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Academic Personnel

This section provides faculty and staff with information and links to resources for employing postdoctoral scholars and graduate students as Teaching Assistants, Associate In_, Readers and Tutors; and Graduate Student Researchers.

Employment and Leave Options During COVID-19

UC Davis is committed to supporting employees and their families during the COVID-19 emergency. Graduate Studies has compiled information about academic employment and leave and will be updating the sections below as details emerge.

On Friday, June 19, UC Provost Michael Brown announced a temporary extension of  the total length of service for academic student employees (ASE) up to 21 quarters, for matriculated students during the quarters in which instruction is substantially impacted by COVID-19. This means that all matriculated students in Spring 2020 and Fall 2020 (and perhaps beyond, "should these conditions persist") can receive permission to extend their total length of service to a maximum of 21 quarters at any point in the future

For example, a Fall 2020 incoming PhD student who starts their first ASE appointment until 2022-2023 will likely not reach their 18 quarter service limit until 2028-2029, but they would still be able to request additional quarters (up to 21) of ASE appointments because the student was a "matriculated student at UC during the quarters/semesters in which instruction is substantially impacted by COVID-19." 

If you have any questions about this extension and/or ASE appointments, please contact Duncan Temple Lang (dtemplelang@ucdavis.edu) and Tracey Pereida (tgpereida@ucdavis.edu).

  • Spring Quarter Employment

  • As the campus responds to changing needs, there may be a need to update the Description of Duties for some appointments and make reassignments for our graduate student teaching staff.  Student employees should communicate with their supervisor and departmental staff to remain aware of the changes to operations, course appointments and instructional delivery methods.

    Compensation equal to that in the contract is protected for students with employment contracts in place for Spring 2020 quarter. For more information, refer to the collective bargaining agreement between the University of California and the United Auto Workers 2865.

  • Leave Information for Graduate Students and Postdoctoral Scholars

  • The Office of the President has issued guidance regarding COVID-19 related administrative leave use by academic employees.  The guidance for supervisors is available at the campus COVID-19-Related Leave for Academic Appointees page. (Mar 26)

    This paid administrative leave is available to salaried and hourly postdoctoral scholars and graduate student employees.  As indicated in the guidance, Paid Administrative Leave may be taken only when at least one of the following circumstances are met: 

    1. When an employee is unable to work due to the employee’s own COVID-19-related illness or that of a family member; or

    2. When an employee is unable to work because the employee has been directed not to come to the worksite for COVID-19-related reasons and it is not operationally feasible for the employee to work remotely; or

    3. When an employee is unable to work because a COVID-19-related school or daycare closure requires the employee to be at home with a child or dependent, and it is not operationally feasible for the employee to work remotely or in conjunction with the childcare commitment.

    If an employee themselves is ill or is caring for an ill family member, medical and sick leave under applicable university policy and collective bargaining agreements are also available in addition to the administrative leave program. 

    Administrative leave should only be requested when the employee is unable to perform any work.  Alternate duties may be assigned and reasonable flexibility should be applied given the ever-changing situation.  Employees should consult with their supervisor or department chair regarding appropriate alternate duties.  

    President Napolitano has stated that the use of paid administrative leave must not adversely affect the delivery of essential university services.  Delivery of instruction and UC Health clinical services are essential university service and thus every effort must be made to ensure their continuation.  The campus is working diligently to facilitate remote instruction. 

    The Office of the President has allowed an extension of APM and collective bargaining agreement leave policies to allow leave that is normally available only for one’s own illness to to extend to cover a family member’s COVID-19 illness.

    The COVID-19-Related Leave for Academic Appointees letter (Mar 26) contains provisions specific to Postdoctoral Scholars-Paid Direct, Reader/Tutor hours, Work Study awards, by-agreement flat rate payment, and requirements for leave tracking. 

    Additional Details
    - Employees may still use accrued sick, vacation or paid time off in order to address their own illness or the serious medical condition of a family member.
    - The 128-hour allotment may be used consecutively in one block or incrementally.
    - The paid administrative leave may be used prior to usage of accrued leave.
    - The allocation for employees with less than full time appointments (e.g., student employees) shall be prorated based on appointment percentage.
    - Subject to the University’s ongoing operational needs, the paid administrative leave provided pursuant to the Executive Order must be used during the period from March 1, 2020 to December 31, 2020 for the reasons stated in the covered categories only. All hours must be used by December 31, 2020, or any remaining hours in the allotment expire.

    Questions may be directed to Graduate Studies Academic Personnel, Tracey Pereida, tgpereida@ucdavis.edu.

  • Requesting Paid Administrative Leave

  • The employee should complete the Emergency Administrative Leave form (PDF), and submit it to their immediate supervisor. The request will be reviewed by the employee’s immediate supervisor who shall be responsible for determining whether to grant the administrative leave.

    The employee will be contacted by the department and/or service channel leave administrator to assure FML designations are in place, if applicable, and to coordinate administrative leave and other applicable medical or personal leave as prescribed by the APM and/or collective bargaining agreement. If administrative leave is exhausted, the employee may be eligible to use accrued vacation, PTO or sick leave. Following approval, the department is required to submit a case to the service channel for leave to be entered into UCPath.

  • Determining Whether to Grant Administrative Leave

  • In making the determination whether to grant the leave, supervisors must take into account the operational needs of the University with special consideration given to the critical importance of maintaining the continuity of medical center operations. Supervisors are responsible for determining whether their employees may work remotely, whether they are performing essential functions and requiring employees to be at work on campus.

    Essential functions include, but are not limited to:

    - Clinical services delivered by UC Davis Health
    - Patient and animal care
    - Critical campus infrastructure
    - Diagnostic laboratories
    - Critical ongoing research
    - Delivering ongoing instruction

    When a supervisor denies a request to use this emergency leave, the supervisor should inform the employee the basis for the denial and inform Employee & Labor Relations of the employee’s name, job title, and reason for denial.

  • Reporting Paid Leave

  • Davis Campus: The Time Reporting System (TRS) is updated for reporting approved COVID-19 related Emergency Administrative Leave (EAL). Visit the Time Reporting System (TRS) webpage for information.

    UC Davis Health (Medical Center, Schools of Health): Employees on approved COVID-19 Emergency Administrative Leave (EAL) should record their time and attendance in Ecotime. View Ecotime Guide (.pdf)

    Manual Leave Report: Departments must submit a case to manually report approved COVID-19 related Emergency Administrative Leave (EAL) to the appropriate Service Channel for employees unable to use a campus time reporting system.

  • Planned Educational Leave Program (PELP)

  • Students have the option to apply for the Planned Educational Leave Program (PELP). PELP is a leave from academic studies at UC Davis for up to three cumulative quarters. Extensions beyond three quarters will be reviewed on a case-by-case basis. To apply for PELP, students submit the filled email template to the Graduate Program Coordinator.  Be sure to review all the information on the PELP instructions before submitting. Please pay special attention to restrictions on UC SHIP (health insurance). PELP applications for international students will not be approved unless the student has discussed it SISS advisor.

    Normally, students who are enrolled and submit a PELP request after the first day of instruction are subject to the Schedule of Refunds and must pay a percentage of the quarter fees based on the date the PELP was submitted.  However, exceptions to the Schedule of Refunds can be made for late PELP requests in exceptional circumstances. To request an exception, students should submit the email PELP template with an explanation of the situation along with a memo of support from their major professor or graduate advisor, and any available supporting documentation.

  • Family and Medical Leave for Funded Graduate Students

  • The Graduate Studies Policy for Family and Medical Leave Accommodation for Graduate Students with Funding (GS2015-01) is designed to accommodate outside demands so that students can successfully complete their program of study. There are several types of leave available to doctoral and master’s students, including students in self-supporting and professional degree programs, who hold an academic employment appointment. For more information on eligibility requirements and the different types of leave, visit our Family and Medical Leave webpage.

  • Student Parents

  • Many graduate student parents will be impacted by school and daycare closures. The Women's Resources and Research Center has put together a COVID-19 Student Parent Community Resources document for on- and off-campus resources for parents.  This document includes resources on paid administrative leave available to employees (including graduate student employees experiencing a lack of child care), emergency child care, and education resources.

  • Temporary Extension to the 18-quarter service limit for academic student employees (ASE's)

  • On Friday, June 19, UC Provost Michael Brown announced a temporary extension of  the total length of service for academic student employees (ASE) up to 21 quarters, for matriculated students during the quarters in which instruction is substantially impacted by COVID-19. This means that all matriculated students in Spring 2020 and Fall 2020 (and perhaps beyond, "should these conditions persist") can receive permission to extend their total length of service to a maximum of 21 quarters at any point in the future

    For example, a Fall 2020 incoming PhD student who starts their first ASE appointment until 2022-2023 will likely not reach their 18 quarter service limit until 2028-2029, but they would still be able to request additional quarters (up to 21) of ASE appointments because the student was a "matriculated student at UC during the quarters/semesters in which instruction is substantially impacted by COVID-19." 

    If you have any questions about this extension and/or ASE appointments, please contact Duncan Temple Lang (dtemplelang@ucdavis.edu) and Tracey Pereida (tgpereida@ucdavis.edu).

Resources

Appointment Guide - Graduate Student

Appointment Guide - Postdoctoral Scholar

Salary Scales

PPS Coding Guide

Tuition & Fee Remission

Family & Medical Leave Accommodation for Graduate Students