Many RAs have questions about how labor contracts work when it comes to hiring. Will my advisor be allowed to hire me the same way she or he does now? How would job postings work? This page gives brief descriptions of the hiring language in several graduate student employee contracts to show how union contracts actually work. Click on a university for more information.
University of Michigan (GEO Contract 2011-2014, GSI contract)
University of Michigan (GEO Contract 1976-77, GSI & GSRA contract)
University of Massachusetts at Amherst (RA contract)
University of Washington (RA contract)
SUNY Stony Brook (RA Contract)
University of Michigan (GSI contract)
Current GEO contract language on GSI/GSSA posting/hiring:
Posting: The current GEO GSI/GSSA contract says that all open GSI/GSSA positions must be publicly posted, and that criteria for selecting from the pool of applicants should be made clear to everyone who applies.
Hiring: The contract does not require the selection of particular candidates over others, or specify what criteria can be used to make decisions—it just says that whatever the criteria the department uses to select employees, such criteria need to be made explicit to applicants. Employment assignments are at the discretion of the department. The GEO contract also lays out how people are notified that they are being hired (or not hired, as the case may be). If a department makes a job offer to an applicant and later determines that the type of employment must be changed or no employment given, the Employee will still be compensated with the same salary, benefits, and tuition waiver as was initially offered..00000
Other points of interest: The GEO contract doesn’t require the posting of positions reserved for specific graduate students, or posting when time is of the essence. The GEO contract does stipulate how people who are hired are informed about what the duties of their appointments are.
“Article IX: Job Postings, Distribution of Postings, Notification, and Hiring Procedures
Section A. Job Postings and Distribution of Job Postings
1. Any University of Michigan student in good standing in a graduate degree program who is eligible for a graduate student instructorship or staff assistantship shall be given the opportunity to apply for all available positions covered by this Agreement.
2. Each appointing unit will maintain up-to-date information regarding its application and selection procedures on its website, and will include, at minimum, a link to this section of its website on the University Academic Human Resources website.
3. Each appointing unit will distribute job postings for available positions. At minimum, appointing units must distribute job postings for available positions via email to all graduate students who are enrolled in the appointing unit’s graduate degree program at the time of the distribution.
Job postings need not be distributed by appointing units as described in this Section under the following circumstances:
a. the job is reserved for a specific student in the department as part of a funding package;
b. distribution would interfere with the need for timely hiring decisions made just before or after the beginning of the teaching term; GEO shall be notified of such situations. Jobs described in Sections 3.a. and 3.b. are not “available positions”, as the term is used in this Article.
4. All job postings will include:
a. The course(s) for which applications are being accepted, and a general description of the duties of the position(s) (whether the position(s) involves teaching an independent section of a course, teaching a discussion section, grading assignments, holding office hours), and an estimated FTE for the position(s).
b. The minimum and desired qualifications for employment and a description of selection and decision-making procedures. This description of qualifications shall include the role, if any, of student evaluations and past instructional experience. The decision-making procedures shall include the role of applicant preferences for course placement and procedures and criteria for late appointments.
c. The person to whom the application should be submitted and information on the preferred method for submitting applications; the name(s) of the decision-making agent(s); the application due date(s).
d. The estimated date by which offers will be extended, and a reminder that an applicant may request the status of her or his application from the appointing unit. Appointing units will make reasonable efforts to extend offers to successful applicants within six (6) weeks after the application due date. Offers will typically be extended at least twenty-one (21) calendar days prior to the start of employment.
e. The following nondiscrimination statement: “The University will not discriminate against any applicant for employment because of race, creed, color, religion, national origin, ancestry, marital status, familial status, parental status or pregnancy status, sex, gender identity or expression, sexual orientation, age, height, weight, disability, citizenship status, veteran status, HIV antibody status, political belief, membership in any social or political organization, participation in a grievance or complaint whether formal or informal, or any other factor where the item in question will not interfere with job performance and where the employee is otherwise qualified. The University of Michigan agrees to abide by the protections afforded employees with disabilities as outlined in the rules and regulations which implement Section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act.”
f. Contact information for the Office of Institutional Equity and University Ombuds.
g. The following statement: “Unsuccessful applications will be retained for consideration in the event that there are last minute openings for available positions. Upon request, any applicant denied employment will receive, within fourteen (14) calendar days, a written explanation of the reasons for denial of employment, and/or an in-person interview with the hiring agent(s) to be scheduled at a mutually agreed upon time. In the event that an Employee does not receive his or her preferred assignment, he or she can request a written explanation or an in-person interview with the hiring agent(s) to be scheduled at a mutually agreed upon time.
h. The following statement: “This position, as posted, is subject to a collective bargaining agreement between the Regents of the University of Michigan and the Graduate Employees’ Organization, American Federation of Teachers, AFL-CIO 3550.”
5. In addition to the appointing units’ distribution of job postings described in Section 3. above, appointing units will distribute job postings for available positions via the GSI/GSSA Positions listserve maintained by University Academic Human Resources. Access to the listserve will be available to voluntary subscribers. Listserve postings will be archived and available to online searching. Procedures for subscribing-to and resigning-from listserve participation will be made available on the University Academic Human Resources website.
NOTE – Please refer to MOU Regarding UM Jobs Website
Job postings need not be distributed via the GSI/GSSA Positions listserve under the following circumstances:
a. the job includes among its explicit qualifications that the Employee be enrolled in the appointing unit (“limited availability positions”);
b. the job is reserved for a specific student in the appointing unit as part of a funding package;
c. distribution would interfere with the need for timely hiring decisions made just before or after the beginning of the teaching term; GEO shall be notified of such situations. Jobs described in Sections 5.b., and 5.c. are not “available positions,” as the term is used in this Article. Jobs described in Section 5.a. are
“limited availability positions”, as they are only available to Employees enrolled in the appointing unit.
Section B. Notification
1. Upon request, the appointing unit will inform an applicant of his or her status.
2. Once an offer has been accepted, appointing units will provide notification to all unsuccessful applicants. In most cases, notice will be by email. The email notice shall also include the statement as specified in Section A.4.g. In any case, the notification will inform the unsuccessful applicants that their applications will be retained for consideration in the event that there are last-minute openings for available positions.
3. It is understood that job postings, distribution of job postings, and notification is dependent on the then known employment opportunities as listed in the University Course Listings and the availability of qualified candidates. An appointing unit which has additional available positions in the semester for which the unsuccessful applicant originally applied, will:
a. consider all unsuccessful applications retained as provided in Section B.2., for the additional available positions;
b. distribute job postings for the additional available positions in accordance with this Article;
c. provide the notices to successful and unsuccessful applicants as provided in Section B.2. above.
Section C. Hiring Process
1. Employee selection procedures will be open and free from bias.
2. No unit shall have a policy that uses tuition costs or cost of benefits as a factor in hiring decisions for GSI or GSSA appointments.
3. Employment assignments shall be at the discretion of the department or unit. Departments or units will allow applicants to submit, in writing, course placement preferences.
4. Applications for available positions will be accepted by appointing units as follows:
a. For limited availability positions described in Section A.5.a. above, applications will be accepted for a minimum of fourteen (14) calendar days from the date of distribution within the appointing unit under Section A.3. above.
b. For all other available positions, applications will be accepted for a minimum of fourteen (14) calendar days from the date of distribution under Section A.5. above.
5. Appointing units will make reasonable efforts to extend offers to successful applicants within six (6) weeks after the application due date. Offers will typically be extended at least twenty-one (21) calendar days prior to the start of employment.
6. Appointment offers may be made or accepted by paper, email, or verbal communication. Non-receipt of the notification described in subsection 8. below is not sufficient grounds for denying employment, if an employment offer has been made and accepted by other means.
7. The hiring unit will provide the Employee with a Union Membership/Representation-Service Fee card, as specified in Article V.
8. Correspondence regarding initial employment, re-employment, or any notification of a change in the terms and conditions of an Employee’s appointment, to the Employee will include written notification specifying the following information:
a. Duration of employment, including anticipated start and end dates.
b. Term of employment (e.g., fall or winter semester).
c. A general description of duties.
d. Fraction and salary.
e. Library privileges.
f. A general description of benefits, including a reference to the benefits website.
g. Name(s) and telephone number(s) for questions regarding benefits and departmental services.
h. A reference to the language of Article X regarding SEVIS Fees.
i. A reference to Article 22 – Policies and Procedures for Employees with Disabilities.
j. The following statement: “The terms and conditions of your employment as a Graduate Student Instructor or Graduate Student Staff Assistant are governed by a collective bargaining agreement between the Regents of the University of Michigan and the Graduate Employees’ Organization (the “UM/GEO Agreement”). The UM/GEO Agreement requires that all Employees whose employment is governed by the UM/GEO Agreement pay either Union Dues or a Representation-Service Fee to the Graduate Employees’ Organization (“GEO”). If you have not already filled out and returned a yellow Union Membership/Representation-Service Fee card, you are responsible for doing so. The cards are available from your department steward, your department office, the Office of Academic Human Resources, or the GEO (734-995-0221). If you choose not to authorize the deduction from your paycheck of Union Dues or Representation-Service Fees, you must remit a check to the GEO, 330 E. Liberty St. Suite 3F, Ann Arbor, MI, 48104, for payment of the amount specified in the chart accompanying the “Graduate Employees’ Organization Union Membership/ Representation-Service Fee Card” or available at www.umgeo.org. If you do not do so, you will not be eligible for reemployment at the University of Michigan. Union members can participate in all levels of Union decision making processes; non-members cannot.”
k. If available at the time of the correspondence referenced in C.8. above, a fraction calculation form that reflects the breakdown of time the Employee should expect to spend on employment duties. If the fraction calculation form is not available at the time of the correspondence referenced in C.8. above, the anticipated date(s) by which the fraction calculation forms will be available, and a contact in the appointing unit who may answer questions about the form. The fraction calculation form will be given to the Employee no later than fourteen (14) calendar days after the start of employment.
l. The following reference to the availability of child care subsidies under Article XII – Child Care: “If you believe you may have the need for financial assistance for child care, you are encouraged to apply for a Child Care Subsidy, as described more fully in Article XII of the UM/GEO Agreement and on the Office of Financial Aid website.”
9. Upon initial employment, departments will inform Employees of assistance in the English language available to them from the University as specified in Article XIX, Employee Training. For more information on this assistance, a contact name in the hiring department should be specified.
10. Notwithstanding the above provisions, the type of employment may be changed or no employment may be given, after written notification. In such a case the salary, (or other payment in lieu of salary), tuition waiver, and benefits for the specified period shall not be less than that specified in the written job offer.”
GEO Contract language covering GSRAs in 1976-1977
Points of Interest: The 1976-77 GEO contract was negotiated years before UM mounted an objection to the inclusion of GSRAs in the GEO bargaining unit; it applied to GSIs, GSSAs, and GSRAs. Under this contract, GSRAs had (among other things we don’t have now) guaranteed access to sick, bereavement, and jury duty leave.
The 1976-77 language excerpted below is also of note; it addressed work hours on research projects required for degree programs (“as much time as is necessary”), and related GSRA pay under the contract to the provisions of advisors’/supervisors’ grants.
Section D, Employment Fraction: “In the case of an individual engaged as a Graduate Student Research Assistant in thesis or work experience research as a degree requirement (Form K) or engaged in a personal research program, the individual, regardless of employment fraction, is expected to devote as much time as is necessary to satisfactorily meet the degree requirement or the goal of the research program.”
Section E, Grant or Contract Support: “Notwithstanding any other provision of this agreement, employment, and therefore salary, which is made available as a result of a grant or contract is contingent on continuation of that grant or contract and salaries paid from grant or contract support shall be subject to the terms of the grant or contract. Unless restricted or limited by a contract or grant, salaries paid shall be consistent with the other sections of this Article. In this connection University proposals to granting or contracting sources for support of employees shall not be inconsistent with the other sections of this article.
Subject to the other provisions of this section, an employee with an employment fraction shall continue to be paid on that basis for the specific period of employment provided in the written notification set forth in Section A of Article X.
In the event of a grant or contract termination or cutback, the employee’s immediate supervisor shall discuss the impact of that termination or cutback with an employee who may be affected. In the event that more than one employee is affected, the Department Head or appropriate level of supervision shall discuss the matter, including average size of fractions for, and numbers of, Graduate Student Research Assistants, with the group of employees.”
University of Massachusetts at Amherst (RA contract)
Current University of Massachusetts-Amherst contract language on posting of/hiring for Research Assistant positions:
Posting: Generally, the UMass-Amherst GEO contract language covering RAs provides for the posting of known grant funding and the availability of RA positions on particular grants. It provides mechanisms by which applicants for RA positions can become familiar with all of the research being conducted in a department. It sets up a posting procedure for grant-funded RA positions for which faculty are seeking applicants. It does not requiring posting of positions that are reserved for specific graduate students, or posting when time is of the essence.
Hiring: The UMass GEO contract leaves the criteria for selecting RAs up to departments.
Other points of interest: This contract makes provisions for how and when research assistants are to be notified when their grant-funded positions will cease to exist.
The criteria shall be at the discretion of the Department Head.
(a) A list of grants shall be generated centrally and posted in departments four times a year. This list shall include: name of grant, name of the PI, granting agency, amount of the grant, and the starting and ending dates for the current grant. Department heads shall add any grants funded by other sources when they receive the printout from the Office of Grant and Contract Administration. At the beginning of each semester (by the first week of the second month of the semester) the department shall add to the above list the number of RAs written into the grant, and which RAs are working on those grants. These lists shall be posted in a central location, accessible to graduate student employees in the department.
(b) Department heads shall ensure that funded research-in-progress is presented to the graduate students in their departments in an oral presentation once each year, or the department head shall generate a funded research-in-progress list that is posted in departments. Principal investigators shall be urged to inform department heads of their research when funding is likely. Such research will be added to research-in-progress lists. A principal investigator’s failure to report such research shall not be subject to Article 31, Grievance Procedure. Copies of grant proposals for all funded research shall be available for review by graduate students, using procedures developed by the Administration. Department heads shall ensure that there is a mechanism by which any students who are interested in a research project will have the opportunity to receive further information on appointment possibilities, if such information is available.
(c) RAs that are open and for which faculty are looking for individuals shall be posted in the following way:
(i) Posting for Assignments Available Only to Graduate Students in the Employing Department The department shall notify all graduate students in the department of the RAs that will be available by posting them in a space easily accessible to graduate students, and putting notices in students’ departmental mailboxes, if timing allows.
(ii) Posting for Jobs Available to Graduate Students Outside the Employing Department Notice of any assignments which the department or employing unit determines are available to graduate students not enrolled in that department will be posted in a central location, unless the assignment is to be filled by reappointment and if timing allows. Such postings will include an explanation of any acronyms used and will include a telephone number for the listing department. The cover sheet for such postings will include a listing of all bargaining units whose positions are included. Such listings shall be posted in a space easily accessible to graduate students in each department, and a copy shall also be sent to the on-campus GEO office, the Student Employment Office, and the Assistantship Office of the Graduate School and shall be available on the University’s website, if timing allows.
C. Notice
(a) The department or employing unit will make every reasonable effort to provide maximum possible notice of funding decisions to RAs.
(b) If six months prior to a grant expiring the department or employing unit cannot notify graduate students of whether or not they will be funded when the current grant expires, the head of the department or employing unit shall advise, in writing, all affected graduate student employees of the department’s expectations about that student’s appointment or reappointment under the renewed grant. A statement as to the number of RAs that will be funded under the upcoming grant will also be included in the notice.
(c) At least sixty days prior to expiration of a grant, the department or employing unit will advise, in writing, the RAs who are funded by that grant of the department’s expectations about that student’s appointment or reappointment under the renewed grant.
(d) Fourteen days prior to the grant expiration, all current RAs funded on the grant as well as all currently enrolled graduate students who are to be funded by the grant, shall be given an updated notice of the department head’s expectation of appointment or reappointment. These notices shall be issued in good faith.
(e) The accuracy of any notification issued under the terms of Article 23 shall not be subject to Article 31, Grievance Procedure.
(f) RAs not funded by grants or contracts shall be given the same notices as TAs and TOs.”
University of Washington (RA contract)
Current University of Washington contract language on posting of/hiring for Academic Student Employee (“ASE”) positions, including Research Assistantships:
Posting: Generally, the UW contract lays out a procedure for the posting of available RA positions. It does not require the posting of positions that have been committed to specific students by their advisors, or posting when time is of the essence. It stipulates that whenever possible, RA appointments will be for a full academic year.
Hiring: The UW contract describes when and how people will be notified of their appointments. The contract does not require the selection of particular candidates over others, or specify what criteria can be used to make decisions (in fact, it explicitly reserves this right to hiring departments)—it just says that whatever the criteria are, they need to be made explicit.
Other points of interest: This contract lays out how employees will be informed of what duties their appointments include.
“Article 4 – Appointment and Reappointment Notification and Job Description
When sufficient funding is available, offers of 50% FTE appointment and reappointment for positions that are not open hire will be for one academic year (Autumn, Winter, and Spring) or longer. It is recognized that differences in course load between academic quarters and the need to spread available support among students (e.g., three students get two quarters) are among legitimate reasons for offering less than a full academic year of support. An ASE has the right to be released from any quarter(s) of an appointment provided that the ASE gives at least 30 days notice prior to the beginning of the quarter and the nature of the job duties does not require continuity of service by the ASE.
The University shall provide a written letter offering an individual an appointment or reappointment.
A. Incoming students shall be notified of their appointments no later than April 1st, and will have until April 15th to respond to the offer.
B. Continuing students whose appointments begin in Autumn Quarter shall be notified of their appointments no later than June 1st and will have two weeks to respond to the offer, except in exceptional situations as outlined in Section 3.
C. Students whose appointments begin in any other quarter shall be notified at least 30 days prior to the beginning of the work assignment and will have one week to respond to the offer, except in exceptional situations as outlined in Section 3.
Section 3.
Exceptional situations, for purposes of this Article, are those situations in which the appointment cannot be filled by the notification deadline, or those situations in which an appointment has been filled but vacated due to an unforeseeable circumstance. The parties recognize that the need for hourly employees may not be consistent with the above schedule. In exceptional situations, students will be notified of their appointments as soon as practicable. These situations shall not result in a reduction in the compensation of a reassigned ASE’s accepted appointment, as provided in Article 15 (Layoff) in this Agreement.
Section 4.
Applicants who are not initially offered appointment or reappointment, but who are placed on an alternate list, will be provided a written notice of their status as alternate candidates in accordance with the notification deadlines in Section 2.
Section 5.
The letter offering appointment will include the following information:
- Appointment title (if known)
- Appointment % FTE (when applicable) or expected hours for hourly employees
- Effective dates and duration of appointment (when applicable)
- Hiring unit
- Hiring unit contact
- A summary of the nature of required duties
- Salary/wages
- Health and other applicable benefits
- Costs of tuition or fees that are required as a condition of employment, if any
- Tuition and fee waiver or exemption information
- Response requirements, if any
- A statement that the position is covered by this collective bargaining agreement
- The current collective bargaining contract website address
- The University shall include in all ASE appointment letters a link to the Union’s website
Section 6.
Job Description. At least three weeks prior to the commencement of each quarter, the University shall provide ASEs with documentation that will set forth the specific duties of the appointment for that quarter, including assigned course, lab, or research project (if applicable), the faculty member or supervisor to whom the ASE will report, procedures used for evaluation (if any), course meeting times and location (if applicable), the maximum number of students for which the ASE will be responsible (if applicable), office hours (if applicable), training programs (if applicable), and work location. In the case of an ASE whose job description is not expected to change for at least a year, the documentation may be provided once at the beginning of the appointment, and thereafter when duties change. In exceptional situations, ASEs will be given a job description (or changes to a job description) as soon as practicable, but no later than the first day of the work assignment or reassignment.”
“Article 13 – Job Posting
Section 1.
The University shall create and maintain a central website and shall post information on it regarding open hire ASE positions. Open hire positions are those positions not used to fulfill a commitment of support made to a student, either (a) at the time of admission or (b) under an existing advising relationship with a faculty member(s). The University shall notify the Union of the address of the website within 30 days of ratification of this Agreement.
Section 2.
Open hire positions may be announced to all eligible applicants within a Department or Hiring Unit without being posted to the University’s central website. The application deadline for Departmental or Hiring Unit postings shall be one week, except in emergency situations. If the position is not filled after two weeks, it shall be posted to the University’s central website.
Section 3.
Application deadlines for positions posted to the central website shall be two weeks after jobs are posted, except in emergency situations. Notification shall take place for appointments not more than two weeks after applications are due.
Section 4.
All postings or re-postings shall contain the following information:
A. An employment non-discrimination statement.
B. Classification and job descriptions.
C. Procedures regarding the application and re-application process including the name and location of the office where inquiries and applications may be made.
D. Hiring criteria.
E. Job requirements and qualifications.
F. Deadlines for application, acceptance and notification.
Section 5.
The determination of job requirements and qualifications shall be made by the University. Once the University has determined the hiring criteria, they shall not be modified to be more restrictive within the same hiring period.
Section 6.
Re-posted positions shall remain posted at a central campus website for no less than one week. The application deadline shall be no less than one week from the time of re-posting.
Section 7.
For the purpose of this Article an emergency situation is one in which the beginning of the appointment period must begin less than a week after the position is posted.”
SUNY Stony Brook (RA Contract)
SUNY Stony Brook Research Foundation RA contract (RAs at SUNY Stony Brook are the employees of a separate entity, the Research Foundation):
Posting: The SUNY Stony Brook Research Foundation doesn’t contain language requiring the posting of available positions.
Hiring: This contract doesn’t specify who will be hired or what hiring criteria will be.
Other points of interest: Generally speaking, the SUNY-Stony Brook RA contract formally recognizes the dual nature of relationships between advisors and research assistants. It provides for formal notice of the terms of appointments (i.e., what the employee will be paid and what kind of benefits s/he will receive).
12.1 The parties understand and agree that the relationship between a Principal Investigator (“PI”) and a bargaining unit member is both academic and supervisory in nature. Academic issues are outside the scope of this Agreement.”
15.1 A Letter of Appointment will be issued by The Research Foundation to each bargaining unit member and will include the following information:
1. Appointment title;
2. Effective date of appointment and anticipated end date of appointment, subject to available funds and academic eligibility;
3. A statement that bargaining unit members are expected to perform duties in scholarly and scientific investigation;
4. Salary at time of appointment;
5. Benefits information;
6. A statement that the position is covered by a collective bargaining agreement between the Research Foundation and the RA Union, CWA Local 1104.
15.2
The Research Foundation will forward a copy to the affected unit member whenever it processes an Employee Change form. The Research Foundation encourages all PIs to notify Research Project Assistants as soon as practicable of changes in funding that will affect their appointment.”
