FAQ

 If you have questions not answered in our Frequently Asked Questions, you may send us a message at gsacadpers@ucdavis.edu.

Salary Scales & Information

  • When are the contracts effective? Are there any retroactive actions/increases? (Posted January 31, 2023)

  • 1/31/2023: The new contracts are in effect immediately following ratification, December 2022. Some portions of the contracts, including wages, will be phased in over time. There are not retroactive wage agreements. The new salary increases will occur April 1, 2023.

  • When will the new wages be in effect?
  • The initial scale increase for all units will be April 1, 2023 and again each October 1st for the duration of the contracts.  See extended salary scales for budgeting purposes.
  • Will compensation plans be enforceable now with the new contract? (Posted January 31, 2023)

  • 1/31/2023: Current GSRs should be placed on the indicated salary point that corresponds to their current or prior GSR step and should continue on this step or higher for future appointments. For new students (entering Fall 23), a department may determine where to place a student on the GSR steps/salary points.

  • What is the new salary for TAs beginning in April 2023? (Posted January 31, 2023)

  • 1/31/2023: See extended salary scales for budgeting purposes.

  • What is the anticipated GSR salary increase for October 2024? (Posted January 31, 2023)

  • 1/31/2023: See extended salary scales for budgeting purposes.

  • Is the time of evaluation the same every year for experiential increases?
  • Updated 3/16/23:
    For Postdoctoral Scholars yes, experiential increases will be implemented in April and October each year.
    For Graduate Student Researchers the review period will only occur once a year at the end of spring quarter.
    For ASEs the review is on a rolling basis and should be reviewed at each appointment and reappointment.
  • Can we change the step for our current Graduate Student Researchers (GSRs) downward?
  • It is not recommended to do so as it is not in the spirit or intention of the agreed upon contract. Newly appointed GSRs may be placed on the scale as appropriate for their experience level.
  • Is there mapping of current Graduate Student Researcher (GSR) steps to the new salary points?
  • Yes, see extended salary scales for budgeting purposes.
  • The mapping that is being explained does not seem to match what is in the contract. Placement on the new scale is based on experience, not on current step, correct? (Posted January 31, 2023)

  • 1/31/2023: The published GSR mapping and scale compression was agreed to during bargaining and mediation and is the required movement for our current cohort of students. Current GSRs should be placed on the indicated salary point that corresponds to their current step and should continue on this step or higher for future appointments. For new students (entering Fall 23), a department may make a determination about where to place a student on the GSR steps/salary points.

  • If we have a student who was a former GSR  and will return to GSR for Spring who would have been at Step 7, we hire them at the new step 4? (i.e. transitioning from TA to GSR for Spring) (Updated February 23, 2023)

  • *Updated 2/23/23: Yes. Current (and former) GSRs should be placed on the indicated salary point that corresponds to their current (or former) step and should continue on this step or higher for future appointments.

  • Do quarters of experience accrue separately for quarters spent as a TA/AI versus quarters spent as a GSR or is total number of quarters employed in either title? (Posted January 31, 2023)

  • 1/31/2023: Quarters of experience are counted separately in the TA/AI classification and GSR classification. They are not a combined total.

  • Do the quarters of experience only apply to the students department/school? Or if they have appointments outside of our school do we need to count those as well? (Posted January 31, 2023)

  • 1/31/2023: Experience is counted for experience obtained at their campus, not limited to department/unit/college. Experience does not need to include experience obtained outside of UC Davis. However, nothing prohibits hiring a student at a higher experience level.

  • Does experience prior to UC Count? (Posted January 31, 2023)

  • 1/31/2023: Experience is counted for experience obtained at their campus, not limited to department/unit/college. Experience does not need to include experience obtained outside of UC Davis. However, nothing prohibits hiring a student at a higher experience level.

  • Experience steps for GSR only apply for the first 3 steps? After step 4, there are no experience increases? (Posted January 31, 2023)

  • 1/31/2023: Yes, the experienced-based movement begins Fall 2023 and requires students with 3 prior quarters of experience in classification at least 25% to be placed at salary point 2 or higher, and students with 6 prior quarters of experience in classification at least 25% to be placed at salary point 3 or higher. There is no further experience-based movement required by the contract.

  • How do we determine which experience step new GSRs should be placed on? (Posted January 31, 2023)

  • 1/31/2023: Experience is based on the number of quarters worked by a certain point in time. Beginning October 1, 2023, The review period for increases based on experience will only occur once a year at the end of spring quarter. A GSR with three (3) quarters of experience as a GSR at 25% or higher per term at the same campus will be appointed at Step 2 or higher. A GSR with six (6) quarters of experience as a GSR at 25% or higher per term at the same campus will be appointed at Step 3 or higher. Students may be placed at a step higher (from contract: “At the University’s sole discretion, it may place GSRs at a higher salary point than the minimum”).

  • What process should we follow to assign the appropriate Step on the new scale? Is there a mapping between the old scale and the new, or can the academic unit determine the appropriate step? (Posted January 31, 2023)

  • 1/31/2023: Current GSRs should be placed on the indicated salary point that corresponds to their current step and should continue on this step or higher for future appointments. For new students (entering Fall 23), a department may make a determination about where to place a student on the GSR steps/salary points. The percentage appointment should be based on work effort. If the work duties and effort for GSR or ASEs are modified, the percentage appointment may be increased or decreased. Appointment percentage must be commensurate with the hours worked (effort), and not calculated to achieve a gross dollar figure.

  • Are the experienced-based steps only for the first three steps? (Posted January 31, 2023)

  • 1/31/2023: Yes, the experienced-based movement begins Fall 2023 and requires students with 3 prior quarters of experience in classification at least 25% to be placed at salary point 2 or higher, and students with 6 prior quarters of experience in classification at least 25% to be placed at salary point 3 or higher. There is no further experience-based movement required by the contract.

  • Are there current tools to help determine prior experience as a TA or GSR? (Posted January 31, 2023)

  • 1/31/2023: Currently we are exploring options to add this data to existing systems. Reviewing the Historical Financial Data in Grad Hub will allow you to see prior quarters worked as a GSR/TA/AI.

  • From the contract, it appears the only information we need to take into account is experience when placing a current GSR on the new scale. If placing a GSR on the new scale results in a lower pay rate is that OK? (Posted January 31, 2023)

  • 1/31/2023: No, current GSRs should be placed on the indicated salary point that corresponds to their current step and should continue on this step or higher for future appointments. For new students (entering Fall 23), a department may make a determination about where to place a student on the GSR steps/salary points. The percentage appointment should be based on work effort. If the work duties and effort for GSR or ASEs are modified, the percentage appointment may be increased or decreased. Appointment percentage must be commensurate with the hours worked (effort), and not calculated to achieve a gross dollar figure.

  • If our GSRs are at or above the salary point 4 of the new scale, is there further experience-based movement? (Posted January 31, 2023)

  • 1/31/2023: No further movement is required by the contract. Experience-based movements are only required between salary increments 1-3.

  • If we move a student up in salary point (steps), can we move them back down to a lower step? (Posted January 31, 2023)

  • 1/31/2023: Once a student is appointed at a salary point, they should remain at that salary point or greater for all future appointments and no downward movement on the salary point scale should be taken.

  • Do summer session TA appointments count towards the ASE experience-based quarter count to move to the next salary level? (Posted April 21, 2023)

  • 4/21/2023: No they do not, only Fall, Winter & Spring quarter TA experience counts.

  • Does TA experience at a different university count towards their overall experience?
    (Posted April 21, 2023)

  • 4/21/2023: TA and AI teaching experience is counted from the same campus. Therefore, only teaching experience at UCD is counted.

Appointment & Hiring

  • Are we still able to specify 25% appointments in our compensation plans, or is 50% considered the “standard”? What about percentages between 25-50%?
  • Graduate students may be appointed between 25-50% time during the academic year. It is important the workload be commensurate with the percent appointment and this be well documented. Full-time equivalent (FTE) should also be in measurable effort, not fractional, like 47.8%.
  • If we have GSRs working less than 50% now, do we need to increase their appointments to 50%? (Posted January 31, 2023)

  • 1/31/2023: Appointment percentage must be commensurate with the hours worked (effort), and not calculated to achieve a gross dollar figure. The percentage appointment should be based on work effort. If the work duties and effort for GSR or ASEs are modified, the percentage appointment may be increased or decreased.

  • Will hiring thresholds need to be kept under 50%, or can we have them at exactly 50%? (Posted January 31, 2023)

  • 1/31/2023: Historically GSR 50% threshold would sometimes trigger VAC accrual which is no longer a factor. Graduate students may be appointed between 25-50% time during the academic year. It is important the workload be commensurate with the percent appointment and this be well documented. Full-time equivalent (FTE) should also be in measurable effort, not fractional, like 47.8%.

  • Will students who are awarded Graduate Program Fellowship Allocation (GPFA) support be considered Graduate Student Researchers (GSRs) under the new contract?
  • This type of internal fellowship is typically not covered by the bargaining agreement if that's the only type of support received by the student.
  • For GSRs in spring and future terms, can we reduce the salary point or percentage of effort from prior appointments? (Posted January 31, 2023)

  • 1/31/2023: Current GSRs should be placed on the indicated salary point that corresponds to their current step and should continue on this step or higher for future appointments. For new students (entering Fall 23), a department may determine where to place a student on the GSR steps/salary points. The percentage appointment should be based on work effort. If the work duties and effort for GSR or ASEs are modified, the percentage appointment may be increased or decreased. Appointment percentage must be commensurate with the hours worked (effort), and not calculated to achieve a gross dollar figure.In there a minimum percentage of appointment for graduate student appointments?

  • Is there a minimum percentage required by either of the student contracts? (Posted January 31, 2023)

  • 1/31/2023: Nowhere in the contracts is it stated that students are guaranteed any percentage of appointment. However, as directed in UC Davis APM, Appendix II-B Appointment of Graduate Students, any single appointment or combination of appointments normally is not to exceed half-time (50%) during the academic year. Any single appointment may not be less than 25%. Percentage appointment must be commensurate with the hours worked (effort), and not calculated to achieve a gross dollar figure.

  • Can we combine a students appointment in a given quarter so they are an ASE & GSR? (Posted January 31, 2023)

  • 1/31/2023: As always, any student can concurrently hold different types of appointments (ASE, GSR). This has not changed. Percentage appointment must be commensurate with the hours worked (effort), and not calculated to achieve a gross dollar figure.

  • Regarding effort, is it allowable to have a GSR appointment for 12 months at a fixed %, but with the expectation that the effort would be heavier some months and lighter others, averaging out to the % of appointment? (Posted January 31, 2023)

  • 1/31/2023: GSRs are considered exempt employees. The GSRs workload (time and effort commitment) will be commensurate with the appointment percentage each month (i.e., a 50% GSR should be assigned a workload that could reasonably be accomplished in an average of 20 hours per week). It is understood that the workload may fluctuate in a given time period (e.g., workweek, month, academic term) due to the general functions and activities within a research lab or program. The expectations of attendance, presence, and participation should be defined clearly between the supervisor and employee.

  • Can a student hold both a TA and Reader position in the same term? (Posted January 31, 2023)

  • 1/31/2023: A student may hold multiple positions in different titles. However, a student should not hold two ASE (TA/AI/Reader/Tutor) positions for the same course.

  • Are we still able to specify 25% appointments, or is 50% considered the “standard”? What about percentages between 25-50%? (Posted January 31, 2023)

  • 1/31/2023: Graduate students may be appointed between 25-50% time during the academic year. It is important the workload be commensurate with the percent appointment and this be well documented. Full-time equivalent (FTE) should also be in measurable effort, not fractional, like 47.8%.

  • Will there be new TA/GSR appointment notification templates for upcoming appointments? (Posted January 31, 2023)

  • 3/16/2023: Yes, new appointment letter templates are available.
    Graduate Student Researcher
    Academic Student Employee

  • Will there be something similar to the Appendix A for TAs that could be used for GSRs to define expectations? (Posted January 31, 2023)

  • 1/31/2023: The GSR contract does not require such a document, however, we strongly encourage developing methods to define, communicate and follow-up on all expectations and associated effort. Developing a tool similar to the Supplemental Documentation for TAs will be extremely helpful.

  • Are there any changes to the expected workload for ASEs in the new contract? (Posted January 31, 2023)

  • 1/31/2023: No, there are a few minor language changes, but no changes to hours of workload.

  • Does the new contract address hiring advanced undergraduates as TAs? (Posted January 31, 2023)

  • 1/31/2023: The policy of hiring undergraduates into TA positions is determined by the University and is by exception. The contract contains language regarding the terms and conditions of employment for undergraduates when appointed as a TA such as wages, fee remission and other eligible benefits.

  • Is there any exemption to the two-year initial appointment for postdocs? What about if the relationship does not work and has to be terminated earlier? (Posted January 31, 2023)

  • 1/31/2023: No, there is no exemption to the two-year appointment. All initial appointments of a postdoc at UC must be for a two-year duration. However, there is a new release provision for Postdocs on their initial appointment, with minimum 30 days’ notice to the Postdoc. The release cannot be effective before the one-year mark. Release is at the University’s sole discretion and can be for any reason, except an unlawful reason.

  • If we historically appointed GSRs at 44.18%, do we need to now appointment GSRs at 50%? (Posted March 21, 2023)

  • 3/21/2023: This type of % appointment (with 2 significant digits) doesn't appear to be associated with a specific workload. It could indicate that it was originally calculated to match a specific stipend level. The % appointment should match the expect workload.

  • How will we decouple effort towards employment from effort towards degree progress when it is all the same research? (Posted March 21, 2023)

  • 3/21/2023: The effort doesn't need to be decoupled but there should be clearly set academic expectations to allow progress assessment at the end of the quarter and, in a separate document, milestones and deliverables associated with the GSR employment and commensurate with the % appointment.

  • How do we document what is 299 work v. GSR work? (Posted March 21, 2023)

  • 3/21/2023: The Academic Senate is presently discussing this issue. Once new guidance is developed, it will be communicated. For now, as is true with any course, it is always best practice to have clear syllabi with associated learning goals and expectations, descriptions of academic expectations, and clear explanations of how academic assessments and evaluations of work will be conducted. The contract acknowledges that academic responsibilities continue to exist for all students and that these academic requirements may be separate from employment workload.

  • Are we required to hire a TA at 25% or 50%? Can we hire someone anywhere in between? (Posted April 21, 2023)

  • 4/21/2023: Nothing precludes a department from appointing between 25-50%. A 25% appointment represents a quarterly ASE workload of 110 hrs and a 50% appointment requires a 220hr workload in a quarter. That is generally where we have put our TAs. If you have positions that are assigned workload in between, we are to able appoint a student at the appropriate percentage.

  • Will there be a campus tool to help departments track and determine ASE experience levels to ensure accuracy? (Posted April 21, 2023)

  • 4/21/2023: Graduate Studies is working on a tool. It will likely be a spreadsheet with all BX employee experience in a BOX file.

  • Do all Associate In employees skip from step 3 to step 5 when they advance to candidacy? (Posted April 21, 2023)

  • 4/21/2023: Yes, they would move from step 3 to step 5 once they have advanced to candidacy. Nothing precludes a department from appointing at a higher step.

  • How and when are the Associate In steps 4, 6, and 7 used? (Posted April 21, 2023)

  • 4/21/2023: Departments can use these steps whenever they would like. You can always pay at a higher than minimum experience salary level.

  • Will the placement of TA’s for October 2023 happen by campus or the department? (Posted April 21, 2023)

  • 4/21/2023: The step placement will be by the departments with resources provided by Graduate Studies.

  • What is supposed to be in the employee file? (Posted April 21, 2023)

  • 4/21/2023: The contract defines an employment file to include reports, documents, correspondence, and other materials in their entirety or redacted portions about an ASE's employment in the bargaining unit. Materials related exclusively to ASE coursework shall not be considered part of the employment file.

  • Can the employee file be electronic? (Posted April 21, 2023)

  • 4/21/2023: Yes, as long as it can be accessed and distributed by request of the ASE, Grad Studies, or ELR.

  • Where can an ASE or GSR submit a compliant under the abusive conduct policy?
    (Posted April 21, 2023)

  • 4/21/2023: If an ASE or GSR would like to submit a complaint under the abusive conduct policy, please direct them to send their complaint to abusiveconduct@ucdavis.edu.

  • Does the advancement in GSR salary points happen in Fall each year, or as soon as the student has completed the required number of quarters to move up?
    (Posted April 21, 2023)

  • 4/21/2023: The experience level will be determined at the time of appointment.

  • If a student works as a GSR during the summer, does that count as a quarter for experience? (Posted April 21, 2023)

  • 4/21/2023: Yes, experience at 25%+ for a total of 12 weeks during the summer counts as one-quarter of GSR experience for the purpose of salary placement. (Summers do not count toward the overall quarter limit on student employment.)

  • If we hire a new GSR this summer, should we choose their salary point based on the number of quarters of experience they have? Even though it's not required until the Fall?
    (Posted April 21, 2023)

  • 4/21/2023: Experience-based placement is not required until Fall term 2023. Nothing limits placing individuals above the minimum required.

  • Can we hire students holding a 50% TA appointment at a small (10%) GSR appointment during the quarters they are TAing? (Posted April 21, 2023)

  • 4/21/2023: Yes, refer to APM Section III.D. The workload must be commensurate with the percent appointment, and this must be well-documented. Full-time equivalent (FTE) should also be in measurable effort (10% = 4hrs), not fractional, like 11.8%.

  • Does GSR experience prior to enrollment in a grad group as a GSR, either in a professional program or a MS program at UC count towards quarters of experience. (Posted April 21, 2023)

  • 4/21/2023: Yes. All experience in the GSR series (tc 3282) at UC Davis, 25% or greater for an entire quarter, counts toward experience; for the purpose of required experience-based recognition toward salary placement.

  • Do GSRs need to work the dates after the quarter ends (6/15-6/30 or 12/15-12/31)?
    (Posted April 21, 2023)

  • 4/21/2023: GSRs are fiscal year/exempt employees expected to fulfill the requirements assigned during their appointment period. The scheduling and approval of time off is a supervisor's duty. The supervisor should discuss early in the employment relationship the process for requesting and approving time off and the required work schedule – including whether their presence and work should be conducted during the academic breaks or holidays. Emphasis should be placed on meeting the responsibilities assigned to the position rather than working a specified number of hours. The workload may fluctuate in a given time period (e.g., workweek, month, academic term) due to the general functions and activities within a research lab or program.

  • Would appointment security extend for the length of term the GSR appointment letter was, e.g. 12 months? (Posted April 21, 2023)

  • 4/21/2023: Yes, security of appointment occurs once the student has been offered and accepted a Written Appointment Notification. The security is for the period designed in the Written Appointment Notification.

  • When does the PTO policy/practice go into affect? (Posted April 21, 2023)

  • 4/21/2023: The new PTO benefit for GSRs is effective beginning Winter quarter 2023.

  • How is the GSR PTO awarded and used? (Posted April 21, 2023)

  • 4/21/2023: GSRs accrue PTO one day per month of their appointment period. PTO should be used during their appointment period. It will not transfer to new appointments. However, it will remain during the period of extension of an existing appointment. It is a use-it-or-lose-it benefit and has no monetary value upon separation.

  • How is PTO accrual and usage tracked? (Posted April 21, 2023)

  • 4/21/2023: At this time, individual departments will need to keep track of the PTO balance and usage. More details about possible reporting and tracking through UCPath and other timekeeping options may be forthcoming.

  • Once GSRs use their PTO days, but want to take additional time off, should they be submitting LWOP? (Posted April 21, 2023)

  • 4/21/2023: All use of leave must be requested by the employee and approved by their supervisor. They can request leave without pay for additional time off.

  • Is a GSR or TA who is employed for one quarter eligible for the 8 week of long-term leave? Would it extend beyond the quarter? (Posted April 21, 2023)

  • 4/21/2023: Yes, a GSR/TA appointed for a quarter or longer, at 25% or greater, is eligible for long-term leave. No leave would extend beyond the appointment period.

Postdoctoral Scholars

  • Are Postdoc reappointments still for 2 years? (Posted March 21, 2023)

  • 3/21/2023: Postdoc initial appointments are for 2 years and reappointments are for 1 year. But for the postdocs completing their 1 year initial appointment, the reappointment would be for 2 years because there is a mutual understanding that there is one 2 year appointment over the postdoc career.

  • If a postdoc has an initial appointment and has a F1 - OPT for 18 months, must we give them two year appointment, and if so are we obligated to give J1? (Posted March 21, 2023)

  • 3/21/2023: Yes, a two-year initial appointment for a postdoc is required. There is no exemption for the initial 2 year appointment and separation may need to occur at the time work authorization has exhausted.

  • If a postdoc has prior experience not at a UC, is the experience level movement due after 12 months of prior experience or after 12 months UC experience? (Posted March 21, 2023)

  • 3/21/2023: The initial experience level placement is determined by the prior experience, then the UC hire date is what determines the experience level movement date; April or October. Experience level increases will be processed twice a year, in April and October, depending on the date of the postdocs’ initial appointment (Anniversary Date) at UC. Postdocs with initial UC appointment date between April 2 and September 30 move to the next experience level on April 1. Postdocs with initial appointment date between October 1 and April 1 move to the next experience level on October 1.

  • How will the 30-day extension work if we notice a Postdoc of release less than 30 days prior to their one-year anniversary? (Posted March 21, 2023)

  • 3/21/2023: The postdoc would continue to be employed for the 30 days from the time you provided the release notice. This will take them into the 2nd year of their initial appointment.

  • A postdoc fellow, job code 3253, has a $55k fellowship and the department is supplementing with a postdoc employee to bring them to the minimum of the salary scale for their experience level. With the 4/1/23 salary scale increases, if the postdoc gets an increase in their fellowship can the department decrease the supplement and when can they do this? (Posted March 21, 2023)

  • 3/21/2023: Yes, the department can adjust the supplement to make the total salary equal the minimum salary of the appropriate experience level. Even though the supplement is changing, the total pay for the postdoc is not because pay promised has not changed, only the source. Adjustment of the supplement can be done as necessary, based on changes to the fellowship to keep the pay at the required level for the postdoc.

  • Will there be a template letter for the new postdoc appointment release? (Posted March 21, 2023)

  • 3/21/2023: UCOP is working on a template and we will share it as soon as it is available.

  • Will the postdoc experience level increases, anniversary dates, and range adjustments, be automatically updated in UCPath or will a case need to be submitted to the Service Channel? (Posted March 21, 2023)

  • 3/21/2023: The postdoc experience level increase and range adjustments will be automatic but the anniversary date will need to be updated via a case to their Service Channel at this time. This may change in the future.

  • Will postdoc layoffs require severance? (Posted March 21, 2023)

  • 3/21/2023: No there is no severance pay for layoffs. A 30-day notice is required and the university may only layoff for lack of funding.

  • If we are appointing a postdoc to the initial two-year appointment and know that there will be lack of funding prior the the 2 years, do we need to give a layoff notice at the time of appointment (for consistency), or can we give the layoff notice at a later time? (Posted March 21, 2023)

  • 3/21/2023: There is no obligation to issue the layoff notice more than 30 days in advance. It may be appropriate to discuss the situation with the employee in advance of the 30 day time period.

  • A postdoc is reappointed post contract ratification for one year, but there is only a few months of funding available. Do we issue for one year or only through the funding availability? (Posted March 21, 2023)

  • 3/21/2023: All reappointments should be for one year, per the contract, and then process a layoff due to funding 30 days prior to the end of the funding availability.

  • What is the postdoc layoff process? Who do we notify, is approval needed? (Posted March 21, 2023)

  • 3/21/2023: https://grad.ucdavis.edu/postdoctoral-scholar-appointment-and-promotion Prepare the layoff notification letter from the principal investigator (PI). Provide the postdoctoral scholar the letter at least 30 days in advance of layoff. Send a copy of the Layoff Notification letter to Graduate Studies and copy the Union. Process a separation of the postdoctoral scholar appointment in UC Path.

  • How do postdocs submit their reimbursement requests for the childcare reimbursements? (Posted March 21, 2023)

  • 3/21/2023: This is a local process that is being developed and will be shared once it is established. The childcare reimbursements are not effective until 10/1/23.

  • How will the cost of the Postdoc childcare reimbursements and death benefits be covered? (Posted March 21, 2023)

  • 3/21/2023: They are being built into the Composite Benefit Rates (CBR) for 23/24. BIA has published the CBR.

  • Will Paid Time Off (PTO) and Sick Leave (SKL) still be reloaded on the postdoc anniversary date? (Posted March 21, 2023)

  • 3/21/2023: Yes, PTO and SKL will still be dumped/reloaded on a postdoc's anniversary date. This is why it is important to still submit a case to your Service Channel to have this date updated annually.

  • Can a postdoc use both Postdoc Paid Family Leave (PPFL) and Family and Medical Leave (FML)? For example, if a postdoc went on maternity leave on 12/24/22, can we retroactively provide PPFL? Can we run it concurrently with FML if they are eligible? (Posted March 21, 2023)

  • 3/21/2023: PPFL and FML can run concurrently if they are FML eligible. If they are FML eligible code as FML to run concurrently, if not FML eligible then code as personal leave. Either way there is no disadvantage to the employee. The only difference is the FML postdoc is still eligible for 4 additional FML weeks, the non-FML only get the total 8 weeks of contract.

  • Is the 8 weeks of Postdoc Paid Family Leave (PPFL) a lifetime allotment, per year or per event? (Posted March 21, 2023)

  • 3/21/2023: Postdocs receive 8 weeks of PPFL per calendar year.

  • Since the 8 weeks of Postdoc Paid Family Leave (PPFL) is available in its entirety at the beginning of the calendar year, if a postdoc uses the entire balance and leaves before the end of the year, will they have to pay back some of the PPFL? (Posted March 21, 2023)

  • 3/21/2023: No the postdoc will not need to repay the PPFL.

  • Are postdocs eligible for Pay for Family Care and Bonding (PFCB)? (Posted March 21, 2023)

  • 3/21/2023: No, per the new memorandum of understanding (MOU), they are entitled to their own Postdoc Paid Family Leave, which is similar.

  • If a postdoc uses Postdoc Paid Family Leave (PPFL) at the end of one calendar year for an event, can they use the new available 8 weeks provided in the next calendar year for the same event? Or are they limited to using 8 weeks for one event? (Posted March 21, 2023)

  • 3/21/2023: They will be able to use the 8 weeks at the end of the calendar year for an event, and then once they receive the additional 8 weeks in the new calendar year, they can use the new allotment for the same event.

Time Reporting & Benefits

  • Are students expected to work during academic breaks?
  • ASE (TA/AI/Reader/Tutor) workload should be completed within days of the final exam. There is normally no expectation of work to be completed during academic breaks for this classification of employee or job.

    GSRs are considered exempt employees.  The GSRs workload (time and effort commitment) will be commensurate with the appointment percentage each month.  I.e. a 50% GSR should be assigned a workload that could reasonably be accomplished in an average of 20 hours per week. It is understood that the workload may fluctuate in a given time period (e.g. workweek, month, academic term) due to the general functions and activities within a research lab or program. The expectations of attendance, presence, and  participation should be defined clearly between the supervisor and employee.
  • For Academic Student Employees (ASEs) and Graduate Student Researchers (GSRs) how will the benefit of dependent health insurance premiums be paid or reimbursed?
  • We do not currently have details. University of California Office of the President (UCOP) is working with Student Health Insurance Programs (SHIP) to develop this new benefit. Effective Fall 2023.
  • Is the 8 weeks of paid leave on a calendar, fiscal or academic year basis? (Posted January 31, 2023)

  • 1/31/2023: The ASE/GSR paid leave is to be administered on an academic year basis and will be administered October - September. The Postdoctoral paid leave is to be administered on a calendar year January - December

  • How will PTO be tracked? (Posted January 31, 2023)

  • 1/31/2023: At this time departments will need to track accrual and usage locally. As resources to manage this benefit are developed and deployed, details will be announced.

  • What are the GSR PTO accruals and how will they be tracked? (Posted January 31, 2023)

  • 1/31/2023: GSRs with a 25% or more appointment, for a minimum of one full month, will be eligible to use personal time off with pay during the length of the appointment. GSRs may earn up to 12 days per year and the days will be prorated at a rate of one day per month for every full month of appointed service. At this time departments will need to track accrual and usage locally.

  • Will graduate students employed as GSRs still accrue Vacation? (Posted January 31, 2023)

  • 1/31/2023: Vacation leave was not part of the final agreement. Instead, GSRs with a 25% or more appointment, for a minimum of one full month, will be eligible to use personal time off with pay during the length of the appointment. GSRs may earn up to 12 days per year and the days will be prorated at a rate of one day per month for every full month of appointed service.

  • Can students or Postdoctoral Scholars use two 8-week leaves during the year for two separate events; i.e. baby bonding & caring for a parent etc.
  • No - the new 8 week benefit is limited to 8 paid weeks during the Academic Year or Fiscal Year.
  • Can you confirm the childcare reimbursements are included in the calculation of the benefits we pay for ASE/GSRs? (Posted April 21, 2023)
  • 4/21/2023: Yes, it is a part of the composite benefits rate (CBR). There are no changes in the campus practice for reimbursement or accounting of this benefit.
  • Is the UCSHIP dependent health benefit specific to only the BX or other UAW contracts? (Posted April 21, 2023)
  • 4/21/2023: Yes, it is an Article in both the ASE & GSR contracts.
  • When does the updated leave policy come into place? Spring or Fall 2023?
    (Posted April 21, 2023)
  • 4/21/2023: The new leave policy started when the contract was ratified in December 2022.
     

Fee Remission

  • The "Current Practice for NRST" section in both contracts appears to only codify the UCOP policy to reduce NRST by 100% for up to 3 years post candidacy. The contract itself does not require NRST remission for pre-candidacy students. (Posted January 31, 2023)

  • 1/31/2023: Yes, this is correct. The contract does not require NRST remission for pre-candidacy students. UC Davis currently has additional local policy governing NRST remission for students.

  • Does the new fee remission increase for ASEs now cover the small amount of local fees ($196.96/qtr) which has historically been paid by the student or by a departmental fellowship? (Posted January 31, 2023)

  • 1/31/2023: Yes, that is correct. The new ASE fee remission covers 100% of all local fees. The student (or program) will no longer need to make these small payments or awards beginning in Fall 2023.

Student Financial Support Planning

  • Can you give guidance on how to revise Compensation Plans in light of the new contracts? (Posted January 31, 2023)

  • 3/16/2023: As a result of the newly negotiated Graduate Student Researcher (GSR) agreement between the University of California and the United Auto Workers, most GSR Compensation Plans are no longer valid; raw salary figures and broader concepts like the applicability of experience and academic milestones to GSR compensation have all changed.  Graduate Studies will be working to provide resources for Graduate Student Financial Support Plans which can represent the principles of the former Compensation Plans while deferring to the new contract’s terms where required. Guidance concerning the new plans and contract provisions will begin in late March. More news on that topic will be communicated to Graduate Chairs and Program Coordinators as it becomes available.

  • Can we reset our compensation plan for GSRs to new Step 1 as a default? (Posted January 31, 2023)

  • 1/31/2023: For the duration of this academic year, we will continue to map the GSRs using historical compensation plans, the compressed salary scale, and mapping provided. Should we continue with plans, it makes sense to revise the plans during the summer to align with programmatic/graduate group student support goals. More guidance will be forthcoming regarding the overall options for revising the former GSR compensation plans to a Graduate Group/Program Student Support Plans in late spring/summer.

  • Will the salary increases affect work study eligibility? (Posted February 2, 2023)

  • 2/2/2023: No, work-study eligibility does not take into account earnings from employment positions. It does take into account any student financial support fellowships, fee remissions, and/or financial aid the student receives.

  • How will the Campus Fee Grant change now that campus fees are covered as part of TA fee remission? (Posted February 2, 2023)

  • 2/2/2023: The Campus Fee Grant (available through Financial Aid) is based on return-to-aid on campus based fees and should not be impacted by the labor contract.

  • Are GSR Cost Calculators available for Spring 2023 and for the 2023-24 academic year to help us calculate costs? (Posted February 2, 2023)

  • 2/2/2023: GSR Cost Calculators have been updated for Spring 2023 on this webpage: https://grad.sf.ucdavis.edu/academic-personnel. Cost calculators for Fall 2023 will be available once fees for the 2023-24 academic year are finalized and officially announced.

  • What salary scales should we use to estimate employment earnings in our new multi-year offer letters to prospective students? (Posted February 2, 2023)

  • 2/2/2023: If you choose to use Version 4 of the multi-year offer letter templates, which lists a dollar amount for employment, you should use the current salary scales. Language is already included in the letter to indicate that the amount listed above is a minimum amount and that all compensation amounts are governed by the applicable collective bargaining unit.

  • Should graduate programs refrain from offering dollar amounts in multi-year offers to prospective students? (Posted February 2, 2023)

  • 2/2/2023: Graduate programs should offer dollar amounts for student financial support fellowships (Fellowships not tied to expectation of employment or service to the University). If graduate programs would like to offer dollar amounts for employment, they should follow the Version 4 multi-year funding template with the understanding that the amounts provided in that letter are a minimum and that any additional student financial support fellowships should not be reduced in response to wage increases.

  • If we have a multi-year template stating a "combination of TA/GSR/Fellowship," should we provide a range of estimated salary to account for future increases? (Posted February 2, 2023)

  • 2/2/2023: No. Multi-year offer letters must separate out employment and student financial support fellowships as shown in Version 4 of the Graduate Studies' multi-year funding templates. The amounts used to estimate employment earnings should be based upon the current salary scales. Language is already included in the template letter to indicate that the amount listed above is a minimum amount and that all compensation amounts are governed by the applicable collective bargaining unit.

  • Should programs anticipate an increase in work study units? (Posted February 2, 2023)

  • 2/2/2023: No, work study funding is capped based on an allocation from the Department of Education, and there is no indication this allocation will be increased. In order to cover 75% of the salary for eligible GSR's, the number of work study units will have to decrease.

Academics