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Purpose and Summary
The University of Arizona (University) is committed to providing a work environment that is supportive of employees’ work and family life obligations. In demonstration of this commitment, the University offers paid Parental Leave to Graduate Assistant/Associates (GAs) upon the birth, adoption, Foster Placement, Legal Guardianship Placement, Stillbirth, Miscarriage, or Surrogacy of a Child.
Scope
This Policy applies to all Eligible Graduate Assistants/Associates (GAs).
Definitions
Child means a person under the age of 18.
Eligible Graduate Assistant/Associate (GA) means a University graduate student who is appointed as a Graduate Assistant/Associate, Teaching, Research, Outreach, Head Resident, or Other at the time of the qualifying event.
Foster Placement means the placement of a Child by a state agency with an individual who is not the Child's parent or legal guardian and who seeks the opportunity to adopt the Child.
Legal Guardianship Placement means a court-ordered relationship in which a person is assigned the responsibility and authority to provide physical care and supervision for a Child.
Graduate Assistant/Associate (GA) means a graduate degree-seeking student employed by the University to assist with teaching, research, or outreach activities. GA is an umbrella term encompassing Graduate Teaching Assistants/Associates (TAs), Graduate Research Assistants/Associates (GRAs), Graduate Outreach Assistants/Associates (GOAs), and Graduate Assistant, Head Residents.
Miscarriage means the loss of a pregnancy before the 20th week.
Parental Leave means a benefit that provides up to 12 workweeks of paid leave for Eligible Graduate Assistants/Associates upon the birth, adoption, Foster Placement, Legal Guardianship Placement, Stillbirth, or Surrogacy of a Child in their care, or up to 2 weeks of paid leave for a Miscarriage.
Stillbirth means the death or loss of a Child before or during delivery, defined as the loss of a Child at or after 20 weeks of pregnancy.
Surrogacy means an arrangement whereby a person agrees to bear a Child for another person or persons who are the Child’s intended parents.
Policy
A. Parental Leave
- The University offers Eligible Graduate Assistant/Associates (GAs) 12 workweeks of paid Parental Leave.
Parental Leave may be taken for one of more of these qualified reasons:
• The birth of a Child
• The adoption of a Child
• The Surrogacy of a Child
• The Foster Placement of a Child
• The Legal Guardianship Placement of a Child
• Stillbirth
• Miscarriage - Eligible GAs who have a Miscarriage qualify for up to 2 weeks of paid Parental Leave immediately following the Miscarriage. This applies to the parent who has the Miscarriage and/or to their spouse/partner.- Parental Leave must be taken continuously during the period of hire and immediately following the birth, adoption, Foster Placement, Legal Guardianship Placement, Stillbirth, or Surrogacy of a Child.
- At the request of the Eligible GA, Parental Leave may start up to 2 workweeks prior to the anticipated birth, adoption, Foster Placement, Legal Guardianship Placement, or Surrogacy of a Child.
- Parental Leave is available only once during a consecutive 12-month period. The calculation of the 12-month period begins from the first day of approved Parental Leave.
- Parental Leave can only be used once for the same Child. For Foster Placements and Legal Guardianship Placements, Parental Leave will only be provided for the period that the Child is placed with the GA.
- It is the GA’s responsibility to initiate the Parental Leave request process. Requests for Parental Leave must be submitted at least 60 days before the leave is expected to begin. The University recognizes that extenuating circumstances, such as early birth or Foster Placement, may make advance notice difficult to provide and that supervisors may grant exceptions to this requirement in such cases.
B. Other Provisions
- When both parents are GAs: Each parent is entitled to 12 workweeks of paid Parental Leave.
- When one parent is a GA and one parent is faculty or staff: Under the University’s Parental Leave Policy, each eligible parent is entitled to Parental Leave under the Policy applicable to their position.
C. Retaliation or Interference
- The University prohibits adverse action or retaliation against a GA who elects to take Parental Leave. Supervisors are prohibited from interfering with a GA’s ability to take Parental Leave. GAs who are concerned about retaliation or interference are encouraged to contact the Graduate College.
D. Responsibilities
- Requesting leave is the responsibility of the Eligible GA. The Eligible GA’s supervisor is responsible for approving the leave, and the electronic request is kept on file with the Graduate College.
- The Eligible GA is also responsible for entering time appropriately into their timesheet. If they are unable to enter their time, the GA may request that their supervisor or business manager enter their time.
When entering time, the following time reporting codes should be used, depending on the situation:
Exception (Salary) Supplemental Comp (Hourly) Parental Leave PLG PGS FMLA Paid Parental Leave FPLG FPGS - Any portion of Parental Leave that runs concurrently with Family and Medical Leave should be coded using the “FML” extension to ensure that FMLA balances are accurately tracked.
Frequently Asked Questions
How long must a GA be in their position before they are eligible for Parental Leave?
GAs are eligible for Parental Leave as soon as their hire date starts.
How will a GA know if they are qualified for Family Medical Leave (FML)?
Departments with GAs who think they may qualify for FMLA should work directly with Human Resources.
How does an Eligible GA apply for Parental Leave?
- Fill out the Request for GA Parental Leave form and have your supervisor sign it. To support departmental planning, please complete the form at least 60 days in advance of a planned leave, unless extenuating circumstances make it impossible to do so.
- After obtaining your supervisor’s signature, submit a copy to your supervisor.
- Work with your supervisor to create a leave plan to cover essential functions during your absence.
How is Parental Leave affected if a GA appointment spans two terms?
If a GA appointment spans two terms (e.g., Fall and Spring), Parental Leave may continue into the second term.
What happens if a GA appointment ends before all of the Parental Leave can be taken?
Parental Leave can only be taken during the GA appointment, so the Parental Leave period would end when the GA appointment ends.
Can GAs take their Parental Leave intermittently?
No. GAs must take Parental Leave continuously and cannot take leave intermittently.
Do departments pay for Parental Leave?
Yes, the hiring/funding academic college/department/unit is responsible for continuing to cover the stipend costs of a GA on paid parental leave.