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Graduate Assistant Policies

A complete policy explanation follows each of the bulleted topics listed here.

• Assignment and Reassignment of Duties
• Performance in a Graduate Assistantship
• Termination
• Just Cause for Termination
• Notice of Nonreappointment
• Graduation
• Nonnative English Speaking Teaching Assistants
• Medica School Students
• Time Off and Lleaves
• Breaks
• Vacation
• Informal Sick Leave
• Parental Lleave
• Family and Medical Leave Act (FMLA)
• University Holidays
• Official University Closure
• Military Duty
• Jury Duty
• Work Hours
• Work Limitations
• Grievances
• Other Federal, State, and University Regulations
• Unemployment Compensation
• Workers Compensation
• Travel Insurance
• Americans with Disabilities Act
• Equal Opportunity and Affirmative Action Statement

Assignment and Reassignment of Duties

Graduate assistants may be assigned or reassigned to any teaching or other duties that are appropriate for a class title as the needs of the department dictate.

Departments are expected to provide a minimum notice of four weeks for particular teaching assignments and two weeks for other duties, with the opportunity for assistants to express preferences for assignments in advance of these notice dates whenever possible. It is expected that the same notices of courtesy that are extended to faculty in determination of teaching assignments and responsibilities will apply to teaching assistants.

Performance in a Graduate Assistantship

The Office of Human Resources, Graduate Assistant Employment, with the assistance of the Office of the General Counsel has prepared the following guidelines for notifying graduate assistants of substandard performance which may lead to termination of an appointment.

• It is advisable to provide all graduate students in an assistantship with an appointment letter specifying the date(s) of appointment, performance expectations, registration requirements, etc.
• Graduate assistants may not be summarily terminated from their assistantships except in the case of non-registration. Substandard performance must be well documented and files relating to the substandard performance must be kept in the departmental office.
• The faculty member or academic administrator responsible for supervising the graduate assistant should have substantive evidence that the performance is deficient.
• The faculty member or academic administrator should meet with the individual to discuss the perceived deficiencies. At that time the graduate assistant should be provided with specific objectives which will help the individual meet the performance level expected in the position. The graduate assistant should be informed of the needed improvements to be made within a particular period of time. There is no set time limitation in the case of substandard performance; however, a two-to-three week conditional period is suggested as an appropriate period of time for an individual to improve performance. The graduate assistant should also be informed that failure to improve performance level might result in termination of the appointment.
• After this meeting, the faculty member or academic administrator should provide the graduate assistant with a written account of the meeting. The follow-up correspondence should include the date, time, and place of the meeting, the deficiencies as stated in the meeting and the student's response. During the conditional period for improvement, the faculty member or administrator should be available for advice and guidance to help the graduate assistant raise his or her level of performance to the acceptable standard.
• If the faculty member or academic administrator concludes that the graduate assistant did not meet the objectives for improving performance, the individual may be terminated. Notice of termination must be sent to the graduate assistant in writing.
• In cases of gross error of judgment, violation of University of Minnesota policies including falsification in the application process, and/or criminal behavior, the faculty member or academic administrator may terminate the graduate assistant immediately, providing the graduate assistant first has been given an opportunity to respond to the charges.

Termination

A department may not terminate prior to the end of a current appointment for any reason other than non-registration, just cause, or in accordance with non-reappointment terms of an Annual Conditional appointment.

Just Cause for Termination

An appointment may be terminated prior to the end date of a current appointment for just cause which includes but is not limited to issues of substandard performance, theft, involuntary termination from a degree program, violation of University policy; including the University's policy on equal opportunity, and violation of the Student Conduct Code. Any other serious breach of responsibilities may also be cause for termination. Graduate Assistants are entitled to due process, including the opportunity to respond to any allegations prior to termination for cause.

Nonreappointment

A department may decide not to reappoint on the basis of performance, lack of progress toward degree, budgetary constraints, or lack of need for the position. Where external funding is lost, the position may be terminated at the end of the current appointment but not earlier.

Graduation

An individual who graduates mid-term can continue working in an assistantship title until the end of the term. However, an individual cannot continue to work in a graduate assistant title after the semester in which s/he graduates. Contact the GAE office for other employment options.

Non-native English Speaking Teaching Assistants

University of Minnesota Language Proficiency Requirements policy requires that all nonnative English-speaking teaching assistants or prospective teaching assistants assigned to teaching, tutoring, or advising duties must:

• Take the SPEAK Test
• Score 55 or 60 on the SPEAK Test (TSE)

Medical School Students

Graduate assistants registered in the Medical School shall adhere to graduate assistant policies.

Time Off and Leaves

Breaks

Graduate Assistants are entitled to a 15 minute paid break when work is scheduled for four consecutive hours. Graduate Assistants receive no paid lunch period.

Vacation

Graduate Assistants receive no paid vacation.

Informal Sick Leave

Graduate Assistants do not accrue sick leave days based on service.

Graduate Assistants are entitled to paid informal sick leave, not to exceed two weeks consecutive pay for absences caused by occasional or serious illness or injury to themselves, their dependent child, or the dependent child of a registered same sex domestic partner.

In the case of repeated absences due to illness, the appointing authority (supervisor, dean, or department head) may request a health provider's certification verifying the inability to work.

Unpaid leave may be available under the provisions of the Family Medical Leave Act (FMLA).

Family and Medical Leave Act Policy

Parental Leave

Graduate Assistants may be eligible for parental leave.

Parental Leaves for Academic Employees
Family and Medical Leave Act Policy

Family and Medical Leave Act (FMLA)

Graduate assistants may be eligible for up to twelve weeks' absence during a fiscal year for parental, family medical leave, or personal medical leave.

Family and Medical Leave Act Policy

University Holidays

Paid holidays shall be recognized for:

• Graduate assistants on designated percentages of time: If an official holiday falls on a day of the week normally scheduled for work, the graduate assistant shall receive the regular paycheck and shall not be required to make up the hours that fell on the holiday.
  
• Graduate assistants on flexible hourly payroll: Graduate assistants who work an average of ten hours per week or more shall be compensated for un-worked time according to the following:
  • If work hours are fixed on a weekly basis, holiday pay shall be provided if the holiday falls on the day of the week normally scheduled to work; OR
  • If the work schedule is variable, total hours for the week must be worked during the week.
  • Pay shall be based on actual time worked.

University of Minnesota Holiday Schedule

Official University Closure

Graduate Assistants (excluding those employed through Work Study) will be paid their normal salaries during an official emergency closing, but they will be expected to make arrangements to handle those responsibilities not carried out because of the emergency closing.

Emergency Closing Policy

Military Duty

Graduate Assistants are entitled to fifteen days leave in a calendar year for active military duty; such leave falling within a paid appointment period shall be with pay. Verification of notice to report for duty (including dates of leave) shall be provided to department supervisor.

Jury Duty

Graduate Assistants are entitled to paid leave for jury duty. A copy of the court notice shall be provided to the supervisor. If released early from jury duty by the court administrator, the graduate assistant will return to work.

Work Hours

Departments may set limits on the total number of hours that a graduate assistant may work in a payroll period. Departments may set limits on the total number of semesters a student may be employed as a graduate assistant within their department.

Departments should accommodate student requirements including class and examination schedules, oral and written preliminary examinations, etc.

Work Limitations

Academic Year

During the academic year (scheduled class periods and finals weeks), graduate assistants may not hold appointments or any combination of appointments totaling more than 75% time (30 hours per week). Exceptions to the 75% time work restriction may be requested from the Graduate School Student Services Office or dean of the relevant professional school. Requests must be made in writing from the employing department and graduate advisor and made in advance of actual time worked. In no instances will appointments totaling more than 100% be approved.

Federal law prohibits the University from employing graduate assistants with F-1 or J-1 visa status more than 20 hours per week (50% time) during scheduled class periods and finals weeks. Exceptions exist for graduate assistants who have been authorized for "practical or academic training". For a detailed calendar, see F1 and J-1 Visa Holder Maximum Hours Per Week.

Summer Terms/Break

During schedule break periods and summer terms, graduate assistants may work up to 100% time (40 hours per week). In no instance are graduate assistants to work above 100% time. International student work restrictions vary according to visa type. Please refer to the International Student and Scholar Services for detailed information.

Grievances

Graduate assistants are covered by the Regents Conflict Resolution Process for Employees (pdf).

Other Federal, State, and University Regulations

Unemployment Compensation

Graduate assistants are not eligible for unemployment compensation under the provisions of Minnesota statute which specifically excludes registered students.

Workers Compensation

Graduate assistants are covered by workers compensation provisions of the State of Minnesota.

Travel Insurance

Graduate assistants on official University of Minnesota business shall be provided travel accident insurance.

Americans with Disabilities Act

Graduate assistants may request reasonable accommodations for disabilities through Disability Services.

Equal Opportunity and Affirmative Action Statement

The University of Minnesota is committed to the policy that all persons shall have equal access to its programs, facilities, and employment without regard to race, color, creed, religion, national origin, sex, age, marital status, disability, public assistance status, veteran status, or sexual orientation.

In adhering to this policy, the University abides by the Minnesota Human Rights Act, Minnesota Statute Ch. 363; by the Federal Civil Rights Act, 42 U.S.C. 2000e; by the requirements of Title IX of the Education Amendments of 1972; by Sections 503 and 504 of the Rehabilitation Act of 1973; by the Americans with Disabilities Act of 1990; by Executive Order 11246, as amended; by 38 U.S.C. 2012, the Vietnam Era Veterans Readjustment Assistance Act of 1972, as amended; and by other applicable statutes and regulations relating to equality of opportunity.

Inquiries regarding compliance may be directed to the Office of Equal Opportunity and Affirmative Action, University of Minnesota, 419 Morrill Hall, 100 Church Street S.E., Minneapolis, MN 55455, 612-624-9547.