Graduate Assistant Leave of Absence Process

There are times when members of our graduate assistant workforce may need time off during their tenure at UF. Graduate assistants are entitled to six (6) weeks of unpaid leave during any 12-month period if they meet the eligibility criteria per the GAU bargaining agreement: Article 8.3 and 8.4. This leave may be extended up to a year if approved by the department. Requesting a leave of absence does not affect the graduate assistant’s eligibility to receive university raises.

Eligibility Criteria

Per the Bargaining Agreement Article 8.3, the graduate assistant must be in his/her second semester of employment as a graduate assistant to be eligible for the leave provision for medical or research reasons.

Graduate assistants who are requesting leave of absence can be enrolled in courses and request the leave or are not enrolled in courses. The leave of absence will allow the graduate assistant to keep their tuition waiver and benefits active.

Graduate Assistants with Multiple Appointments

If the graduate assistant has multiple appointments, he/she must inform all supervisors about the request for leave of absence. If the graduate assistant’s appointments are under different departments or colleges a letter per appointment would be required.

Benefits

During the graduate assistant’s leave of absence, his/her GatorGradCare coverage will continue. The graduate assistant is responsible for the employee’s share of the monthly premium, which can be collected in advance if possible or upon return from his/her leave.

Process

Below are steps to accurately and effectively support a graduate assistant who may need to be on leave due to personal reasons including but not limited to medical reasons and/or to enhance their academic development through research and/or internships.

When a graduate assistant requests a leave of absence for any reason, please complete the following steps:

1. The graduate assistant, work supervisor, graduate coordinator and chair must discuss the leave of absence. Based on the conversation all parties must come to an agreement as to the length of the leave.
2. The department will complete the template letter including all required signatures prior to submission.
   • Graduate Assistant Leave of Absence Template Letter
     Best Practice! Bookmark this page to always have the latest template available. Be sure to check this page to verify the process and template letter is the most accurate and up to date.
3. Submit letter via email to Employment Operations & Records and Judy Traveis from the Graduate School.

Employment Operations & Records will provide a confirmation email once the leave of absence is entered in the system. No additional steps are required by the student or the department, unless a change is needed.

Contact Information

Employment Operations and Records (EOR)
Phone: (352) 273-1079
Email: ufhr-employment@ufl.edu

Judy Traveis, Ph.D
Assistant Dean for Administration
Graduate School
Email: judiusb@ufl.edu