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L&S Student Assistant Leave

This L&S KB provides important information about Leave for Student Assistants (also called “Graduate Assistants”). 

New student assistant policies and procedures were established in 2019 in GAPP-Graduate Assistant Policies and Procedures ( Summary information and a tracking spreadsheet is provided here to assist with understanding, providing, tracking and documenting leave. If you have questions, please contact HR Manager Laura Fisk.

Leave Summary

Paid Sick Leave

  • TA, PA, and RA are eligible
  • Eligible employees are credited with paid sick leave
  • Not prorated for FTE
  • Based on length of appointment
    • Full Fall or Spring Semester appointment = 48 hours
    • Full Academic year appointment = 96 hours
    • Summer Term and all other appointment lengths = 8 hours for each 30 days (or portion thereof)
  • Usage: PA = 15-minute increments, RA/TA = 1-hour increments
  • Carryover is allowed from appointment to appointment within the same department and the same title, from one academic year to the next, or within the same academic year as long as the break between appointments is less than 2 weeks 
    • Combination of carryover sick leave and new sick leave cannot exceed 96 hours
  • Unused sick leave is not paid out

Paid Vacation Leave

  • A-basis PA and RA are eligible
  • Eligible employees earn paid vacation
  • 180 hours per fiscal year, if 100% FTE
    • Prorated for FTE
    • Prorated for length of appointment
    • Example: 50% A-basis PA 9/1/2021- 8/31/2022 will receive 90 hours of vacation
  • Usage: PA = 15-minute increments, RA = 1-hour increments
  • No vacation carryover is allowed
  • Unused leave is not paid out

Using & Counting Leave

  • Count a day's absence based on assigned FTE of the appointment, not on actual schedule for that given day
  • Example: for an employee with a 50% FTE appointment who is absent on a given day, count 4 hours of leave used for that day
    • 50% x 40 hours per week = 20 hours per week
    • 20 hours per week / 5 days = 4 hours per day

Tracking Leave

  • Departments can use any tracking method, but leave must be tracked manually
    • Sample TrackingReport.xlsx
    • Currently there is no way to enter or track leave in timekeeping systems or HRS as with other appointment types
    • A non-exempt student assistant who tracks hours on a timesheet (for example a non-exempt Project Assistant) submits their regular hours on their timesheet during the week approved for leave

TA Sick Leave Coverage

  • TA 'swap' programs are preferred and best practice. However, if there is a need to pay a TA for covering another TA, approval is needed from Laura Fisk in advance
    • If not using a 'swap' program, ensure that the individual providing coverage can actually take on the additional work while still complying with appointment maximum limitations. For example, foreign national students who already have a 50% appointment (including student help) are not able to do any additional work and/or receive any additional payments during weeks in which classes are in session

Leave Without Pay

  • If it is possible a student assistant will need to go on Leave Without Pay, notify Laura Fisk immediately as it could affect benefits as well as tuition remission

See Also:

Keywords:Student Assistant, SA, Leave, Sick Leave, Vacation, Paid Leave, Sick Leave Coverage, Leave without pay, TA, PA, RA ls   Doc ID:24845
Owner:Cassandra K.Group:L&S Administrative Gateway
Created:2012-06-26 10:00 CDTUpdated:2021-06-23 12:24 CDT
Sites:L&S Administrative Gateway
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