Revise or Terminate Assistantship Contracts

1. Log in to MyUNM

Log in to MyUNM by visting http://my.unm.edu/home. On this page, click the "Login" button on the upper right portion of the screen.

2. Login using your NetID

Login using your NetID (email) and password through UNM's single sign on.

Select the "Employee Life" tab and click "Enter LoboWeb.

3. Go to the UNM Graduate Student Assistantship Contracts link.

Verify you are in the "Employee" tab, and then select "UNM Graduate Student Assistantship Contracts."

4. Click "View, Delete, Revise or Terminate Graduate Student Assistantship Contract"

5. Enter the desired search criteria

You can view by Banner ID, view by a specific contract number, view by last name, view a list of contracts submitted between specified dates, or view all contracts prepared by a specific originator. Click on the contract ID number for the contract you want to revise or terminate.

6. Inserting a revision

On the Assistantship Type tab of the applicable contract, click the "Revise Contract" button.

You will be asked to confirm that you want to insert a revision for the contract. To confirm, click "CREATE REVISION;" otherwise, click "GO BACK."

7. Note tabs.

You will notice that there are now two accounting tabs, "Previous Accounting" and "Revised Accounting."

A: Revised Accounting tab is where you will submit revised contract information.

B: Previous Accounting tab has the version prior to the latest revisions. This information is provided for reference; you cannot enter changes on this tab.

8: Note revision numbers.

Tabs also contain revision numbers. When a revision is made, the number goes up by 1.

Use the Previous Accounting tab to refer to the original documentation.

When tracking the status of the revised contract, you will refer to the revised contract number (e.g. 202-01, 202-02, 202-03, etc).

9: Make revisions

You can now enter, save and submit any needed revisions on the Revised Accounting tab.

Note: be sure to save any information entered on the Revised Accounting tab before returning to the Previous Accounting tab, otherwise the information you entered will be lost. Do not open a second browser window to compare contract data!

Refer to "Examples of Common Revisions" below for more information on how to process common revisions.

General Tips for Assistantship Contract Revisions

1. Do not create a new contract if a revision to a currently existing contract will suffice. Job extensions (i.e. extending the dates of an assistantship assignment with the same job title) should be processed by revising the existing contract. Modifications to a current contract (e.g. changing appointment percent, salary, tuition, etc. within the existing contract dates) must also be processed by revision. A new contract, with a different contract number, should only be created for a) a new hire in your department; b) hiring a student under a new job title that has not previously been used (e.g. changing from GA to RA); or c) adding an additional appointment (e.g. two TA contracts concurrently active).

2. Whenever you insert a revision, the "Begin Date" and "End Date" fields on the "Revised Accounting" tab are automatically cleared. Make sure you enter the appropriate dates for the revision (see examples below for guidance on what dates to use for different types of common revisions).

3. You cannot enter a "Begin Date" or an "End Date" on the "Revised Accounting" tab that is earlier than today's date. Retroactive changes are not permitted! Select a future start date for the revision, allowing time for processing according to published deadlines: https://oap.unm.edu/deadlines/index.html.

4. You will need to review the tuition section for every revision. If you are making a revision during the current term and don't intend any changes to tuition, make sure to re-enter information as needed to make it match the previous information. Otherwise, enter any appropriate changes. Note that any changes to or removal of tuition you enter on the Revised Accounting tab will overwrite previous tuition information within the applicable semester dates.

5. For any revision, always provide a detailed explanation of the nature and rationale of the change in the "justification" field near the bottom of the "Revised Accounting" tab. This information is necessary for OAP review.

6. Always remember that after saving information on the "Revised Accounting" tab, you MUST click the "Submit for Approvals" button in order to submit the change for processing.

Examples of Common Revisions

A. Change in Appointment Percent

B. Salary Change

C. Job Extension or Rehire

D. Tuition Change and/or Tuition Index Change

E. Additional Job

F. Salary index change only

G. Changing Department Approver

A. Change in Appointment Percent

1. Enter the "Begin Date" and "End Date." ("Begin Date" should reflect the date the appointment percent change is effective, but cannot be earlier than today's date. Revisions must be submitted in advance according to published deadlines; see deadlines on OAP website, https://oap.unm.edu/deadlines/index.htm. "End Date" should reflect the end date of the contract and cannot be earlier than the "Start Date.")

2. Modify the "Rate," "Appointment %", and "Override 20 hrs/week maximum" fields as needed. If the appointment percent change is the result of a change in duties, you should also revise the "Duties" field as needed. (Note: a change in appointment percent should be accompanied by a proportionate change in salary. You will need to modify the "Rate" field with the appropriate salary.)

1. Enter the "Begin Date" and "End Date." ("Begin Date" should reflect the date the appointment percent change is effective, but cannot be earlier than today's date. Revisions must be submitted in advance according to published deadlines; see deadlines on OAP website, https://oap.unm.edu/deadlines/index.htm. "End Date" should reflect the end date of the contract and cannot be earlier than the "Start Date.")

2. Modify the "Rate," "Appointment %", and "Override 20 hrs/week maximum" fields as needed. If the appointment percent change is the result of a change in duties, you should also revise the "Duties" field as needed. (Note: a change in appointment percent should be accompanied by a proportionate change in salary. You will need to modify the "Rate" field with the appropriate salary.)

3. Check the Tuition section of the contract for accuracy. Re-enter the appropriate field(s) and make any other needed changes.

Note: any changes to tuition information will overwrite previous information.

4. Remove any justification comments from previous revisions and enter the reason for the appointment percent change in the "Justification" field. An appointment percent change cannot be considered without appropriate justification.

5. When changes have been made, click the "Save Changes" button.

6. Click the "Submit for Approvals" button.