Changes in GTF appointments must be documented via an amendment or revised contract signed by the GTF. Such changes include:

• Assignment change (e.g., from teaching to research)
• Modified terms of appointment (e.g., lower FTE, higher annual rate, or extension of appointment)
• Level change (e.g., from GTF II to GTF III when a doctoral student advances to candidacy)
• Resignation or termination of appointment (including students who completely withdraw from the University. See additional comments below.)

When a change does not have a budgetary impact (as in the assignment change above), a revised PRF is not necessary. For all other changes, a revised PRF and an amendment letter or revised appointment contract signed by both the GTF and the department representative must be submitted to the Graduate School.

Amendments should include these basic elements: actual FTE, annual rate, actual salary (budgeted amount), and terms or dates for which the change occurs.

RESIGNATIONS, TERMINATIONS, WITHDRAWALS

Upon learning of a GTF's resignation, the hiring unit should contact the Payroll Office if it is necessary to have a paycheck stopped immediately and the Graduate School to discuss the tuition waiver status (see below).

A PRF indicating the resignation/termination should be completed and submitted to the Graduate School with an accompanying letter of resignation/termination (a hard-copy e-mail is acceptable). After processing, the PRF will be forwarded to the Payroll Office.

To complete the separation PRF correctly, please refer to the GTF Separation guidelines. In the Remarks area, it is helpful if hiring units note the date the separation is effective.

Tuition Waiver

According to the Collective Bargaining Agreement, a GTF who resigns, is terminated, or withdraws from the University will lose his/her tuition and fee waiver unless he/she has worked a minimum of .20 FTE for the term. If he/she is no longer eligible for a tuition waiver, the GTF will be billed for 10, 25, 50, 75, 90 or 100% of the tuition. The amount billed depends on the date of resignation, termination, or withdrawal in accordance with the Tuition/Fee Reduction and Refund Schedule and the decision made by the Graduate School based on any extenuating circumstances. Please contact the Graduate School for assistance.

Complete Withdrawal from the University

Students are both academically and financially responsible for all classes in which they register until they officially withdraw from the University. Consult the current UO class schedule and student handbook for withdrawal procedures and information on the University tuition refund policies. Students who withdraw are no longer able to use University services to which they previously had access.

A GTF who withdraws from the University must complete the following:

1. When a graduate student with a GTF appointment attempts to withdraw completely, he or she must log on and withdraw from classes using DuckWeb. An alert message will appear that reads, “STOP…Our records indicate that your student status does not permit you to continue with this withdrawal process on DuckWeb” and the student will be informed that he or she must contact the Graduate School. Debra Otley, Assistant Dean of Graduate Academic Affairs, is available to meet or speak to the student and, if a complete withdrawal from the graduate program is permitted, the Graduate School will determine whether the GTF will keep the current tuition waiver and which withdrawal period is appropriate for the student, and will complete a withdrawal permission form that will be sent to the Registrar's Office on the student's behalf. If the student is no longer eligible for the GTF tuition waiver, he/she will be subject to regular resident or non-resident graduate tuition rates and appropriate withdrawal fees and penalties will apply as outlined by the Office of the Registrar (see Refund Schedule). Then the student must officially withdraw through the Office of Academic Advising and Student Services (OAASS), 164 Oregon Hall. A GTF who has already left town can withdraw by phone (541-346-3211). The student ID card is retained by the student.
2. The GTF should submit a formal letter of resignation to the hiring unit. This letter should include the effective date of resignation. This will become the stop-date in the accompanying PRF.
3. A student receiving financial aid must have an exit interview with a financial aid counselor.
4. A student who plans to return to UO at any time in the future should file an on-leave form with the Graduate School. However, please keep in mind that on-leave status is only valid for 3 terms provided that the student is in good standing and has not used on-leave previously.