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Graduate Assistant Leave

Eligible Graduate Assistants are entitled to sick and bereavement leave. If you have any questions regarding the benefits listed below, refer to Executive Policy 9.240 for more information about graduate assistant sick and bereavement leave or contact your departmental HR Representative.

Graduate Assistant Sick Leave

Graduate assistants shall receive sick leave accruals at the beginning of each academic semester to use when they are unable to work due to personal illness or injury or to receive medical care.

Sick leave may be used for medical, dental, optical, and optometrical examination appointments which the graduate assistant cannot schedule for non-work time.

  • Eligible graduate assistants will receive sick leave accruals at the beginning of each academic semester (Spring, Summer, and Fall). Sick leave advances will be determined by the graduate assistant’s 9-month or 11-month appointment and prorated for graduate assistants with an FTE of .25.
  • All remaining sick leave hours will be forfeited at the end of the semester or upon the separation of the graduate assistant.
  • Any graduate assistant who begins active employment after the first day of each semester, including Summer, will have their advanced sick leave prorated accordingly for the remainder of the semester.
  • When a graduate assistant renders less than a full semester of service, the sick leave advance shall be adjusted following the interruption of service and may result in the initiation of the salary and wage overpayment process. Graduate assistants’ sick leave allowance shall be reduced by a prorated amount:
      • For the period of sick leave granted when the employment terminates or is to terminate at the end of such leave.
      • For any period of Leave Without Pay
      • For any period of unauthorized leave
  • A graduate assistant’s sick leave allowance shall remain unchanged for any period of paid wage loss replacement under workers’ compensation.
Fall Hours/Dates 9-Month Graduate Assistant 9-Month Graduate Assistant 11-Month Graduate Assistant 11-Month Graduate Assistant
≥ 0.5 FTE 0.25 FTE ≥ 0.5 FTE 0.25 FTE
# of Hours Advanced 30 15 28 14
Date of Advance August 15 August 15 August 15 August 15
Date of Forfeiture December 31 December 31 December 31 December 31
Spring Hours/Dates 9-Month Graduate Assistant 9-Month Graduate Assistant 11-Month Graduate Assistant 11-Month Graduate Assistant
≥ 0.5 FTE 0.25 FTE ≥ 0.5 FTE 0.25 FTE
# of Hours Advanced 33 16.5 31.5 15.75
Date of Advance January 1 January 1 January 1 January 1
Date of Forfeiture May 15 May 15 May 15 May 15
Summer 9-Month Graduate Assistant 9-Month Graduate Assistant 11-Month Graduate Assistant 11-Month Graduate Assistant
≥ 0.5 FTE 0.25 FTE ≥ 0.5 FTE 0.25 FTE
# of Hours Advanced 17.5 8.75
Date of Advance May 16 May 16
Date of Forfeiture August 14 August 14
Annual 9-Month Graduate Assistant 9-Month Graduate Assistant 11-Month Graduate Assistant 11-Month Graduate Assistant
≥ 0.5 FTE 0.25 FTE ≥ 0.5 FTE 0.25 FTE
Total Hours Not to Exceed 63 31.5 77 38.5
  • A regular on-duty day is synonymous with a regular State of Hawaii work day and does not include holidays and weekends.
  • Graduate assistants shall submit a request for sick leave if they are absent from work due to sickness during any regular on-duty days, not to exceed twenty (20) hours per week.
  • For graduate assistants on the 9-month appointments, regular on-duty days occur during the period beginning when the first day of the semester in the fall and ending with the spring semester’s commencement, including periods when classes are not scheduled.
  • Sick leave may be allowed for medical, dental, optical, and optometric examination appointments that the graduate assistant cannot schedule during non-duty time.

Notification shall be given as soon as possible to the supervisor on or before the first day of absence, or if impracticable, as soon thereafter as circumstances permit.

  • Within 5 working days, upon return, a request for sick leave shall be submitted via the Online Leave System (OLS):
    • Login, enter date(s), select “Sick” leave type
    • Click quick submit (full work days) or click Next (partial day)
    • The minimum amount of sick leave is 1 hour, with increments of 15 minutes allowed thereafter.
  • The supervisor will receive an email notification to approve/deny the request.
  • The employee will receive an email notification of the approved/denied request.
  • No documentation is required if sick leave is 4 days or less.
  • A physician’s certificate is required if sick leave taken is 5 days or more.
  • Online Leave User Guide for Employees & Preparers

Graduate Assistants must submit a certificate from a licensed physician for absences of five (5) consecutive working days or more to substantiate the absence was due entirely to illness and that the graduate assistant is now physically and mentally able to resume the duties of the position.

Graduate Assistant Bereavement Leave

Bereavement leave is available for graduate assistants in the event of the death of an immediate family member.

  • Graduate assistants shall be allowed three (3) working days of bereavement leave, provided they fall within a reasonable period after a death in the immediate family. Bereavement leave shall not be deducted from any other leave which the graduate assistant receives.
  • If the death or funeral occurs outside the State of Hawai’i, a graduate assistant may request a reasonable number of additional days of leave without pay (LWOP). Additional days of LWOP may affect the graduate assistant’s eligibility for tuition waiver.

Graduate assistants shall claim all bereavement leave through the OLS. (Online Leave User Guide for Employees & Preparers)

HR Procedures