TA/LSA Absences, substitutes, and sick leave

Background

Below, we summarize current L&S and university policies on sick leave and specifically on missing teaching duties as they pertain to Math TAs and LSAs.  Note that the most up-to-date version of all Graduate Assistantship policies are in the Graduate Assistantship Polices and Procedures (GAPP) document: https://hr.wisc.edu/policies/gapp/. L&S has a summary of the Leave policies for graduate students with assistantships here: L&S Student Assistant Leave.

It is Math Department policy that TAs/LSAs are not allowed to make the decision to cancel their class if they will be absent, though in rare cases the TA Support Team may decide to cancel a class if another plan cannot be made.

People

This policy is maintained by the Math TA Supervisory Team:

• Faculty TA Supervisor (Joe Miller)
• Associate Director of TA Operations (Janine Janoski)
• Associate Director of Instructional and Professional Development (Cassie Williams)

You can email Math TA Support with questions about this policy at any time. (mathtasupport@math.wisc.edu)

Report all absences

All TAs and LSAs who are missing teaching responsibilities, regardless of the reason, should report their absence at this form:

https://go.wisc.edu/mathtaabsence

This form allows you to report that you are taking sick leave.  For other types of leave (e.g., personal travel, conference attendance, etc), the form creates a record of who is subbing for you.

Taking sick leave

TAs and LSAs who are missing their teaching responsibilities (leading live class meetings) for reasons covered by the sick leave policy (see GAPP) can use their sick leave hours. If they use sick leave hours, the TA/LSA is not required to make up the time, find their own substitute, or "pay back" the sub.

To alert us that you are using sick leave, please fill out this form: https://go.wisc.edu/mathtaabsence and choose "Yes" in the question about using sick leave. It is helpful for you to do this as soon as you know you will be unable to attend your class, to give us as much time as possible to find a sub.  The TA Support Team or Department Administrative Assistant will email you when a sub is found or plan is made regarding your class so that you are aware of what happened in your absence.

If you are sick, you are allowed to find your own sub in order to retain your sick leave for future use, but you are under no obligation to do so.

Covering sick leave

Requests to cover a sick leave request for a discussion or lecture will be sent to all current Learning Support TAs. (Note that this is a specific TA appointment, and not all TAs will receive these requests.) Any Learning Support TA who agrees to sub for a sick leave request will accrue hours towards their appointment totals based on the current handbook. Subs for LSAs must have LSA experience.

Emergencies

If you find that you are unable to teach at the last minute (within 4 hours of your first class), please fill out the form (https://go.wisc.edu/mathtaabsence) AND email mathtasupport@math.wisc.edu. If we cannot find a sub in time and must cancel your class, we will do our best to communicate the situation with your students and lecturer in a timely way.

Other leave

TAs and LSAs who will miss their teaching responsibilities (leading live class meetings or proctoring) either for reasons not covered by the sick leave policy (see GAPP) or who have chosen not to take sick leave are responsible for:

• notifying their lecturer/supervisor/coordinator about their absence(s);
• finding all sub(s) and reporting them via the form;
• sharing all needed information and materials with the sub(s);
• and arranging a repayment if needed. (Most commonly, a TA/LSA could sub back for their sub. If repayment involves any other job duty, please discuss your plan with TA Support first to verify your plan does not violate FERPA or other applicable laws.) The TA Support Team does not help manage this step.

This includes, for example, a TA/LSA who is traveling to a conference or missing class to attend an unusually-timed seminar, etc. You can always reach out to TA Support and the TA Supervisor if you have questions. (mathtasupport@math.wisc.edu)

How to find a sub

If you are seeking a sub for a live class meeting, we encourage you to take the following steps (in order).

1. Reach out directly to the other TAs teaching for your particular lecturer, as this will be the least disruptive for the students.
2. Reach out to TAs teaching other sections of the same course.
3. Email all current TAs using math_dept_ta@g-groups.wisc.edu.  (If you are a graduate student in the math department, you could also email graduate@math.wisc.edu.)

If you still are unable to find a find a sub at this point, then you can reach out to mathtasupport@math.wisc.edu and let us know. Even in cases where sick leave is not being used, we sometimes help find subs. 

Notes:

All subs must be current math department employees. (Someone who was an LTTA in a past semester but is not currently working for our department may not sub or cover MLC hours. However, someone employed as an RA in the math department may sub.)

LSAs should first try to find a sub from within their own course. If no one is available, you can contact all current and past LSAs at math-lsas@g-groups.wisc.edu. A TA who has never been an instructor should NOT sub for an LSA's class.

Long term Absences

In cases of longer-term absences (more than 2 class days): please contact your lecturer, TA Support, and the TA Supervisor.  These are handled on a case-by-case basis.

Absences from Exam Proctoring

Proctoring all exams, including the final exam, is a required component of all TA/LSA jobs. 

If you will miss a midterm for a planned conflict (like conference travel or an event in Madison), inform your lecturer/coordinator at least two weeks in advance (and as soon as you know). Your instructor will determine, based on room assignments, whether you need to provide a substitute proctor for the exam and who is a reasonable substitute. If you need to provide a substitute proctor, you can ask any math department employee, or email math_dept_ta@g-groups.wisc.edu to find for a sub.

Sometimes when your absence is known in advance, the proctoring can be arranged so that the person missing an exam proctors a makeup exam instead, or proctors "double" (i.e., both the regular exam and a makeup exam) on a different week to make up the hours. (The TA Support Team can help instructors with proctoring arrangements if things are complicated.)

The math department does not expect anyone to proctor when they are sick. If you are unable to proctor any exam for a reason that could be covered by sick leave (check GAPP), inform your lecturer/coordinator immediately and cc mathtasupport@math.wisc.edu. You do NOT need to provide a replacement proctor, proctor a makeup, or proctor "extra" if you take sick leave hours.

Planned absences for the final exam would be very unusual and require prior approval by the TA Supervisor. You are expected to proctor the final exam. Do not make travel plans before the date your lecturer/coordinator has told you without prior approval.

Absences from other job duties

Lecture (Discussion TAs):

If you will miss lecture, you need to alert your lecturer by email in advance. TAs do not need to arrange a sub for their presence in lecture. TAs should not miss a large number of lecture meetings. If there is a barrier to your attendance in lecture, it should be discussed with your lecturer and the TA Supervisors as soon as practical.

Instructor group meetings:

If you will miss an instructor group meeting, you need to alert your lecturer or coordinator by email in advance. Meeting attendance is part of the required job duties for all TAs and LSAs; while occasional absences are reasonable, if there is a barrier to your attendance in lecture, it should be discussed with your lecturer or coordinator and the TA Supervisors as soon as practical.

Office hours:

A TA or LSA can cancel up to two hours of office hours per semester, typically for travel or illness. If you need to miss more than two hours of office hours, you should instead hold them virtually or reschedule them to a different day or time. For example, you could reschedule a missed office hour to a different time the week before an exam. If you need to change an office hour, make sure to post that information publicly for all students in the course, usually by adding a comment to the Office Hours spreadsheet in Canvas.

Questions

If you have a question, please send it to mathtasupport@math.wisc.edu and we will find the answer!