Hello Financial Processors, Graduate Coordinators, and Graduate Directors,
As we approach the upcoming university class breaks and holidays, I want to take a moment to clarify expectations regarding vacation time off, work assignments, and leave management during these periods.
As a reminder, 50% FTE ASEs are required to work 20 hours per week, on average, throughout the term of their appointment, except for university-approved holidays (which are different from university class breaks).
Supervisors’ Responsibilities:
- Work Assignments During University Class Breaks (i.e., days when courses are not taught): Supervisors are responsible for providing ASEs with sufficient work that enables them to meet the WSU/UAW Contract requirements throughout their appointment period. For example, an ASE assigned as a TA may have duties not directly related to course instruction or support between the end of their assigned course and the end of their semester appointment (December 31 and May 15). Duties could include:
- Supporting the department by course or lab development
- Supporting end-of-term academic organization
- Assisting in developing future course content
- Conducting literature reviews
- Supporting their advisor’s research or scholarship
- Assisting with course or program assessment
- Coordination of Leave: Please be proactive in discussing work assignments and leave requests with ASEs in advance of any university class breaks or official university holidays.
ASEs’ Responsibilities:
- Managing Vacation Time Off: Salaried ASEs with a 50% FTE academic appointment receive 48 hours of vacation time off for the academic year. Per Article 28, ASEs are to provide written notice to supervisors in advance of requested vacation time off. Vacation time may be taken during academic semester breaks, or as otherwise mutually agreed by the ASE and their supervisor.
- Sick Leave: Salaried ASEs with a 50% FTE academic appointment receive 36 hours of sick leave for the academic year. ASEs are entitled to use sick leave as outlined in Article 30 of the WSU/UAW Contract. ASEs are to follow proper procedures for submitting sick leave requests, ensuring these are aligned with departmental policies.
- University Holidays: Per Article 29, ASEs are not required to work on university holidays unless otherwise arranged. If work is required on a holiday, ASEs may coordinate with their supervisors to take an alternative day off within the same semester.
The university holidays coming up for the Fall semester include Thanksgiving Day, Native American Heritage Day, Christmas Day, and Christmas Holiday. During these days, ASEs will not be expected to work unless agreed otherwise.
Key Points to Remember:
- Supervisors must provide sufficient work to ASEs throughout their appointment period—including through the end of the semester appointment (December 31 and May 15)—to ensure ASEs have the opportunity to work.
- ASEs must communicate in advance of any planned vacation time off or leave requests in writing.
- All vacation time off must be approved by the ASE supervisor prior to the time being taken off.
- Supervisors cannot force ASEs to use vacation time off or leave without pay (LWOP).
- If an ASE is provided work, they may decide to use vacation time off or LWOP but must notify their supervisor and have it approved.
Please take a moment to review these guidelines and reach out if you have any questions or concerns regarding your upcoming schedules. Let’s work together to ensure all tasks are assigned and leave is managed and communicated effectively.
Sincerely,
Tammy
10/04/2024