Graduate assistant leave and time off

Graduate assistants (GAs) are not formally provided with paid sick or vacation time. A discussion should be held between the student and the department to determine the best course of action if a student is unable to complete their job duties for a period of time. Graduate assistants are not included in university employee benefits or retirement plans.

Key details regarding University of Nevada, Reno graduate assistant leave include:

Time off policy: GAs must work 20 hours per week, though they do not work on University holidays.
Making up hours: Time taken off for illness, vacation or emergencies must be made up in coordination with the hiring department.
Exceptions: Leave rules for research assistants may be dictated by the funding source.

For current guidance, consult the Graduate Assistant Handbook.

Graduate Assistant Parental Leave Program

This program is outlined in the University Administrative Manual (UAM) section 2,909: Graduate Assistant Parental Leave Program.

Eligibility

Generally, graduate assistants must be appointed for at least one semester before the beginning of parental leave.

This policy assumes that a graduate assistant is being hired for at least 10 months of the academic year (August 1 through May 31), consistent with Title 4 Chapter 5 Section 2(5) of the Nevada System of Higher Education Handbook. If a graduate assistant has only received a contract for the Fall semester, departments are required to hire the graduate assistant for the Spring semester as well. The exception is when it is clearly communicated to the graduate assistant prior to the Fall appointment that the Fall appointment would be for only a single semester, and the graduate assistant cannot have a reasonable expectation to be reappointed for Spring.

If requesting summer leave, a graduate assistant must have been hired for the previous Spring term and have a summer graduate assistant contract in place.

Graduate assistants who resign or whose appointment was terminated because they did not meet work standards (see UAM 2,905) are not eligible for graduate assistant parental leave under this policy during the semester immediately following their termination. Under UAM 2,905 all requests for termination are being reviewed by the Dean of the Graduate School.

Graduate assistants applying for the graduate assistant parental leave program must be in good academic standing and continue to be enrolled in classes during the leave period to meet the continuous enrollment policy.

Important points to consider:

Graduate assistant parental leave does not constitute a break in continuous enrollment. All graduate assistants must maintain 6 graduate-level credits each semester in which they are a graduate assistant, including when on approved graduate assistant parental leave.
If a graduate assistant chooses unpaid leave via an approved leave of absence or medical leave, this graduate assistant parental leave policy does not apply.
If a graduate assistant is supported by a research assistantship funded by external sources, such as grant funding, the rules of the granting agency govern any leave for graduate assistants. If the granting agency defers to university policy regarding paid parental leave, the leave will be paid by the grant. If the granting agency requires suspension of payment during the parental leave period, the graduate assistant is eligible for substitute payment from this program.

The University does not tolerate any discrimination against employees who are pregnant or new parents. We follow all federal and state laws prohibiting such discrimination (see also UAM 1,900).

Request process

The Graduate Assistant Parental Leave Request must be submitted eight weeks before the anticipated leave, or two weeks before the start of the semester, whichever is earlier. This applies unless it is not feasible despite the graduate assistant’s diligent, good-faith efforts to abide by this timeline.

Graduate assistants will be provided with guaranteed parental leave with pay for up to six weeks during a graduate assistant contract period, retaining their full stipends and benefits during the leave.

At the graduate assistant’s discretion, the leave can be extended for a second period of up to six weeks, during which the graduate assistant does not receive their full stipend. The graduate assistant should notify the supervisor of their intent to begin an unpaid leave at least two weeks prior to the end of the paid-leave period.

If both parents are graduate assistants at the University, the maximum of twelve weeks leave may be divided between them, as per their request, such that the total time of paid leave does not exceed six (6) weeks and the total time of unpaid leave does not exceed six (6) weeks. If the two parents are employed by different departments, each parent must apply for their graduate assistant parental leave in their department of employment. Health and disability insurance benefits for residents and their eligible dependents during any approved medical, parental, or caregiver leave(s) of absence shall continue with the same terms and conditions as if the resident/fellow were not on leave.

Steps in the request process:

Discuss leave and work arrangements
The GA and supervisor meet to discuss the requested time off, including the anticipated duration of the leave.
Submit the Graduate Assistant Parental Leave Application online
The GA completes the leave application online and routed in DocuSign. The application must be signed by the GA, the direct supervisor, and the Department Chair. Once all required signatures are obtained, the application is routed to Human Resources (HR) for acknowledgement of receipt.
Submit the Graduate Assistant Medical Certification Form to Human Resources
The GA must have the medical certification form completed by the treating physician. The completed medical certification must be submitted directly to HR. Medical documentation should not be shared with the supervisor or department.
Human Resources review and approval notification
HR reviews the leave request and supporting documentation. Upon determination, HR will issue a written approval or denial to the GA and copy the supervisor and Department Chair. All medical documentation will be maintained by HR in a confidential file in accordance with applicable privacy requirements.