L&S Student Assistant Leave

Employee Eligibility

• Project Assistants (PA) and Research Assistants (RA) on a 12 month compensation basis (Annual/A Basis)

Accrual

• Earned at a full-time rate of 180 hours per fiscal year
• Prorated based on appointment FTE and length of appointment 
• Can earn leave in concurrent PA or RA appointment per fiscal year.

Usage

• PA: enter in 15 minute increments
• RA: enter in 1-hour increments
• Must be used during the active appointment period.
• No carryover or payout of unused vacation.
• Pre-approval required by supervisor.

Example Calculation & Scenarios

• Scenario: PA appointment of 50% for one full year earns 90 hours of vacation.
• Scenario: RA appointment of 50%. The RA is taking one day off.
  • 50% is equivalent 20 standard hours a week
  • 20 hours / 5 days = 4 hours a day
  • Full day of leave = 4 hours
• Scenario: Person has 33.4% PA appointment and a concurrent 10% RA appointment. Each appointment is for a full year during the same dates.
  • PA: 180 x .334 = 60.12 hours of vacation leave
  • RA: 180 x .10 = 18 hours of vacation leave 60.12 + 18 = 78.12 hours of vacation leave between both appointments
• Scenario: Person has a 33.4% PA appointment for 2 months.
  • 180 x (2/12) X .334 = 10.02 hours of vacation leave

Employee Eligibility

• Teaching Assistants (TA), Project Assistants (PA) and Research Assistants (RA)

Accrual

• Maximum credit is based on length of appointment(s) period.
  • One semester = 48 hours
  • Full academic year = 96 hours
  • Summer = 24 hours
  • Other short term appointments = 8 hours per 30 days period
    • 30 days does not need to be consecutive
• Note: Maximum applies to eligible concurrent appointments. Accrual is based on duration of all eligible appointments, not per appointment.

Usage

• PA: enter in 15 minute increments
• RA: enter in 1-hour increments
• Must be used during the active appointment period. No payout of unused sick time.
• Carryover allowed if:
  • Appointment will be in same department and title.
  • Break between appointments is less than 2 weeks
• Pre-approval required by supervisor.

Example Calculation & Scenarios

• Scenario: PA is working over the summer for 27 days
  • Earns 8 hours of sick time
• Scenario: Person has 33.4% TA in one department and a 15% PA in another department during same semester.
  • Earns 48 hours
  • Both departments need to coordinate how much sick leave is used in each appointment.

Sick Leave for Family Care

TA Sick Leave Coverage

The Paid Parental Leave policy provides eligible employees with a maximum of up to 6 (six) weeks of paid time off every 12 months when they experience a qualifying event covered by this policy.

Employees may take up to 6 (six) weeks of Paid Parental Leave following a birth or adoptive event to allow for time to bond with their new child, adjust to their new family situation, and balance personal obligations that result from a birth or adoptive event. When an employee experiences multiple events that would qualify for Paid Parental Leave in the same 12-month period, the eligible employee will only be entitled to a total of 6 (six) weeks of Paid Parental Leave.

Full-time employees working 40 hours per week are eligible for the full 240 hours. Part-time employees receive a prorated amount based on their scheduled hours. For example, an employee working 20 hours per week (50% FTE) would receive 120 hours of paid leave.

Paid Parental Leave can be taken all at once or in separate blocks. It must be used within one year of the child’s birth or adoption, and the employee must remain in a qualifying position at the university during that time.

Employees should discuss their leave plans with their department.

More information is available on the Paid Parental Leave Policy webpage

For any inquiries on Paid Parental Leave contact, Brenda Powles, HR Manager and DDR for the Student+ team, brenda.powles@wisc.edu

For any inquiries on leave without pay or leave from an academic program contact, Brenda Powles, HR Manager and DDR for the Student+ team, brenda.powles@wisc.edu

Leave without pay must be consulted with the DDR to review potential impacts to health insurance and tuition remission.

Additional leave options include:

• Paid Parental Leave
• Parental Leaves without Pay
• Family Medical Leave
• Return to Work
• Funeral Leave
• Jury Duty
• Appearance as a Witness in Legal Action
• State Legal Holidays
• Religious Observances

Refer to the Graduate Assistant Policies and Procedures (GAPP) (UW-5082) for details.