Ph.D. Student Time-Off Policy

Policy

Annually, the University announces the designated holidays that will be observed by the University. Ph.D. students are entitled to receive any and all holidays listed in that year’s University Holiday Policy for University Staff. Once the University announces the schedule for University-Designated Holidays for University Staff, the University-Designated Holidays for University Staff schedule shall be applicable to Ph.D. students. Any Ph.D. student required to work on a holiday listed as a University-Designated Holiday for University Staff may arrange for a mutually agreeable alternative within the same semester with their supervisor. 

Any University-Designated Holiday for University Staff that falls within the period of a Ph.D. student's leave of absence or scheduled vacation will be considered as a University-Designated Holiday and will not be deducted from the number of days allotted for any leave or accrued vacation time.

Discretionary Holidays ("D DAYS")

Each academic year, at the beginning of their initial appointment, Ph.D. students will receive three (3) discretionary holidays, which may be used upon the following:

1. With prior written approval from their supervisor, bargaining unit members may schedule Discretionary Holidays.
2. Discretionary Holidays may be taken in increments of full day(s) only.
3. All Discretionary Holidays must be taken during the academic year in which they are received or those holidays not taken will be forfeited at the end of the academic year.
4. Upon termination, resignation or completion of an appointment, bargaining unit members will not be paid for earned but unused Discretionary Holidays.

Ph.D. students who recognize religious holidays that are not currently University-Designated Holidays for University Staff may, with advance notice to and prior written approval from their supervisor, schedule vacation or Discretionary Holidays to observe religious holidays that are not recognized as University-Designated Holidays for University Staff.

Vacation Days

Ph.D. students are entitled to the following amount of vacation time from their appointment. 

The allotted time off must be used before the end of the semester of the applicable appointment. Unused vacation days will not carry over to the next semester, and no extra stipend will be issued for unused days off.

Ph.D. students should coordinate with their supervisor about their requested time off as far in advance as possible, but no less than fourteen (14) calendar days prior to the dates upon which a bargaining unit member desires to take their vacation time off.

Vacation time off shall not interfere with a student's appointment responsibilities. If necessary, Ph.D. students must make sure their responsibilities are covered during their time off (e.g., if a TA is expected to be present on days when their class meets but they need to take one of those days off, they must ensure someone is covering the class). Departments and supervisors will provide assistance as needed. So long as appointment duties are not interfered with, a Ph.D. students may take concurrent leave up to the full accrued but unused annual vacation leave within one (1) rolling twelve-month period.

Ph.D. students wishing to take more time off than allotted may do so with prior written approval from their supervisor.