.e., the course instructor); if unresolved, escalate to the Administrative Coordinator or Graduate Officer as appropriate.

Proctor responsibilities

Proctoring exams is a required part of GTA duties. Sometimes a course requires more proctors than they have GTAs.  In such cases, additional proctors are hired to support midterm and final exams. 

All proctors must adhere to the following expectations:

• Fulfill proctor duties per university regulations and as outlined by the course instructor
• Arrive at least 15 minutes prior to all scheduled exams (e.g., for an exam that begins at 1pm, proctors must arrive by12:45pm). 
  • Late arrivals will be paid starting from their arrival time.
  • No-shows will not be compensated and may be excluded from future proctor opportunities.
• If unable to attend a scheduled exam, GTAs/proctors must attempt to arrange a substitute by swapping with other GTAs/proctors and notify both the Graduate Coordinator and the course instructor.

In the case of last-minute emergencies, students must email the course/lab coordinator and the Graduate Coordinator immediately, explaining their unavoidable absence.  

All University of Waterloo employees must complete mandatory training, including:

• Employee Safety Orientation (SO1001)
• WHMIS (SO2017) 
• Workplace Violence & Harassment Awareness (SO1081)
  • University of Waterloo employees who are managing people in some degree of crisis (e.g., anxious students, upset customers, people having a tough day) should consider completing Verbal De-escalation (SO1181).

• AODA Accessibility training
• Cyber Awareness training
  • Cyber Awareness Essentials
  • Cyber Awareness for Knowledge workers

The GTA application process is now part of the CUPE collective agreement. For more information, see Graduate student unionization: Understanding the basics | Current Graduate Students | University of Waterloo

Students are not restricted to claiming their guaranteed GTAs from Pharmacy and are encouraged to apply broadly to units that offer GTAs for which they may be eligible. Application deadlines may differ across departments and faculties. 

In accordance with the general regulations for full-time graduate students, Pharmacy students are normally allocated a maximum of 120 GTA hours (1.0 TA units) in any one term. Any student wishing to work more (up to 20 hours per week) must seek permission.  

Eligible pharmacy students receive a GTA salary based on completion of 1.5 GTA units (1 unit = 120 hours) at the hourly GTA pay rate, subject to deductions as required by law, as part of their minimum funding package as noted on the offer of admission.

Any graduate student who receives funding is paid according to the pay dates schedule set by human resources.

• GTA positions are temporary appointments and paid in equal installments at the end of each month worked.
• Proctor positions are casual appointments. Students are responsible for entering their own hours in Workday upon completion of the shift. Proctoring for exams that occur after the payment cut off date will be processed in the following cycle.

New students are responsible for entering their direct deposit information in Quest. Doing so will ensure you receive any refunds faster.  For details, see the Refunds information on the Student Financial Services website. 

Once hired (as a GTA, GRA, or proctor) you will also need to add your direct deposit information in Workday. For additional information about Workday, see information specific to graduate students on the Human Resources website.

Returning students who have submitted their information previously are responsible for ensuring their tax credit, direct deposit, and mailing address information is kept up to date (in Workday and in Quest).

​International students will need to obtain a Social Insurance Number (SIN) and should contact an immigration consultant for support.

Under the collective agreement, GTAs may request one performance evaluation per appointment to obtain constructive feedback. 

Supervisors or other academic employees responsible for teaching evaluation must provide the employee with at least two weeks' notice prior to any formal performance evaluation. Graduate student employees have the right to union representation in any disciplinary meetings.

Informal coaching and constructive formative feedback is permitted and encouraged but must be clearly distinguished from discipline. 

Employees must be notified when any formal discipline or performance evaluation is added to their employee file; employees are entitled to request or receive copies of any documents contained in their employee file.