Graduate Assistant Time Off

I wanted to take an opportunity to summarize in writing the guidelines for administering GA leaves as well as provide clarification regarding time off during academic break periods when classes are not in session.

It is very important to note that GA’s are expected to work for their full appointment period.  For example, a Graduate Assistant with an appointment term that includes both the Fall and Spring semesters is expected to work from August 23rd through May 22nd.  There may be circumstances that prevent graduate assistants from performing the duties of their appointment, in which case, there are provisions in the contract that permit GAs to request time off during their contracted appointment period.

Time off or leaves of absence during an appointment period are governed by two separate articles in the Collective Bargaining Agreement between the University and the GEU-UAW.  First, time off during academic break periods (for example, when classes are not in session) is governed by Article 10 (Workload).  Leaves of Absence during all other periods of time during the appointment period is governed by Article 15 (Leaves of Absence).

First, Article 15 of the Collective Bargaining Agreement between the University and the GEU-UAW specifically addresses Leaves of Absence for Graduate Assistants.  Human Resources, in collaboration with the Dean of the Graduate School, the Provost’s Office, and the Office of Faculty and Staff Labor Relations has created a website (http://hr.uconn.edu/ga-leave-administration/) to provide detailed information, guidelines, processes, and forms for administering graduate assistant leaves.  The information available on the website pertains only to issues related to the individual’s appointment as a graduate assistant. Issues relating to the individual’s status as a student and academic progress are governed by the Graduate Catalog and are managed by The Graduate School.

  • Short-Term Absences (3 Days or Less) – As stated in Article 15, Section 1 of the Collective Bargaining Agreement between the University and the GEU-UAW, “Each GA shall be entitled to have up to three (3) day of such leave or leaves paid per semester.”  The Contract further states that “For GAS on a 20 hour per week appointment, each day of paid leave shall be considered equivalent to four hours of work.  For GAs on appointments less than 20 hours per week, the daily hour’s equivalent for purposes of this article shall be pro-rated.”

Key guidelines Regarding Short-Term Absences (3 Days or Less):

  • Graduate Assistants must apply, or request approval, for the three days of leave.  Per Section 2 of Article 15, “It is the responsibility of the GA to contact the appropriate faculty member or other supervisor in advance of the leave unless circumstances make this impossible.”
  • It is within the University’s discretion to deny a specific leave request for good business reasons with the understanding that graduate assistants are entitled to three (3) days of paid leave per semester.
  • Leaves do not carry over semester to semester.  Therefore, if a Graduate Assistant holds an academic year appointment and uses fewer than three (3) days of paid leave during the Fall Semester, only three (3) days of paid leave are available during the Spring Semester.
  • It is the department’s responsibility to track the three (3) days of paid leave entitlements under the contract.  There is no central administration or tracking for this provision of the contract.
  • Non-Parental Extended Leave of Absences (4 or More Days) – As stated in Article 15, Section 2 of the Collective Bargaining Agreement between the University and the GEU-UAW, “A GA may request in writing a personal leave of absence from his or her GA appointment for reasons including, but not limited to, illness or injury, immigration hearings, pregnancy, to care for a newborn or adopted child, or to care for an immediate family member (spouse/registered domestic partner, son, daughter or parent of the GA or parent of the GA’s spouse/registered domestic partner) with a serious health condition or for bereavement with respect to such immediate family members.  It is the responsibility of the GA to contact the appropriate faculty member or other supervisor in advance of the leave unless circumstances make this impossible.  Up to three days of such leave per semester may be taken by the GA as a matter of right.  The University may approve additional paid or unpaid leave for such reasons in its sole discretion.  If the leave is for twenty-one (21) or fewer consecutive days, the GA will retain health insurance and tuition remission benefits.”

Article 15, Section 3 of the Collective Bargaining Agreement between the University and the GEU-UAW states, “Upon written application to the University, a GA may request an extended leave of absence from his or her GA appointment in excess of twenty-one (21) consecutive calendar days, but in no event longer than the remainder of the current semester.  The University may approve such leave in its sole discretion.  If it grants such a leave, the University will determine whether the GA’s stipend, health insurance and tuition remission will be extended for the portion of the approved leave exceeding twenty-one (21) calendar days.”

Key guidelines regarding Non-Parental Extended Leaves of Absence (4 or More Days):

  • Departments are not required to grant leaves to Graduate Assistants beyond three days, however departments may grants such leaves for extenuating circumstances resulting from personal or immediate family (spouse/registered domestic partner, child, parent, or parent-in-law) illness, injury or bereavement when the leaves are expected to result in short-term, temporary absences from the workplace, and the GA can be expected to return and perform all assigned duties fully and competently.  Leaves for personal reasons other than personal or immediate family illness, injury or bereavement are very rare except in exceptional circumstances.
  • If a Department grants a leave of absence beyond three days, the department is not required to pay the Graduate Assistant while on such a leave.
  • Leaves of 22 days or more are at the sole discretion of the University and require approval of the Dean of The Graduate School and will only be considered in rare and extenuating circumstances.
  • Please visit the HR website at http://hr.uconn.edu/ga-leave-administration/ for more information as well as a description of the process and the GA Leave Request Forms.
  • Maternity Leave – Article 15, Section 4 of the Collective Bargaining Agreement between the University and the GEU-UAW states, “Notwithstanding any contrary provision of this article, a graduate assistant who gives birth will be granted a leave period of six (6) weeks following natural childbirth and eight (8) weeks following childbirth by caesarian section.  The GA’s stipend, health insurance support and tuition waiver will be maintained during such leave (but not beyond the end of the GA’s appointment) and during medically necessary leave prior to delivery that is supported by medical certification.”

Key guidelines regarding Maternity Leaves:

  • Non-Birth Parent or Adoption Leave – Article 15, Section 4 of the Collective Bargaining Agreement between the University and the GEU-UAW states, “A GA who is the non-birth parent of a newborn or adopted child will be granted a leave of (21) consecutive calendar days to care for the child. The GA’s stipend, health insurance support and tuition waiver will be maintained during such leave (but not beyond the end of the GA appointment).”

Key guidelines regarding Non-Birth Parent or Adoption Leave:

 

Second, Article 10, Section 3 of the Collective Bargaining Agreement between the University the GEU-UAW states, “A GA may request to take time off during academic break periods when classes are not in session. RAs, with the consent of their supervisor, may schedule such time off when classes are in session, subject to the work needs determined by their supervisor.  Such requests that are consistent with the deadlines and responsibilities of the GA’s work shall not be unreasonably denied.  A GA aggrieved by such a denial may appeal to the Dean of the Graduate School, who shall respond with a decision with five (5) business days.  This section is not intended and shall not be interpreted to reduce the time off practices that existed prior to the effective date of this Agreement.”

Key guidelines regarding Article 10, Section 3:

  • Departments can expect GAs to work during the entirety of the contracted appointment period.
  • The collective bargaining agreement permits, but does not guarantee, that GAs may be allowed to take time off during academic break periods when classes are not in session with approval of their supervisor (approval shall not be unreasonably denied).
  • GAs with teaching assignments that predominantly take place during the semester while classes are in session may be assigned different duties during break periods, such as preparing for subsequent teaching assignments, assistant faculty with course preparation, supporting other instructional or educational needs, or even providing research support.  It is important that such duties be identified to the GA up front when they are appointed and begin their appointment as required by the contract.
  • A common justification for allowing time off during academic breaks is that TAs may have temporarily worked more than 20 hours per week during the semester at peak periods, such as when grading loads are high.  This means that TAs should work less than 20 hours per week once the semester is concluded to reach the expected average of 20 hours per week for the appointment’s duration.  For departments that have typically handled GA appointments in this manner, the contract requires this practice to continue.  Departments can determine the scheduling and responsibilities of new, incoming GAs that could include work over the break period (still during the GA’s appointment), as long as the duties are identified up front, made known in writing to the GA before they accept the position, and do not exceed an average of twenty hours per week during the term of the GA’s appointment.

I do hope that you find this information and clarification helpful.  If you have any questions please do not hesitate to contact me at 6-0421.

Best,
Renee Boggis, Associate Director
Department of Human Resources
University of Connecticut
(860) 486-0421
renee.boggis@uconn.edu