WSU / UAW ASE Contract Resources

Student hourly inclusion in the bargaining unit

For hourly ASEs who are hired in to an Allowed Job Title/Classification, bargaining unit inclusion is based on Washington Administrative Code (WAC) 391-35-350  which identifies:

“Employees who, during the previous twelve months, have
worked more than one-sixth of the time normally worked by full-time employees,
and who remain available for work on the same basis, shall be presumed to be
regular part-time employees.”

How is hourly inclusion in the bargaining unit calculated for the WSU/UAW Contract?

The Graduate Assistantship workload for a 50% FTE during academic year, from August 16 to May 15, is 783 hours (including holidays) or 20 hours per week.

The full-time calculation for employees is 174 hours per month. 174*9 months *50% = 783 hours per academic year.

One–sixth of 783 is 130.5 hours. Once hourly employees performing similar work* have worked 130.5 hours, during the previous twelve months, they will be eligible for representation by the Union based on WAC 391-35-350. Human Resource Services Labor Relations reviews hours worked for employees in allowable titles monthly. Once student hourly employees in allowable titles reach the hour threshold, the employee and union are notified, and the employee is placed in the bargaining unit.

For employees in allowable hourly titles, who have an active assistantship or have previously worked in an assistantship position, all hours worked in the allowable positions in the last 12 months count towards the one-sixth rule.

*Performing similar work examples:

Included— An undergraduate works 130.5 hours under the job classification of “Research Assistant- Undergraduate (student hourly)” and is performing research in an academic unit. They are eligible for union membership and will be added to the bargaining unit by Human Resource Services Labor Relations.

Not Included— A graduate or undergraduate student is working for UREC and Housing and Dining, non-academic units. They have worked 150 hours in the past 12 months. They accept an hourly ASE appointment. Since these positions are not in an academic unit and the duties are not similar to any of the allowable titles, these hours do not count towards the 1/6 rule.

Examples

1.     A student hired as an Undergraduate Research Assistant on August 16^th works ten hours per week every week. Their bargaining unit eligibility begins on approximately November 16.

2.     A student who held a 50% Teaching Assistant appointment during the previous full academic year is appointed to a graduate summer work hourly appointment on May 16. Their bargaining unit eligibility begins on May 16 as the hours they worked during their academic appointment count towards the one-sixth rule.

What time off and leave are provided to ASEs under the Contract?

For eligible ASEs, the Contract provides for paid holidays, vacation and sick time off, expanded pregnancy and parental leave, and leave without pay. It also contains time off provisions for emergency childcare, jury duty, and military leave.

The Contract outlines when vacation and sick time off is awarded and expires and when each may be used by eligible ASEs. The Contract provides that ASEs are responsible for following normal departmental procedures for requesting time off and leave and that the University will determine the method of time off and leave tracking. See Vacation and Other Leave.

Vacation Time off

Salaried ASEs (Graduate Assistants) receive paid vacation time off awarded at the start of each appointment period in accordance with Article 28 of the Contract. These salaried ASEs/Graduate Assistants on 9-month, 50% FTE appointments are awarded forty-eight (48) hours of paid vacation time off annually at the start of each appointment period, to be used during semester breaks or as otherwise approved by their supervisor. This is prorated to 5.33 hours per month.

Hourly employees and those on activity-based appointments (PAP/Period Activity Pay) are not eligible for paid vacation time off. Unless otherwise approved, vacation time off must be used in four-hour increments during academic semester breaks or as otherwise mutually agreed upon by the ASE and their supervisor. Vacation time off requests are to be submitted to and approved by the supervisor prior to time off being taken.

Sick Leave

Salaried ASEs (Graduate Assistants) receive paid sick leave awarded at the start of each appointment period in accordance with Section 30.1 of the Contract. These salaried ASEs/Graduate Assistants on 9-month, 50% FTE appointments are awarded thirty-six (36) of paid sick time off annually at the start of each appointment. This is prorated to 4 hours per month.

Hourly ASEs accrue one (1) hour of paid sick leave for every forty (40) hours worked. Those on activity-based appointments (PAP) are not eligible for paid sick leave time off. Sick leave time off may only be used for reasons described in Section 30.1.3. When ASEs need to be absent from work for sick purposes, they are to provide notice of the request to their supervisors as soon as the need is known.

Do ASEs have short term parental leave?

Yes, ASEs have access to graduate student pregnancy/parental leave as outlined in Article 30. The Pregnancy/Parental Leave plan provide for an additional two weeks of paid leave for a total of up to six (6) consecutive weeks of paid leave for the period directly before or after the birth or adoption of a child. All other eligibility provisions of the short-term parental leave for ASEs and Graduate Students remain the same as outlined in Chapter 5 of the Graduate School Policies and Procedures Manual.

Requesting Time Off

To request time off/leave, ASEs are to provide written notice (i.e., email, text, IM) to their supervisors in advance of the requested time as soon as the need for time off/leave is known. Departments are expected to respond in a timely manner. If an ASE is requesting vacation time off, they are to provide a work plan for any duties assigned and/or expected to be performed during their time off with their vacation request. Accurate time off/leave (sick, vacation, leave without pay) must be entered into Workday each pay period for which an ASE takes time off. See Workday Knowledge Base Employee Request and Correct Time Off for detailed instructions. ASEs are responsible for reviewing Workday notices to certify time off submitted on their behalf.

What are the basic steps to follow for requesting sick leave?

Time off for planned or foreseeable absences are to be requested in advance. For unexpected sick time off eligible events, time off is to be requested as soon as the need is known. ASE are to follow department procedures to request the time off, which may require supervisor or other central office (Graduate School for short term pregnancy parental leave) approval.

Departments are to post time off request procedures on their website but may link to this website for time off request general procedures continuity.

Does sick leave need to be taken if the work can be made up later in the work week?

If scheduled to work during a sick time off event, but the supervisor determines work activities for the week may be shifted, sick leave usage may be reduced or not needed for the work week (Sunday 12: 00 am – Saturday 11:59 pm). If a modified week schedule is approved that maintains the 20-hour weekly workload expectation, no time off usage would be required.  

Example:

A TA has a doctor’s appointment on Tuesday afternoon, when they do not have a scheduled work activity (e.g. in TA duties during a scheduled class) and had general work duties that are not time specific (e.g. grading papers for the week or not time-specific research tasks), they do not have to request sick leave if they plan to grade papers at a different time within the work week.  If they are unsure about specific timelines for work activities, the employee may contact their supervisor.

What if ASEs need more time off in excess of their available vacation and sick leave balance?

Leave without pay (LWOP) may be granted for periods beyond the terms of paid time off/leave at the sole discretion of the Department or Hiring Unit, in accordance with Article 30 of the Contract. An ASE, whose appointment is 50% FTE for one academic year or longer, and is approved for LWOP for reasons due to their own health condition, may be placed on LWOP for up to 12 weeks while continuing to receive University-provided health insurance coverage.

A LWOP time off type is available in Workday. Please review the Enter and Correct Time Off and Absence on Behalf of Employee – HR Partner and Timekeeper Workday reference guide for information on how to record LWOP for appropriate hours not worked.

When does time off / leave need to be tracked?

ASEs are to account for all time off taken.  When an employee needs time away from work, this reduces their ability to complete scheduled work such as those work duties that must take place at designated times and places or the ability to meet their weekly workload expectation.  

Holidays and approved time off reduce the expected average twenty (20) hours per week work. ASEs with a 50% FTE appointment are expected to work an average of twenty (20) hours a week in their assistantship. Any work assignment, prep work, training, job-specific orientation, and required meetings or conferences are included as part of the ASE’s work time. Time spent working on personal academic progress is not considered time worked.

Examples:

A salaried ASE wants to not work during Spring Break. They are to request the time off and, if approved, use vacation time or LWOP to account for all their time not worked.

A student hourly ASE who requests not to work is simply not scheduled to work and therefore is not paid.

A salaried ASE has a spring appointment that runs through May 15 and a summer PAP appointment beginning May 9. The ASE continues to be expected to complete their normal 20 hours per week in the spring appointment or request time off (vacation or LWOP).

Are ASEs expected to work during academic breaks or take time off?

During the term of their appointments, all ASEs are expected to be at work each normal workday, including periods when the University is not in session, with the exception of the holidays outlined in Article 29, and can choose to use their leave/time off during academic breaks as approved by their supervisor.

Is attending a conference considered time worked?

If an ASE is attending a conference or meeting related to their employment,
this is considered time worked.  Supervisors should remind the ASE they
are expected to fully participate throughout the event. In addition, by
electing to participate in the meeting or conference, the ASE accepts they may
exceed their regular number of hours expected to work for the week and will
return to their regular schedule upon return.

It is important for departments to be flexible in work options to facilitate ASE attendance at conferences that support the student’s academics. 

If an ASE is attending a conference or meeting as a student, this is not considered time worked. The Supervisor should discuss in advance with the ASE work time that will be missed, if any, and whether the ASE will work while at the conference, make up work, use vacation time, or take LWOP (see Vacation Article 28 and Other Leave Article 30 provisions). 

After classes are finished for the semester, may a TA be assigned other duties?

Yes, so long as the assigned duties are consistent with their job description, and other duties as assigned language is included in the job description. Appointments typically run August 16 through May 15, and TAs should work an average of 20 hours per week through this entire period, even when classes are not in session, or take leave. Sample duties which could be assigned include preparing for a future class, administrative duties, prepping or organizing stockrooms, or other work that supports the academic functions of the department.

Do ASEs track time worked in Workday?

Salaried ASEs (Graduate Assistants) and individuals on PAP appointments do not track time worked in Workday at this time.

Student hourly employees continue to track time worked.