Administrative Details

Administrative details for course planning are usually settled several months before your class begins.

Some of these details are handled by departmental staff, some by the professor or instructor of record, and still other details are left to the teaching assistants. Following are some details to keep in mind:

Book Orders

Orders for textbooks and special supplies are due several months in advance of the term in which you plan to teach. Bookstore order forms are available from your department staff, but you may now submit your bookstore orders online at the following website:
From the homepage, click on “Faculty” and follow the links to “eDoptions.”

Listed below are book order due dates, but keep in mind that these are subject to change:

Fall Semester-------- April 15th
Spring Semester---October 15th
Summer Semester-- March 15th

In some cases, textbooks for courses taught by graduate teaching assistants will have already been ordered, so check with your departmental graduate coordinator before placing an order. Should you have any questions about your textbook selection, or problems with the eDoption website, please call Ken Kahler at the UGA Bookstore at (706)542-3171.

Library Reserve and eReserve

Books, periodicals, photocopies, lecture notes, sample exams, and other reference material may be placed on reserve at the Main and Science Libraries. Traditional reserve services restrict the loan period to insure that course readings will be available to students, and electronic reserves make readings accessible online. Reserve lists should be submitted at least six weeks prior to the beginning of the term. Lists can be submitted online or printed out from the following website: 

If you have any additional questions about library reserves, please contact the main library either by phone (706)542-3256 or via email at You may reach the Science Library by phone at (706)542-4535 or via email at

Class Schedule and Location

Start planning for your teaching schedule well in advance, as most departmental graduate coordinators will need to assign courses to class periods several months before you begin teaching. If you have time constraints, you may request that your class be offered on days and at times most convenient to you.

This is also the time to be considering the type of classroom you need. Classroom assignments are made on a University-wide basis by the Office of the Vice President for Instruction. Let your departmental staff know if you have certain classroom preferences. Keep in mind the scheduled time for your class, the number of seats you will need, what type of seating arrangement you prefer, and what kinds of media and/or technology you would like. Visit your newly assigned classroom as soon as possible to make sure that it meets your needs, and notify your graduate coordinator immediately if you will need a different room. If you make a room change after the Schedule of Classes has been posted online, post notices with the new class location in conspicuous places at and around the originally scheduled location, starting on the first day of classes until the end of the drop-add period.

Classroom Preparation

The teaching environment can exert a strong influence on both your teaching and student learning. Because the first day of class can be hectic, it is advisable that you begin room preparations well in advance of the beginning of the term. Can you arrange seating to facilitate effective discussion? What
kind of maps, charts, displays, posters, and supplies will you need? Coordinate your needs with other teachers who will be using the classroom. Will you need an overhead projector, a laptop, or other audiovisual equipment? Check with your departmental staff to see if you need to sign up for equipment or check it out from the Center for Teaching and Learning at (706) 542-1582.

Field Trips

Field trips and other course-enrichment activities are encouraged provided they are legitimately related to a scheduled class at the University, are educational in nature, and are conducted in full compliance with applicable University rules and regulations. The University requires that all off campus field trips must be approved by the Department Head and Dean. It is advisable to secure this approval prior to scheduling a field trip and before the drafting of a waiver. Waivers of liability for voluntary field trips are generally upheld by courts in the State of Georgia. Key elements involved with waivers include that the participant enters into the waiver voluntarily and that the participant is well aware of the activities and possible risks involved in the field trip. Therefore, each waiver, although similar in content, must be specifically customized to fit the specific facts of each field trip.

All participants in voluntary field trips in which the University provides transportation should be required to sign a waiver of liability as a condition of participation.

In other situations which may involve potential dangers or when the University provides items such as meals, housing, equipment, etc. the instructor should consult with the Office of Legal Affairs about the advisability of using waiver forms. The Office of Legal Affairs drafts the waivers once the instructor provides the necessary information.

This information includes:

Instructors who need a waiver drafted by the Office of Legal Affairs, or who have any questions regarding waivers of liability, should contact Arthur Leed, Associate Director for Legal Affairs, Lustrat House at (706)-542-0006 or at A request for a waiver should be made at least three (3) weeks in advance of the date of the trip to ensure that the waivers are available in time. After receiving your requested waiver from the Office of Legal Affairs, please have all participants sign an original for you to keep in the instructor’s files and also make the participants a copy of the signed original for their records.

Office Hours

Many departments require that teaching assistants maintain office hours for student consultations; your graduate coordinator can advise you regarding your department’s requirements. Because it is very important for student-teacher rapport that the teacher be present and available to assist students during regular scheduled office hours, office hours should be selected carefully to avoid conflict with your other responsibilities.