Background

Below, we summarize current L&S and university policies on sick leave and specifically on missing teaching duties as they pertain to Math TA’s.  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/. There is a summary of the Leave policies for graduate students with assistantships at https://kb.wisc.edu/ls/24845.

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.

Report all absences

All TAs who are missing teaching responsibilities, regardless of the reason, should report their absence at this form: https://forms.gle/4yvXsT7XNwDUph5H9

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, nor to find their own substitute.

To alert us that you are using sick leave, please fill out this form: https://forms.gle/4yvXsT7XNwDUph5H9 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 Manager 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

When we need a volunteer to cover a discussion section for a sick leave, an email will be sent to all current department TAs.  If you volunteer to cover a sick leave sub request, you may NOT ask the TA missing class to sub back for you or cover your MLC hours.

TAs can choose to sub for a sick leave request during a time when they would have been in lecture, or they can request to reduce their MLC hour requirement by one hour for each class covered.  MLC reduction requests should be sent via email to Cassie Williams.

LSA sick leave coverage needs will be emailed to all current and former LSAs. 

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://forms.gle/4yvXsT7XNwDUph5H9) AND email Bobby Grizzard AND Cassie Williams AND Qin Li. 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) 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; and making up the missed hours.  (For example, a TA/LSA could sub back for their sub, cover some of their sub's MLC hours, etc.)  This includes, for example, a TA/LSA who is traveling to a conference. You can always reach out to Cassie Williams, Qin Li, and Bobby Grizzard if you have questions.

How to find a sub

If you are seeking a sub, 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 Bobby Grizzard, Cassie Williams, and Qin Li and let us know. Even in cases where sick leave is not being used, we sometimes help find subs.

Notes:

1. 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.)

2. LSAs should first try to find a sub from within their own course. If no one is available, reach out to current LSAs for other courses, or past LSAs.  A TA who has never been an instructor should NOT sub for an LSA.

Swapping MLC hours for subbing

Here's how to manage someone else covering your MLC hours in exchange for subbing.  Suppose Person A will cover two hours of Person B's MLC hours.

1. Person B signs up for two hours at the MLC using When2Work at times when Person A wants to do them.

2. When Person A checks in at the MLC for those hours, they tell the front desk that they are covering hours for Person B, and shares their name with the front desk staff.  The MLC staff will note Person A's name, but credit the hours to Person B.

Long term Absences

In cases of longer-term absences (3 or more class days):  please contact your lecturer, Bobby Grizzard, Cassie Williams, and Qin Li.  These are handled on a case-by-case basis.

FAQ

We are hoping to add a Frequently Asked Questions section. If you have a question, please send it to Bobby Grizzard, Cassie Williams, and Qin Li and we will do our best to answer it, either via email or by putting an answer up here.