University of Washington Human Resources

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Article 5 – Childcare

Section 1. ASEs will continue to be eligible to apply for the Childcare Assistance Program, which provides eligible student parents with direct financial assistance to cover basic childcare costs.

Section 2. If the University has an active contract for Backup and Sick Childcare Services, qualifying ASEs shall be eligible to participate.

Section 3. An ASE representative, with preference given to student parents, will be appointed annually to the Childcare Advisory Committee to further the goal of improving access to affordable on-site childcare for ASEs and to address equity in eligibility for the Childcare Assistance Program.

Section 4.

1. Effective Fall Quarter 2024, all eligible ASEs shall receive up to $1560 per quarter for childcare expenses incurred during the ASE’s appointment period. The University agrees to commit no more than $70,200 per year for the purpose of ASE childcare expenses.
2. Effective Fall Quarter 2025, all eligible ASEs shall receive up to $1560 per quarter for childcare expenses incurred during the ASE’s appointment period. The University agrees to commit no more than $70,200 per year for the purpose of ASE childcare expenses.
3. Effective Fall Quarter 2026, all eligible ASEs shall receive up to $1560 per quarter for childcare expenses incurred during the ASE’s appointment period. The University agrees to commit no more than $70,200 per year for the purpose of ASE childcare expenses.
4. An ASE is considered eligible if they have one or more dependents and have not received an award from the UW Childcare Assistance Program.
5. The parties shall maintain the currently agreed upon system for application, decision and notification of awards, and any changes shall be agreed to by both parties.

Section 5. At the request of either party, the Union and the University will continue to meet and discuss, through the Union-Management Committee or through other means, childcare-related improvements for ASE parents.

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Article 6 – Discipline or Dismissal

Section 1. ASEs shall only be subject to discipline or dismissal for just cause.

Section 2. It is recognized that ASE appointments cease at the end of a designated period, and the cessation of such an appointment is not subject to the just cause requirement. Discipline or dismissal as used in this Article refers to actions taken involving job related misconduct or job related poor/non-performance and does not include any action based on academic performance. No decision made by the University concerning academic discipline or dismissal of a student is subject to this Agreement.

Section 3. In the event disciplinary action will not result in a suspension or dismissal, the ASE and the Union shall be provided with a copy of the disciplinary action. The ASE may request a conference with a Union representative and the supervisor to discuss the discipline prior to the disciplinary action being placed in the ASE’s file, but not later than fourteen (14) days from the receipt of the copy of the disciplinary action.

Section 4. In the event that suspension or dismissal of an ASE is contemplated, the University shall:

1. Notify the ASE and the Union in writing of the contemplated action. The notice shall include a statement of reasons for the contemplated action, which shall include the nature of the alleged violation, the level of discipline contemplated, notice of a right to a conference, and notice of the right to Union representation. Upon request, the ASE shall be entitled to any materials (such as an investigative report) that have been prepared, although confidential information and witness statements may be withheld; and
2. Offer a disciplinary conference to be held with the Department Chair (or designee) or Hiring Unit Director (or designee) at least three (3) business days after the written notice.

Section 5. The ASE shall be entitled to Union representation at the conference, at which the Union representative shall be afforded the opportunity to speak on behalf of the employee and shall otherwise be entitled to represent the employee.

Section 6. During the conference, the ASE shall be apprised of the charges and shall have an opportunity to respond to the charges.

Section 7. An ASE who is disciplined or discharged shall be entitled to file a grievance at the second step of the grievance procedure. The ASE shall have fourteen (14) calendar days from the date of the action to file a grievance.

Section 8. The Union shall be promptly notified in writing of any disciplinary action taken against an ASE.

Section 9. Administrative Leave:

1. The University may place an ASE on paid administrative leave without prior notice, in order to investigate allegations of misconduct or dereliction of duty which, in the judgment of the University, warrant immediately relieving the ASE from all work duties and/or require removing the ASE from the premises.
2. The Union will be promptly notified of when an ASE is placed on paid administrative leave.
3. Paid administrative leave is not discipline.
4. At the conclusion of an investigation of an ASE placed on administrative leave, where the Employer elects not to take disciplinary action, the ASE will be provided with a notification that the investigation is completed and that no discipline will be imposed.
5. If no disciplinary action is taken, no record of administrative leave will be placed in the ASE’s personnel file.

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Article 7 – Fee and Tuition Waivers

Section 1. ASEs with a 50% FTE appointment will receive a waiver for the operating fee, building fee, and technology fee. Except as otherwise provided in this Article, tuition and fee waivers for ASEs with a 50% FTE appointment will be maintained at their current rates/level.

Section 2. In the event there is a new fee imposed by the Students, the Union will be given notice and the opportunity to bargain over the impacts.

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Article 8 – Grievance Procedure

Section 1. The parties recognize that disputes may occasionally arise concerning the terms and conditions of this Agreement and such disputes shall be resolved through this grievance procedure.

Section 2. A grievance is a claim by an employee or group of employees covered by this Agreement, or by the Union, that the University has violated a specific provision of this Agreement.

Contents — The written grievance shall include the following information:

A. The type of grievance (individual, group, union).

B. The following information about the grievant(s) (if applicable):

1. 1. Name
   2. Contact information
   3. Department/hiring unit
   4. Job classification
   5. Immediate supervisor’s name, job classification, and contact information

C. The following information about any representative (if applicable):

1. 1. Name
   2. Contact information

D. The date of the violation

E. The specific Article(s) and Section(s) of the Agreement violated

F.  description of the violation with pertinent facts (as known at the time of filing)

G. Remedy requested

H. The signature of each grievant (or representative)

Section 3. The parties support the resolution of problems at the lowest possible level and to that end encourage informal discussions to resolve problems without the grievance procedure. Prior to initiating a grievance, the aggrieved party is encouraged to discuss the matter with the immediate supervisor. If requested, a Union representative may be involved in the discussion. Resolutions from pre-grievance discussions, although final, shall not be precedential.

Section 4.
Step One — Step One is optional; grievances may be filed and immediately proceed to Step Two. A grievance must be filed in writing by the Union in the Office of the Department Chair, with a copy to the Assistant Vice President of Labor Relations and the Labor Relations Office (laborrel@uw.edu). For grievances involving Hourly ASEs that are not working in a Department, the grievance shall be filed with their Hiring Unit Director (such as the manager of the tutoring center they work at, etc.). The grievance shall state the pertinent facts of the case with reasonable particularity, including the section(s) of the Agreement allegedly violated, and the remedy or desired outcome that is sought. The date of filing is the date the grievance is received at the Office.

The grievance must be filed within thirty (30) calendar days from the occurrence of the events giving rise to the grievance, or from the time at which the aggrieved individual should reasonably have become aware of the grievance. The date of the meeting will be mutually agreed upon within fourteen (14) calendar days of receiving the grievance, and when possible, the Chair (or designee) or Hiring Unit Director (or designee) shall meet with the grievant and the Union within the aforementioned fourteen (14) calendar days. The Chair (or designee) or Hiring Unit Director (or designee) shall issue a written response to the grievance within seven (7) calendar days of the meeting.

Resolutions at Step One, although final, shall not be precedential.

Step Two — If the Union bypasses Step One or is not satisfied with the Step One response, it may appeal in writing within seven (7) calendar days after receipt of the Step One decision; or in the case where Step One is bypassed, the grievance must be filed within thirty (30) calendar days from the occurrence of the events giving rise to the grievance, or from the time at which the aggrieved individual should reasonably have become aware of the grievance. The Step Two appeal or Step Two filing shall be made to the Dean of the Graduate School, with a copy sent to the Assistant Vice President of Labor Relations and the Labor Relations Office (laborrel@uw.edu). The Union recognizes that the Dean may choose to designate other appropriate University personnel to act as the University’s representative for purposes of this Step Two. The date of the meeting will be mutually agreed upon within fourteen (14) calendar days of receiving the grievance and when possible, the Dean (or designee) and the Assistant Vice President of Labor Relations (or designee) shall meet with the Union and grievant within the aforementioned fourteen (14) calendar days and issue a written response to the grievance within fourteen (14) calendar days of the meeting. The requirement of a meeting may be waived by mutual agreement.

Step Three – Mediation

If a satisfactory settlement is not reached at Step Two, the Union may file a request, within fourteen (14) calendar days, for grievance mediation services with the Public Employment Relations Commission (PERC) in accordance with WAC 391-55-020, with a copy to the Labor Relations Office (laborrel@uw.edu). In addition to all other filing requirements, the request must include a copy of the grievance and all previous responses. Either party may skip Step Three. The parties may mutually agree to use a mediator from the Federal Mediation and Conciliation Service (FMCS) or other mutually agreed upon mediation provider. The cost of the mediation, if applicable, shall be shared equally by the parties. These services shall run concurrent with Step Four and shall not prevent nor delay the scheduling of an arbitration hearing.

Step Four — Arbitration

1. In the event the parties are unable to resolve the grievance at the prior step, or the step was skipped, the matter may be appealed to an impartial arbitrator for resolution. The appeal must be made within fourteen (14) calendar days of receiving the Step Two decision or the conclusion of the prior step. The submission of the matter to arbitration shall be provided to the Assistant Vice President of Labor Relations and shall state the issue to be arbitrated and the remedy that is sought.
2. Selection of an arbitrator:
   1. The parties agree to utilize an existing panel of five (5) arbitrators who will preside over complaints appealed to arbitration.
   2. Either party may request that a panel member be removed provided a 30-day notice is given to the other party.
   3. Changes to the panel members will apply to all three (3) UAW-UW collective bargaining agreements.
   4. Grievances appealed to arbitration shall be rotated between the panel members, except that, in the event scheduling problems exist, either party may request that the panel member next scheduled may be passed over.
3. Arbitration hearings shall be scheduled within 60 calendar days of the appeal to arbitration whenever possible.
4. The arbitrator shall conduct a hearing in accordance with the rules of the American Arbitration Association. The arbitrator shall render a decision on the grievance within 30 calendar days of the close of the hearing.
5. The decision of the arbitrator shall be binding on all parties.
6. The expenses and fees of the arbitrator shall be shared equally by the Union and the University.
7. The parties agree that the arbitrator shall not have the power or jurisdiction to render a decision that adds to, subtracts from, alters, amends or modifies in any way the terms and conditions of this Agreement. The arbitrator shall have no jurisdiction or authority to substitute their judgment for any academic judgment made by the University.
8. In disciplinary cases, the remedy available to the arbitrator shall not exceed making the employee whole for the remainder of the individual’s appointment period.
9. Each party shall bear its own fees and expenses in presenting its case, including the costs of legal representation.

Section 5. Time Limits. Failure to file or appeal a grievance within the specified time periods shall constitute a waiver of the grievance, and the matter shall be deemed resolved. By mutual written agreement, the parties may extend any and all time limits.

Section 6. The failure by the Employer to give a decision within the prescribed time limits under this Article shall permit the Union to proceed with the appeal to the next level. Notwithstanding this process, the Employer fully accepts its good faith obligation to process grievances, confer with grievant(s) and UAW representatives, and issue written decisions in accordance with the procedure described above.

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Article 9 – Health and Safety

Section 1. In compliance with campus health and safety policies and procedures, the University shall make reasonable efforts to maintain in safe working condition the workplace and equipment required to carry out assigned duties.

Section 2. The University shall provide first aid kits, information, and training for all ASEs in workplaces that involve the use of or exposure to hazardous materials or who work in a hazardous environment.

Section 3. ASEs shall not be required to work in conditions that pose an imminent threat to health and safety. All work by an ASE shall be performed in conformity with applicable safety standards. Should an ASE become aware of a condition they believe is unhealthy or dangerous, they shall immediately report the condition to a supervisor and/or the Environmental Health and Safety Department.

Section 4. The University shall supply and maintain all equipment, tools, and materials needed to carry out job duties safely.

Section 5. The University shall make reasonable effort to provide and maintain safe buildings and facilities. The University shall assess the hazards to which ASEs are exposed and provide appropriate personal protective equipment, including protective safety glasses where necessary.

Section 6. The University shall make available training to all ASEs in first aid, CPR, use of fire extinguishers, and disaster preparedness.

Section 7. The University will provide as much advance notice as possible to ASEs likely to be affected by an asbestos removal project.

Section 8. The University shall provide the Union with a position on the University-wide health and safety committee. The Union-Management Committee shall also be empowered to discuss health and safety issues.

Section 9. ASEs should contact their supervisor if they believe job procedures or use of University-owned or operated workstations or equipment will cause or exacerbate musculoskeletal injury or discomfort. Office ergonomic evaluations are available by completing the UW Office Ergonomic Evaluation Form.

Requests for ergonomic evaluations for non-office work activities can be made by contacting the Environmental Health & Safety Department (EH&S) at ehsdept@uw.edu.

Request for an ergonomic evaluation due to a diagnosed medical condition must be made with the Disability Services Office at DSO@uw.edu.

Ergonomic guidelines and resources can be referenced on the University of Washington’s Environmental Health and Safety Department’s (EH&S) website www.ehs.washington.edu.

Although the University does not provide ergonomic assessments for non-University-owned or operated work environments, EH&S can provide consultation and information for the site owner and UW employee and supervisor to arrange for an on-site evaluation by a UW contractor. Employees who are required to be remote and whose official work location is their personal residence are encouraged to discuss their equipment and ergonomic assessment needs with their supervisor. Employees who are required to be remote and whose official work location is their personal residence can refer to the ergonomics information on the UW HR employee telework website.

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Article 10 – Holidays

Section 1. ASEs shall not be required to work on the following holidays which occur during the term of their appointment, except as provided in Section 4 of this Article.

• New Year’s Day
• Martin Luther King, Jr. Day
• Presidents’ Day
• Memorial Day
• Juneteenth (June 19^th)
• Independence Day
• Labor Day
• Veterans’ Day
• Thanksgiving Day
• Native American Heritage Day
• Christmas Day
• Any other UW established holidays

These holidays will be observed on the date designated by the University for the University community.

Section 2. ASEs employed 50% FTE for three or more quarters during the 12-month period starting September 16th shall be entitled to one personal holiday during that 12-month period. Personal holidays must be requested in advance and require that the ASE find an acceptable substitute for scheduled work activities, if any. Personal holidays will be requested per departmental policy, and all holidays will be recorded and tracked in Workday effective September 16, 2022.

Section 3. The University recognizes that there are religious holidays that are not currently UW holidays. The University shall make every good faith effort to accommodate an ASE who wishes to observe other recognized religious holidays.

Section 4. Any ASE required by the University to work on a University holiday may arrange with the appropriate supervisor for a mutually agreeable alternative within the same quarter.

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Article 11 – Hourly Pay Scale Transparency

Section 1. The University shall post all hourly pay rates on department or hiring unit websites.

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Article 12 – Intellectual Property and Scholarly Misconduct

Section 1. Executive Order No. 36 (“Patent, Invention and Copyright Policy”) shall be incorporated into this Agreement in its entirety.

Section 2. Executive Order No. 61 (“Scientific and Scholarly Misconduct”) shall be incorporated into this Agreement in its entirety.

Section 3. The Union and the University shall work together to develop a plain language summary of these policies to be distributed to ASEs at every applicable orientation.

Section 4. ASEs may, at their option, request the Union to advise and assist them in the processes outlined in these policies.

Section 5. The University retains the right to amend, change or alter these policies at any time. The University will notify the Union of any substantive changes.

Section 6. The parties agree that the only time the Grievance Procedure of this Agreement will apply to these policies is in the event of dismissal or discipline of an ASE as a result of these policies.

Section 7. Employee contributions to their scholarship shall be appropriately recognized. Publication credits shall accurately and appropriately reflect the contributions and work of the individuals involved as determined by the University.

Section 8. The Union Management Committee shall be empowered to discuss intellectual property.

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Article 13 – Insurance Programs

Section 1. The current Graduate Appointee Insurance Plan (GAIP) shall be continued with the following conditions:

1. Both parties agree that the medical, dental, and vision benefits will be based on the plan design as attached in Appendix 1. GAIP shall utilize the provider network(s) available through the selected insurer. The University shall not request that the insurer create any custom network(s).
2. The University will provide the Union with utilization reports as they become available. During the annual renewal period in March, the University will provide the Union with access to relevant information including an annual review of the plan, experience summary reports, plan census information, and trend information relating to GAIP. Pertinent information shall not include proprietary data or formulas and such information is not relevant or necessary.
   1. Unforeseen changes to federal and state law or direction from regulators may necessitate modifications to the GAIP plan in order to ensure legal compliance. The University agrees to provide notice to the Union when changes are necessary and to comply with applicable bargaining obligations, after which, the University will follow any changes mandated by regulators as required under federal or state law.
3. The parties will meet in December and June of each year to discuss the status of GAIP. At the December meeting, the parties will discuss whether to automatically renew the GAIP plan or initiate a Request for Proposals (RFP). The final determination will be made by the University. If the University initiates an RFP to determine the GAIP plan insurer, the University will begin work immediately, with input from the Union. The University will provide the Union with the renewal plan documents and related filings with the Washington State OIC.
4. The University may automatically renew the GAIP plan annually if the plan benefits identified in Appendix 1 do not change.

Section 2. Joint Health Care Committee. A Joint Employer-UAW Health Care Committee shall be continued to discuss quality, administrative, and service matters pertaining to GAIP. The Joint Health Care Committee (JHCC) will be comprised of appropriate representatives of both the UAW and the University with other specialists to be invited as required to conduct JHCC business. The JHCC will meet at least once per year and can meet as necessary by mutual agreement of the parties.

Section 3. Both the University and the Union will designate a contact to communicate with and cooperate in assisting in the prompt resolution of identified challenges. However, this does not supersede the GAIP plan document rules. Both the Union and the University will maintain issue-tracking logs, which will be shared periodically. Both parties will remain mindful of HIPAA obligations.

Section 4. Each pay period except for the final pay period of each quarter, the University will provide the Union with the UW GAIP eligibility files. The University will also provide the Union with the UW preliminary file, which is generated once per year for the upcoming plan year (Oct 1 – Sept 30). ASE Social Security numbers will be removed from the file prior to the file being sent to the Union.

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Article 14 – Job Posting

Section 1. The University shall post information on a University jobs website such as UW Hires, Handshake, or GFIS 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, (b) under an existing advising relationship with a faculty member(s) or (c) under an existing or previous working relationship with a faculty member(s) (for example, an ASE is returning to an appointment they have held in a previous quarter). The University shall notify the Union of any such 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 a University 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 a University website.

Section 3. Application deadlines for positions posted to a University website shall be at least one week 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:

1. An employment non-discrimination statement
2. Classification and job descriptions
3. Pay range
4. Procedures regarding the application and re-application process including the name and location of the office where inquiries and applications may be made
5. Hiring criteria
6. Job requirements and qualifications
7. 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 University 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.

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Article 15 – Job Profiles and Classifications

Section 1. ASEs will be placed into job profiles based on the nature of job duties and qualifications as follows:

Job Profile	Job Code	Job Duties	Standard Qualifications	Compensation
Reader/Grader	10886	Non-teaching/research academic assistance	Undergraduate or Graduate Student	Hourly Range
Tutor	10887	Tutoring	Undergraduate or Graduate Student	Hourly Range
UG Teaching Assistant	10868	Assist in teaching	Undergraduate Student	Hourly Range
UG Research Assistant	10869	Assist in research	Undergraduate Student	Hourly Range
Stipend Grad Trainee C	10859	Research	Graduate	Stipend per
Teaching Assistant	10817	Teaching	Premaster	Base
	10817	Teaching	Postmaster or equivalent (Intermediate)	Base + 5%*
	10817	Teaching	Candidate	Intermediate + 5%*
Predoctoral Instructor	10804	Teaching own class	Premaster, Postmaster, or Candidate	TA Candidate Minimum
Research Assistant	10847	Research	Premaster	Base
	10847	Research	Postmaster or equivalent (Intermediate)	Base + 5%*
	10847	Research	Candidate	Intermediate + 5%*
Staff Assistant	10857	Non-teaching/research academic assistance	Premaster	Base
	10857	Non-teaching/research academic assistance	Postmaster or equivalent (Intermediate)	Base + 5%*
	10857	Non-teaching/research academic assistance	Candidate	Intermediate + 5%*
Summer Only Graduate Research Student Assistant (GRSA)	10854	Research	Graduate	Hourly Rate based on equivalent %FTE Rate***
Summer Only Graduate Teaching Student Assistant (GTSA)**	XXXXX	Teaching	Graduate	Hourly Rate based on equivalent %FTE Rate***
Summer Only Graduate Student Academic Assistant (GSAA)**	XXXXX	Non-teaching/research academic assistance	Graduate	Hourly Rate based on equivalent %FTE Rate***
Summer Only Graduate Predoctoral Instructor (GPI)**	XXXXX	Teaching own class	Graduate	Hourly Rate based on equivalent %FTE Rate***

*Effective July 1, 2024. Prior to July 1, 2024, the percentage between levels is 7.5%.

**The GTSA, the GSAA, and the GPI positions will be available for use starting summer quarter 2025.

***The GRSA, the GTSA, the GSAA, and the GPI Rate shall be calculated by multiplying the monthly salary for a %FTE Research Assistant,  Teaching Assistant, Staff Assistant, or Predoctoral Instructor (whichever is appropriate) by three and then dividing the product by 220 (50% FTE ASE quarterly workload).

Section 2. ASEs shall be appointed at the highest compensation for which they are eligible based on job duties, degree standing, and experience as described in Section 1. ASEs may be appointed at a higher compensation at the discretion of the Department or Hiring Unit. In making promotional decisions, Departments and Hiring Units are encouraged to take an ASE’s job experience and performance into account as well as degree standing.

Section 3. ASEs who meet the standard qualifications described above and who are assigned to teach their own courses shall be classified for that quarter in the Predoctoral Instructor job profile.

Section 4. Variable rates are those established at or above Teaching Assistant, Research Assistant and Staff Assistant candidate levels. Nothing in this Agreement is intended to limit the University’s right to add new variable rates in all job profiles or to change existing variable rates.

Section 5. No modifications or deletions shall be made to the bargaining unit job profiles in Section 1 unless they are agreed to by both parties.

Section 6. The parties recognize that certain funding agencies do not allow tuition to be charged to the agency grant or contract. In such cases, the University may compensate the ASE at a pay rate equal to the appropriate salary level plus the operating fee portion of tuition. The ASE will be responsible for payment of tuition to the University.

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Article 16 – Layoff

Section 1. If an individual accepts appointment to an ASE position for one or more quarters in an academic year, and the position offered is eliminated or reduced for some reason other than an emergency layoff, the University shall notify the affected individual and the Union one month in advance or as soon as practicable. Furthermore, the University will ensure that the individual:

1. Is given an appointment in a bargaining unit classification and will be paid equivalent compensation to that of the original appointed position, or
2. Receives equivalent compensation in lieu of the position for the term of the appointment. For Hourly ASEs with an appointment period, equivalent compensation shall be for the number of hours in the appointment that were not completed. If the number of uncompleted hours for an Hourly ASE cannot be determined from the letter offering appointment or other correspondence, the ASE and the Department or Hiring Unit shall mutually agree upon the number of uncompleted hours based on the typical workload of appointees doing the same kind of work assignment.

For purposes of this Article, the term appointment refers to the commitment made to the ASE in the appointment letter.

Section 2. An emergency layoff is the suspension of an appointment to which an ASE is assigned or is working due to acts of nature or financial emergency.

Section 3. An ASE that has been released from one or more quarters of the appointment (consistent with Section 1 of Article 4) does not forfeit the provisions of this Article for any remaining quarters.

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Article 17 – Leaves of Absence

Section 1. Medical Leave/Family Leave/Childbirth/Adoption. The University will grant an ASE’s reasonable request for leave of absence for appropriate duration due to:

1. personal illness and/or disability;
2. care of a family member as defined below in Section 2, childbirth, or adoption;
3. bereavement due to the death of a family member as defined in Section 2; or
4. family member’s military deployment or service-related injury.

Appropriate documentation may be required for leaves under Section 1 (A), (B), (C), and (D).

Section 2. Definition of Family Member. 

A. A child, including a biological, adopted, or foster child; stepchild; a child’s spouse; or a child to whom the employee stands in loco parentis, is a legal guardian, or is a de facto parent, regardless of age or dependency status;
B. A parent, including a biological, adoptive, de facto, or foster parent; stepparent; or legal guardian of an employee or the employee’s spouse; or a person who stood in loco parentis when the employee was a child;
C. A spouse;
D. A state registered domestic partner;
E. A grandparent;
F. Individuals in the following relationships with the employee’s spouse or state registered domestic partner: child, parent, or grandparent;
G. A grandchild; or
H. A sibling.
I. Effective January 1, 2025, an individual who regularly resides in the ASE’s home or where the relationship creates an expectation that the ASE care for the person, and that individual depends on the ASE for care. This does not include an individual who simply resides in the same home with no expectation that the ASE care for the individual.

Section 3. Sick Time Off Usages and Accruals for Salaried ASEs. 

1. Sick Time Off Use: Sick time off shall be allowed an employee under the following conditions. The Employer will not require verification for absences of less than 3 consecutive work days. Such verification or proof may be given to the supervisor/manager or Human Resources according to departmental policy.
   1. Because of and during illness, disability or injury which has incapacitated the employee from performing required duties.
   2. By reason of exposure of the employee to a contagious disease during such period as attendance on duty would jeopardize the health of fellow employees or the public.
   3. Because of a health condition of a family member that requires treatment or supervision or that requires the presence of the employee to make arrangements for extended care. The Employer may authorize sick time off use as provided in this subsection for other than family members. The applicability of “emergency,” “necessary care” and “extended care” shall be made by the Employer.
   4. To provide emergency child care for the employee’s child.
   5. Because of a family member’s death that requires the assistance of the employee in making arrangements for interment of the deceased.
   6. For personal medical, dental, or optical appointments or for family members’ appointments when the presence of the employee is required, if arranged in advance with the employing official or designee.
   7. When the employee’s workplace has been closed by a public official for any health related reason.
   8. When the employee’s child’s school or place of care has been closed by a public official for any health related reason or after the declaration of an emergency by a local or state government or agency, or by the federal government.
   9. For reasons related to domestic violence, sexual assault or stalking that affect the employee, the employee’s family member or a person with whom the employee has a dating relationship.
   10. For condolence or bereavement.
2. Sick time off award:
   1. A salaried ASE whose appointment is 50% FTE for the academic year or longer will receive twenty-eight (28) hours of paid sick time off per year awarded annually at the start of each annual appointment period. An eligible ASE will be awarded sick time off on the effective date of the appointment in Autumn quarter.
   2. A salaried ASE whose appointment is greater than 50% FTE for the academic year or longer will receive a prorated award of paid sick time off per year awarded annually at the start of each annual appointment period based on that FTE. An eligible ASE will be awarded sick time off on the effective date of the appointment in Autumn quarter.
   3. A salaried ASE whose appointment is 50% FTE for less than the academic year will receive a prorated award of paid sick time off based on that FTE. An eligible ASE will be awarded sick time off on the effective date of the appointment.
   4. A salaried ASE whose appointment is greater or less than 50% FTE for any duration during an academic year will receive a prorated award of paid sick time off based on that FTE. An eligible ASE will be awarded sick time off on the effective date of the appointment.
3. Sick time off availability and usage: Once awarded, sick time off is available for use immediately. All sick time off requests must be submitted according to departmental policy, and time off use must be recorded and tracked in Workday. Unused sick time off is not paid at separation, does not transfer once an ASE is no longer part of the bargaining unit, and is not eligible for shared leave donation. Unused sick time off does not roll over from one academic year to another and expires at the end of each annual appointment period.

Section 4. Sick Leave Accrual and Usage for Hourly ASEs. Hourly ASEs are eligible for paid sick leave as covered in Section 3(1)(A-I). The accrual rate will be one (1) hour for every 40 hours worked (0.025 per hour). Sick leave accrues at the end of the month and is available for use the following month. Employees may only carryover a maximum of forty (40) hours of accrued sick leave each calendar year.  Accrued sick leave is not paid at separation.

Hourly ASEs can use sick leave in accordance with Section 3(1)(A-I).

If changes to federal or state law occur during the life of the contract, the parties will meet and confer as the law requires.

Section 5. Unpaid Leave. Unpaid leave may be granted for periods beyond the terms of leaves in Section 3, but shall not exceed the end of the appointment period. These leaves may be paid (in whole or in part) for reasons as defined in Section 1 and at the sole discretion of the Department or Hiring Unit. An ASE whose appointment is 50% FTE for the academic year or longer shall be eligible to use up to twelve (12) weeks of unpaid leave, during which the University shall provide health insurance coverage, for circumstances identified in Section 1 (A) and (B). For ASEs who are employed for fewer than three quarters, the amount of unpaid leave as covered under Section 1 (A) and (B) will be prorated. ASEs shall not be required to register for any tuition credits during their leave period. During the leave period the ASE will continue to be responsible for their portion of the dependent coverage premium.

Section 6. Child Care Emergency. A child care emergency is defined as a situation causing an employee’s inability to report for or continue scheduled work because of emergency child care requirements such as unexpected absence of a regular care provider, unexpected closure of the child’s school, or unexpected need to pick up a child at school earlier than normal. ASEs shall be authorized to use paid sick leave (as specified in Section 2 above) for child care emergencies.

Section 7. Coverage During Leave. In order to ensure proper coverage, it is the responsibility of the ASE to contact the appropriate faculty member or other supervisor in advance of the leave, unless not possible. If applicable, such notification will include appropriate medical documentation and projected return date. While it is the University’s responsibility to make alternative arrangements to cover the assignment, the ASE will assist as reasonably possible.

Section 8. Military Leave. An ASE shall have those rights provided by law for military leave.

Section 9. Jury Duty. An ASE shall not have any reduction of stipend or pay due to jury duty service, or if subpoenaed to serve as a witness in a legal proceeding in which the ASE is not a party to the dispute. To the extent permitted by law, an ASE shall request a postponement of jury service if requested to do so by their department or program. An ASE shall advise their supervisor of their receipt of notice for jury service as soon as reasonably possible.

Section 10. Other Leaves. The determination of whether to approve other requests for an unpaid leave shall be made by the University.

Section 11. Appropriate usage of any of the above leaves shall have no impact on decisions concerning re-appointment or transfer of an ASE.

Section 12. Leave Without Pay for Reasons of Faith or Conscience. Leave without pay will be granted for reasons of faith and/or conscience for up to two (2) workdays per year as provided below:

1. Leave without pay will be granted for up to two (2) workdays per calendar year for reasons of faith and/or conscience and/or an organized activity conducted under the auspices of religious denomination, church (or other religious organization), or other organizations of conscience. Leave without pay may only be denied if the employee’s absence would impose an undue hardship on the Employer as defined by Chapter 82-56 WAC or if the employee is necessary to maintain public safety.
2. The Employer will allow an employee to use a personal holiday (if eligible per Article 10 Section 2), or vacation leave in lieu of leave without pay. All requests to use a personal holiday or vacation leave must indicate that the leave is being used in lieu of leave without pay for a reason of faith or conscience.
3. Personal Holidays may only be used in four (4) hour increments (or pro-rated hours based on FTE).
4. Employees will only be required to identify that the request for leave is for a reason of faith or conscience.

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Article 18 – Management Rights

Section 1. Management of the University is vested exclusively in the University. Except as otherwise provided in this Agreement, the Union agrees that the management rights of the University include, but are not limited to, the right to establish, plan, direct, and control the University’s missions, programs, objectives, activities, resources, and priorities; to establish and implement Affirmative Action plan and goals; to establish, revise, and administer procedures, reasonable rules and regulations, and direct and control University operations; to alter, extend, or discontinue existing equipment, facilities, and location of operations; to determine or modify the number, qualifications, scheduling, responsibilities, and assignment of ASEs; to evaluate, to determine the content of evaluations, and to determine the processes and criteria by which the performance of ASEs are evaluated; to establish, maintain, modify or enforce standards of performance, conduct, order and safety; to discipline or dismiss for just cause; to establish or modify the academic calendars, including holidays and holiday scheduling; to assign work locations; to schedule hours of work; to recruit, hire, or transfer; to determine how and by whom instruction is delivered; and to introduce new methods of instruction.

Section 2. The University has the sole and exclusive authority to make all decisions involving academic matters, including, but not limited to, who is taught, what is taught, how it is taught, and who does the teaching. All matters including academic judgment shall be made at the sole discretion of the University.

Section 3. The determination of whether duties will be assigned to ASEs or other individuals, or reassigned from ASEs to other individuals, will be made by the University.

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Article 19 – No Strikes, No Lockouts

Section 1. The Employer and the Union acknowledge that this Agreement provides, through the grievance procedure and through other administrative remedies, for an orderly settlement of grievances or disputes which may arise between the parties. Accordingly, the parties agree that the public interest requires the uninterrupted performance of all University services and to this end pledge to prevent or eliminate any conduct contrary to that objective. Therefore, during the life of the Agreement, the Employer shall not lock out any of the employees as a result of a labor dispute or grievance or disputes on personnel matters; nor shall the Union in any way authorize, assist, condone, participate in, or lend support to any work stoppage, work slowdown or any other curtailment of work in the bargaining unit.

Section 2. The Union shall act immediately to prevent and bring about an end to activity in violation of this Article. Actions shall include, but not be limited to, advising employees through direct contact, written and/or electronic notice that engaging in prohibited activity may lead to disciplinary action, and stating that individuals so engaged must cease such activity and return to work. Copies of such notice shall be provided to the University.

Section 3. Should employees engage in any unauthorized concerted action, then once the employees have returned to work and continue working, a Joint Union/Management Committee shall immediately meet in a good faith effort to resolve the dispute.

Section 4. Any action of the Employer in closing the University during a general strike, riot, or civil disturbance for the protection of the institution, its property, or its employees shall not be deemed a lockout.

Section 5. Nothing herein constitutes a waiver of the University’s right to seek appropriate legal relief in the event of a violation of this Article.

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Article 20 – Non-discrimination and Harassment

Section 1. Neither the Employer nor the Union shall discriminate against any employee by reason of the following status: age, sex (except where age or sex is a bona fide occupational qualification), race or ethnic origin, color, creed, national origin, religion, disability, disabled or Vietnam era veteran status, political affiliation, marital status, sexual orientation, gender expression or identity, pregnancy status, HIV status, immigration status, citizenship, or membership or non-membership in a union. The University prohibits retaliation against any ASE who reports concerns regarding discrimination or harassment, who cooperates with or participates in any investigation of allegations of discrimination, harassment, or retaliation, or any individual who is perceived to have engaged in any of these actions. Executive Order No 31 (EO 31) is the University’s policy that applies to discrimination and harassment. The University’s definitions for discrimination, harassment, and sexual harassment under EO 31 can be found here: https://www.washington.edu/admin/rules/policies/PO/EO31.html.

Section 2. Sexual Harassment. No employee shall be subjected to discrimination in the form of sexual harassment. Sexual Harassment is a form of harassment characterized by: (1) unwelcome sexual advances or requests for sexual favors, or other verbal or physical conduct of a sexual nature by a person who has authority over the recipient when (a) submission to such conduct is made either an implicit or explicit condition of the individual’s employment, academic status, or ability to use University facilities and services, or (b) submission to or rejection of the conduct is used as the basis for a decision that affects tangible aspects of the individual’s employment, academic status, or use of University facilities; or (2) unwelcome and unsolicited language or conduct by a member of the University community that is of a sexual nature or is based on the recipient’s sex and that is sufficiently offensive or pervasive that it could reasonably be expected to create an intimidating, hostile, or offensive University environment, or has the purpose or effect of unreasonably interfering with an individual’s academic or work performance. EO 31 also includes acts of sexual violence, such as sexual assault and sexual exploitation in the definition of sexual harassment.

Section 3. Micro-aggressions. Micro-aggressions are everyday exchanges—including words and actions—that denigrate and exclude individuals based on their membership in a group or class of individuals.

The Union and University shall meet, upon request, up to three (3) times per calendar year to evaluate progress on the joint goal of eliminating micro-aggressions against ASEs and discuss plans to advance that goal.

Section 4. The University shall provide ASEs with information about its non-discrimination and harassment policies.

Section 5. Complaints. A discrimination or harassment complaint may be filed with the Civil Rights Investigation Office and/or as a grievance in accordance with Article 8 of this Agreement. Employees may also file discrimination complaints with appropriate federal or state agencies. The parties agree to encourage the filing of discrimination complaints through the Civil Rights Investigation Office.

Section 6. Equity Survey. The Union and the University are committed to a diverse ASE workforce. Therefore, the parties will establish a joint committee to discuss methods of recruiting and retaining, and encouraging career development of, ASEs who belong to underrepresented groups (e.g. minorities, women) as well as individuals with disabilities, and veterans, and as defined by the University’s Affirmative Action Plan: http://ap.washington.edu/eoaa/affirmative-action-plan-and-resources/. The parties will also discuss and develop ways of improving the climate of ASE workplaces, particularly in cases when ASEs perceive disparate treatment (for example, as a result of native language/dialect or parental status).

Starting in Academic Year 2018-2019 and every year thereafter, the Union and the University shall jointly administer an equity survey for all ASEs focused on ASE-specific concerns. In the first Quarter following ratification, the University and the Union shall jointly agree upon baseline questions to be used through the life of the contract. In Fall Quarter of each year the survey shall be distributed through a low-cost platform (Catalyst Google, Survey Monkey, etc.) to all ASEs. The survey is subject to the University’s Policy on the Appropriate Collection and Use of Demographic Data for Job Applicants and University Personnel. In addition, any department or hiring unit may decide, on a volunteer basis, to jointly develop a department-specific survey, with additional questions to be distributed by a Department Chair or designee and an ASE in the Department designated by the Union. Responses from all surveys shall be available to the Union and the University. Once the surveys have closed and no later than the end of Spring quarter of that year, the Union and the University shall hold a Joint Labor Management meeting to discuss results and strategize further steps for promoting equity, inclusion, transparency and accountability.

Section 7. Workplace Behavior. The Employer and the Union agree that all employees should work in an environment that fosters mutual respect and professionalism. The parties agree that all employees should be free from everyday exchanges—including words and actions—that denigrate or exclude individuals based on their membership in a group or class. The parties agree that such inappropriate behavior in the workplace does not further the University’s business needs, employee well-being, or productivity. All employees are responsible for contributing to such an environment and are expected to treat others with courtesy and respect.

Inappropriate workplace behavior by ASEs, Faculty, supervisors and/or managers will not be tolerated.

Section 8. Lactation. University policy is to provide employees with reasonable accommodation necessitated by pregnancy or pregnancy-related health conditions, including the need to express breast milk (see APS 46.7 Reasonable Accommodation of Pregnant Employees). The University shall provide a reasonable amount of break time for an ASE to express breast milk for the nursing child each time such employee has need to express the milk. The University shall provide a space, other than a public bathroom, that is clean, shielded from view, and free from intrusion from coworkers and the public, in reasonable proximity to the lactating parent’s work location which may be used to express breast milk. The University shall ensure that employees have access to adequate space to store a pump and an insulated food container.

The University shall maintain a webpage listing the established lactation stations of which the University is aware, to include access instructions, and what equipment is available at each station (e.g., sink, refrigerator). It is understood that the lactation stations listed on this webpage do not represent a comprehensive list. The parties may add lactation stations to this webpage periodically, which will be discussed at the request of either party. These lactation stations will be available to all ASEs. The website address for the lactation stations will be included in ASE appointment letters.

Section 9. Bathroom Equity. The University shall provide that all ASEs have adequate access to all-gender bathrooms. Adequate access may include a reasonable amount of travel time.

The University shall publicize the location of every all-gender bathroom on campus on a website which will be updated annually.

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Article 21 – Parking and Transit

Section 1. ASEs shall have the option to participate in the on-campus parking program. ASEs shall have the same parking related services that are available to, and on the same basis as, full-time staff of the University. These parking related services include but are not limited to and quarterly parking permits.

Section 2. Notice. At sites operated by the University Transportation Services Department, the Union will have the option to bargain the impacts of any changes to parking access policy that will affect bargaining unit employees. This does not include parking rate increases, parking payment automation, increases/decreases in the number of parking spaces or any and all changes related to student parking.

Section 3. U-PASS. Eligible bargaining unit employees will not be charged a fee for a U-PASS through Spring Quarter 2027. Starting summer quarter 2025 and during summer quarters only, eligible non-registered ASEs outlined in Article 25 will not be charged a fee for a U-PASS.

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Article 22 – Personnel Files

Section 1. Departments and/or Hiring Units are responsible for the official personnel file of ASEs. UW Human Resources is responsible for the medical files of ASEs. ASEs and the Union shall be notified of the identity of the custodian of their personnel files. A notice specifying the location of the official personnel file(s) shall be posted in each Department or comparable unit. The personnel file should exclude all academic records and academic applications submitted to the University.

Section 2. ASEs shall have the right to examine all materials contained in their personnel file and, upon request, shall be provided a copy of any materials in that file. The personnel file shall be made available for review within three (3) working days of the request.

Section 3. ASEs shall have the right to request removal or correction of inaccurate materials from their personnel files, attach a concise statement in response to any item in the files, and/or seek removal of inappropriate material from the files.

Section 4. No reference to grievances shall be placed in an individual’s personnel file.

Section 5. All materials in the personnel file of an ASE, including supervisory job performance evaluations, shall be confidential except as required to be publicly available under State and/or Federal law. The University will limit access to student evaluations to those undergraduate, graduate, and professional students and faculty with UW Net ID.

Section 6. The Union shall be provided access to bargaining unit member personnel files with the written consent of the individual ASE. A copy shall be provided upon request.

Section 7. Rights established in this Article are conferred on the ASE while in the bargaining unit, regardless of current employment status as an ASE.

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Article 23 – Severability

If any provision of this Agreement is found to be contrary to law by a court of competent jurisdiction, such provision shall be of no force or effect; but the remainder of this Agreement shall continue in full force and effect. The parties shall negotiate in good faith with respect to any provision found to be in contravention of the law.

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Article 24 – Subcontracting

Section 1. If the University plans to subcontract unit work, the University shall provide reasonable advance notice to the Union. Any subcontracting must be done in good faith.

Section 2. The University shall, upon request, meet and confer with the Union over the effects of subcontracting on the unit.

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Article 25 – Summer Non-registered Graduate ASE Appointments

Section 1. Departments or Hiring Units may appoint non-registered graduate ASEs performing hourly research, teaching, or non-teaching/research academic assistance work during Summer Quarter (June 16th through September 15th), according to the following terms:

1. Departments will place ASEs who have not registered for Summer Quarter, but who are performing research, teaching, or non-teaching/research academic assistance work, into a Graduate Research Student Assistant (GRSA) job profile (10854), Graduate Teaching Student Assistant (GTSA) job profile (XXXXX), Graduate Student Academic Assistant (GSAA) job profile (XXXXX) or Graduate Predoctoral Instructor (GPI) job profile (XXXXX). Departments shall not use these job profiles at any time other than Summer Quarter (June 16th through September 15th);
2. The minimum hourly rates of payment made to non-registered ASEs performing research, teaching, or non-teaching/research academic assistance work during the Summer Quarter shall be based on a 50% FTE ASE quarterly workload;
3. In cases where an individual ASE’s only way to have paid health insurance coverage during Summer Quarter is by registering and working in a Graduate Student Service Appointee (GSSA) title at 50% FTE, the department shall notify the ASE in advance of their option to do so. In the event the ASE wishes to be covered by health insurance, the University and the Union will work together to make sure the ASE is covered;
4. GTSA, GSAA, and GPI positions will be available for use starting Summer quarter 2025.

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Article 26 – Training

Section 1. The University shall provide training necessary to fulfill ASE duties.

Section 2. All training shall be considered as part of the required workload.

Section 3. The content and delivery of training is reserved to and determined by the University.

Section 4. The Union-Management Committee shall make recommendations to the University to address overlapping or insufficient training concerns brought to its attention by ASEs.

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Article 27 – Travel

Section 1. The University shall make a reasonable effort to provide direct departmental payment of allowable expenses for approved business-related travel, consistent with the University of Washington Administrative Policy Statements, Section 70 and/or departmental policy. The University shall reimburse ASEs for approved buisness-related travel expenses when they are paid directly by the ASE, in accordance with University policy. Prior approval of the ASE’s Department Chair (or designee) must be obtained. Unpaid travel shall not be required.

Section 2. Reimbursement rates and methods shall be those provided to other University employees. The University will make a good faith effort to process reimbursements within thirty (30) days of submission of all required reimbursement information, forms, and receipts.

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Article 28 – Union-Management Committee

A joint Union-Management Committee shall be formed to address issues that are not the subject of an active grievance. This Committee will consist of five (5) individuals designated by the UAW and five (5) individuals designated by the University. Upon request, meetings will be held no more than once an academic quarter (Autumn, Winter, Spring) at mutually agreed upon times and on an ad hoc basis as needed. Summer quarter meetings shall be arranged upon mutual agreement. Agendas shall be mutually agreed upon at least five (5) business days prior to the meeting.

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Article 29 – Union Rights

Section 1. Each pay period UW shall provide the following union member information electronically in EXCEL format:

Section 2. The Union will have the same access to the University mail system as all other unions representing University employees.

Section 3. Following ratification and approval by the parties, the University shall publish the Agreement on a designated website.

Section 4. In accordance with University/Department policy on access, representatives of the UAW shall be permitted access to employees’ work spaces for the performance of official Union business, provided the University policy shall be non-discriminatory and shall be enforced in a non-discriminatory manner. Union representatives will not engage in any disruption of University operations, interfere with the assignment and direction of employees, or in any way impede the discharge of any employee’s duties and responsibilities.

Section 5. Union orientation is a part of the orientation and onboarding process for new ASEs. The Union shall be provided 30 minutes for Union orientation at any University, Hiring Unit, or Department-wide orientation for new ASEs, to distribute materials, including Union membership application and dues deduction authorization. Such meetings shall count toward the workload expectation. Upon request from the Union and not more than once per quarter, departments will provide time and space for a 30-minute Union orientation with newly hired ASEs that have not previously attended a University, Hiring Unit or Department-wide orientation for new ASEs. Such orientation time shall count toward the workload expectation or be paid according to the ASE’s hourly wage. Departments will encourage new ASEs to attend these orientations. The University and the Union shall meet semi-annually to discuss the efficacy of this provision.

Section 6. The University agrees to furnish conference and/or meeting rooms for Union meetings upon prior request by the Union in accordance with University policy and cost.

Section 7. The Union may designate a number of stewards appropriate to the size of the unit who shall be members of the bargaining unit. A steward who is processing a grievance in accordance with the grievance procedure of this Agreement shall be permitted reasonable paid release time to meet with University representatives and process the grievance. Time off for processing a grievance shall be granted to a steward by a supervisor following a request, but in consideration of job responsibilities. If permission for time off cannot be granted, the University shall arrange for time for release time off at the earliest possible time thereafter. The University will work in good faith to find ways to allow ASEs designated as stewards the time necessary to perform their responsibilities, which may include a reduced work assignment for the ASE. The Union will work in good faith with the University in the designation of stewards so as to avoid appointing a steward in situations that would create a hardship to the University.

Section 8. The Union will submit to the Office of Labor Relations the name of each steward and the assigned jurisdiction of the steward. In the event of a re-designation of stewards, notice shall be provided to the University at least two days prior to the date such steward is recognized. Stewards will only process grievances within their steward jurisdiction, unless otherwise mutually agreed.

Section 9. The University shall provide paid release time for up to five (5) ASEs designated by the Union for the purpose of bargaining a replacement agreement.

Section 10. The University will provide a bulletin board space for the Union in those Departments where ASEs work.

Section 11. The University shall furnish an electronic copy to the Union of the Annual Graduate Student Financial Support Summary Report (ethnic breakdown).

Section 12. New ASE Rights.

1. The University shall provide each new ASE, at the same time as providing forms required for new employment (e.g. W4 and I9), introductory materials from the Union, including a Union Membership Election Form and Voluntary Community Action Program (VCAP) form.
2. In exceptional situations where the ASE has completed other required employment forms before they are hired into the bargaining unit, the University shall provide introductory materials from the Union, including a Union Membership Election Form and Voluntary Community Action Program (VCAP) form, at the time they are hired into the bargaining unit.
3. The University will make every reasonable effort to have completed Membership Election Forms and VCAP forms returned to the Union within ten (10) calendar days of receipt and to notify the Union within ten (10) calendar days of all new ASEs hired to include name, home Department/Hiring Unit, job code, home address, mail stop, Employee Identification Number, and appointment start date. The University shall meet with the Union to develop the method of notification.

Section 13. Training. Prior to the start of Fall Quarter 2024, the parties will jointly develop training for management summarizing changes from the prior collective bargaining agreement. The University and Union shall meet quarterly to discuss any training needs related to contract administration.

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Article 30 – Union Security

Section 1. Union Membership.  Employees who are covered under this Agreement may choose to execute a Union membership and payroll deduction form. The UAW will provide the University with the formula for calculating the dues and initiation fees.

Section 2.Upon ratification of this Agreement, the Union shall notify all ASEs of the option that they may join the Union. The notice shall include an application for Union membership card and a dues authorization card. The notice shall be provided to all ASEs both electronically and in hard copy.

1. The Union shall transmit to the Employer via a web based electronic reporting system, by the cut-off date for each payroll period, the name and Employee ID number of employees with new or changed deduction authorizations. The Employer will provide instructions and templates for the web based electronic reporting system and provide a calendar of required payroll cut-off dates.

Section 3. Upon notification from the Union of an ASE’s written authorization, the University shall deduct Union dues from each paycheck, and remit the same together with a list of names of the ASEs from whom deductions were made. The list shall contain: the employee’s name, unique ID number, home Department, amount of dues/initiation fees/VCAP deducted and gross wages. The University shall transmit this data in electronic format.

Section 4. Payroll deduction notifications will be processed in the pay period received. Payroll deduction notifications received by the deduction cutoff deadline for a pay period will be processed for the payday that corresponds to that pay period. The University is not required to make retroactive deductions if an employee is out on an unpaid leave of absence or other unpaid status. The University will determine the deduction cut-off deadline for each pay period and inform the Union in writing of all such deadlines, or changes to deadlines, as soon as is practicable but no later than two (2) weeks prior to the implementation of a new deadline.

Section 5. The University shall electronically transmit to the Union on the first bank working day after each payday all dues, initiation fees, and VCAP deducted for that pay period.

Section 6. The Union specifically agrees that the University shall assume no obligation other than that specified in this Article, or any financial liability, including the payment of any retroactive dues/service fees, arising out of the provisions of this Article. Further, the Union agrees that it will reimburse the University for any costs, and indemnify and hold the University harmless from any claims, actions, or proceedings by any person or entity arising from any deductions made or other actions taken under this Article. This indemnification includes the cost of representation.

Section 7. If an ASE contacts the University to request that payroll deduction be ended, the University will promptly refer the ASE to the Union to process the request. The University may request a copy of an employee’s signed card at any time.

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Article 31 – Voluntary Community Action Program (VCAP)

Upon presentation of a legible signed authorization form executed by an ASE, the University agrees to provide a voluntary check off for the UAW Voluntary Community Action Program (VCAP) in accordance with the following provisions:

A. The authorization form must be mutually agreed upon by the parties and contain specific UW payroll language as determined by the University. If the authorization form is not legible, as determined at the sole discretion of the University, the form will be returned for clarification;

B. The ASE must be an active dues paying member for the VCAP deduction to occur;

C. The VCAP deduction must be in a flat dollar amount and shall either be deducted from the ASE’s first paycheck of the month, or will be divided equally between the two monthly paychecks, as determined by the University;

D. This provision is for regular recurring payroll deductions and shall not be used for one-time deductions;

E. An ASE may discontinue the VCAP deductions at any time upon written notification to the Payroll Office;

F. The UAW shall be responsible for any reasonable initial and ongoing processing costs associated with setting up and maintaining this additional check off. Costs will be determined at the sole discretion of the University consistent with charges made for other similar deductions. VCAP collections less any processing charges will be remitted to the UAW VCAP on a monthly basis. The remittance listing for this deduction will be added to the Union deduction information already provided to the Union;

G. The Union and each ASE authorizing the assignment of wages for the payment of voluntary political action contributions hereby undertakes to indemnify and hold the University harmless from all claims, demands, suits or other forms of liability that may arise against the University on account of any deduction made from the wages of such ASE.

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Article 32 – Vacation

Section 1.

(A) A salaried ASE with a 50% or greater FTE appointment for twelve months will receive a minimum of twenty (20) hours per quarter of paid vacation time off to be awarded on a quarter-by-quarter basis, including summer quarter, for a total 12-month minimum award of 80 hours of paid vacation time off. Vacation time off will be awarded each quarter during an annual appointment period in which the ASE has a start date in Workday. An eligible ASE will be awarded vacation time off at the start of the payroll period for each quarter.

(B) A salaried ASE with a 50% or greater FTE appointment for less than twelve months shall have vacation time off prorated based on the number of quarters of their appointment. Vacation time off will be awarded each quarter during an annual appointment period in which the ASE has a start date in Workday. An eligible ASE will be awarded vacation time off at the start of the payroll period for each quarter.

(C) A salaried ASE with an appointment of less than 50% FTE of any duration will receive an award of paid vacation time off prorated based on both the number of quarters and their appointment FTE. Vacation time off will be awarded each quarter during an annual appointment period in which the ASE has a start date in Workday. An eligible ASE will be awarded vacation time off at the start of the payroll period for each quarter.

(D) Hourly ASEs shall not receive vacation time off.

Section 2. There will be no reduction in pay or benefits for vacation time off. Vacation time off shall be taken during academic quarter breaks, except when used as a Paid Family and Medical Leave (PFML) supplemental benefit, or as otherwise mutually agreed to by the ASE and a supervisor. All vacation time off requests must be submitted according to Departmental policy and effective September 16, 2022, time off use must be recorded and tracked using Workday. Unused vacation time off is not paid at separation and is not eligible for shared leave donation. Vacation time off does not expire until the end of the annual appointment period, it is available for salaried ASEs who move in and out of represented positions within an annual appointment period so long as they are within the bargaining unit described herein.

Unused vacation time off does not roll over from one academic year to another and expires at the end of each annual appointment period.

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Article 33 – Wages

Section 1. The University shall increase compensation for ASEs over the life of the agreement as follows:

1. Effective July 1, 2024:
   1. The base rate shall be increased by a market adjustment of:

a. Premaster base 12%

b. Intermediate 9.5%

c. Candidate 7%

1. 2. ASE variable rates shall be increased by a minimum of 3%, or the percentage needed to match the corresponding 2024/2025 salaried non-variable rate, whichever is greater.
   3. The minimum ASE hourly rates shall be increased by a market adjustment of 8%.

2. Effective July 1, 2025:
   1. The base rate shall be increased by a market adjustment of 10%.
   2. ASE variable rates shall be increased by a minimum of 2%, or the percentage needed to match the corresponding 2025/2026 salaried non-variable rate, whichever is greater.
   3. The minimum ASE hourly rates shall be increased by a market adjustment of 5%.
3. Effective July 1, 2026:
   1. The base rate shall be increased by a market adjustment of 10%.
   2. ASE variable rates shall be increased by a minimum of 2%, or the percentage needed to match the corresponding 2026/2027 salaried non-variable rate, whichever is greater.
   3. The minimum ASE hourly rates shall be increased by a market adjustment of 5%.

In the event the Washington State Legislature invalidates a provision of this section, the parties will meet and negotiate over the invalidated provision, pursuant to RCW 41.56.

Section 2. ASEs shall be eligible to receive automatic pay increases in accordance with Article 15 (Job Profiles and Classifications). Any such increases shall be in addition to the wage increases described above.

Section 3. The University will continue its existing practice with regard to Summer Quarter stipends, except that stipends for TAs hired for two (2) months during the Summer will be 20% higher than during other quarters of the Academic Year.

Section 4. ASEs shall continue to have access to the University of Washington’s Section 403b Voluntary Investment Program.

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Article 34 – Washington Paid Family and Medical Leave Program

Section 1. Washington Paid Family and Medical Leave Program (PFML). The parties agree that the provisions of  Title 50A RCW et seq. apply to the application of the Washington PFML program to eligible bargaining unit employees. An employee’s eligibility for and approval of leave for purposes as described under the PFML Program shall be in accordance with RCW 50A.15. In the event that the legislature amends all or part of RCW 50A, those amendments are considered by the parties to be incorporated herein. In the event that the legislature repeals all or part of RCW 50A, those provisions that are repealed are considered by the parties to be expired and no longer in effect upon the effective date of their repeal.

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Article 35 – Workload

Section 1. At the time of appointment, the University will inform the ASE of the percentage FTE of their appointment or, for hourly employees, the hours expectation of their appointment.

Section 2. ASEs with a 50% FTE appointment will not be required to work for more than 220 hours per quarter. ASEs with a 50% FTE appointment shall not be required to work more than an average of 20 hours a week, and shall not exceed 30 hours in a given week except by the ASE’s consent. Alternate percentage appointments will be directly proportional to the 50% FTE appointment in relationship to workload per week and per quarter. The 220 hour workload expectation will not be reduced by holidays (including personal holidays) or the use of paid vacation time off. For unusual work assignments, such as those associated with research conducted in remote locations or those where the nature of the job duties requires the use of specialized instrumentation at specific intervals of time, an ASE may expect greater variations within a given week’s work schedule provided the ASE has been notified in their appointment letter of the unusual nature of their job duties.

Section 3. Assigned workload is measured by how many hours the University could reasonably expect an ASE to take to satisfactorily complete the work assignment so as to maintain excellence in teaching, research, and service. An ASE should initiate discussions with their supervisor as soon as the ASE anticipates any workload related issues that would result in working more than 220 hours in a quarter. Before workload hours are exceeded, the Department will offer the ASE additional paid hours for the excess workload or relieve the ASE of the excess workload.

Section 4. Any work assignment, prep work, training, job-specific orientation, required meetings, required conferences, and tutee no-shows (including duties that occur outside of the Academic Term) shall be included in the total workload for the quarter. Workload does not include courses in general pedagogy or remedial courses required to meet minimum eligibility requirements (e.g. ESL 102) in which ASEs are required to be enrolled for credit. The use of paid sick time off per Article 17 during the Academic Quarter is included in the total workload of 220 hours per quarter. The use of paid vacation time off per Article 32 – Vacation is not included in the total workload expectation of 220 hours per quarter. Hourly ASEs who participate in any training and job-specific orientation that is required as a condition of their employment shall be paid at their normal hourly rate.

Section 5. Required meetings will be held during the normal work hours at an on-campus or off-campus site in proximity to where the ASE usually works, or at a location agreed to in advance by the ASE.

Section 6. In the case of change of ASE job assignment, any work completed in the original assignment will count toward the hour limit for the quarter.

Section 7. Both parties understand that the published University calendar governs the work of all bargaining unit members, and in some Academic Quarters examination schedules may conclude several days beyond the last pay period of the three month appointment. ASEs appointed in these quarters recognize that their obligation extends to grading exams and/or papers submitted at those times, and other similar duties as assigned.

Section 8. Workload assigned to an ASE under this article is separate from the academic expectations associated with thesis and dissertation research that is expected pursuant to 600-, 700-, and 800-level course work. This Agreement should not in any way be construed as imposing a limit on the amount of academic work necessary for a student to make satisfactory academic progress toward their degree.

Section 9. Hourly ASEs will not be required to work more hours than specified in the appointment letter, or to work any hours for which they are not paid. Hourly ASE appointments and schedules will be made in accordance with Student Hourly Employment Work Hours Limits Policy and the Student Hourly Employment Eligibility Policy: https://hr.uw.edu/studentemployment/.

Section 10. If an ASE is assigned to hold an instructional position in which they believe that a change from a previous quarter may negatively affect their ability to satisfactorily complete the work assignment so as to maintain excellence within workload limits, the ASE shall have the right to request and meet with their supervisor as soon as practicable regarding the issue. Such changes include but are not limited to enrollment increases, volume and structure of assignments, grading responsibilities, and alterations to the responsibilities of an ASE as a mentor or a supervisor for other ASEs. If, after these discussions, the ASE determines that their assignment will still exceed workload limits, as defined by this article, the ASE may pursue their rights under this article.

Section 11. The Union-Management Committee will be empowered to discuss issues relating to workload, including but not limited to class size and the criteria and decision process governing the hiring, work assignments, evaluation, and reappointment of ASEs.

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Article 36 – Workspace and Materials

Section 1. The University shall provide reasonable access to facilities, services, texts, and instructional support required for the position. Examples of access that may be required include, but are not limited to:

1. Office and desk space and telephone;
2. A computer with internet access;
3. Storage and laboratory space;
4. Mailbox;
5. Office supplies;
6. Texts and/or reading material;
7. Printing facilities; and
8. Equipment to perform research required for the appointment.

Section 2. If provided prior written approval of the Department Chair or designee, an ASE shall be reimbursed for required job related materials and services that are not provided to the ASE by the Department. If no written approval is granted, ASEs will not be required to purchase job related materials and services. ASEs can request job related materials from their Department.

Section 3. Before an ASE’s work location is moved, or before there is a substantial alteration of the ASE’s work space, the affected ASE normally shall be notified at least thirty (30) days before the change is to take place. In the event thirty (30) days’ notice is not feasible, the ASE shall be notified as soon as reasonably possible.

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Article 37 – Immigration Status and Work Authorization

Section 1. Joint Union-Management Committee. The Union and University, including a representative of the University’s International Student Services (ISS) office, shall meet upon request up to four (4) times per calendar year to discuss issues arising from academic student employment, immigration status, and work authorization. The parties may add additional meetings by mutual agreement.

Section 2. Work Authorization. If the University is not able to lawfully employ or continue to employ an ASE as a result of the ASE’s immigration status, upon request, the University agrees to meet with the ASE and the Union to discuss possible employment or re-employment scenarios. The University agrees to make reasonable efforts to employ or re-employ the ASE as soon as possible after they have notified their Department of their work authorization or immigration status that lawfully permits them to work as an ASE.

Section 3. Immigration-Related Time off. ASEs may request and be granted up to four (4) hours of paid immigration-related time off annually when given one (1) week’s prior notice to attend any appointments, hearings, and/or proceedings related to their own immigration or citizenship status scheduled by federal immigration officials or the U.S. Department of State. Additionally, the University will not unreasonably deny requests for vacation time off for the purpose of attending appointments, hearings, and/or proceedings related to immigration or citizenship status of the ASE’s spouse, registered domestic partner, child, or parent scheduled by federal immigration officials or the U.S. Department of State. All vacation time off requests must be submitted according to departmental policy. The University may require proof of the appointment and/or hearings and proof of the family relationship for any time off requested in this section. Immigration-related time off will not count towards an ASE’s workload requirement.

Section 4. Nothing in Section 2 regarding the determinations of whether to employ an ASE is subject to the grievance process.

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Article 38 – Reasonable Accommodations

Section 1. The University and the Union are committed to providing reasonable accommodation to employees with disabilities. The University’s disability accommodation interactive process is designed to explore reasonable accommodations for employees with medical conditions or disabilities. The Employer and Union will comply with all relevant Federal and State laws, regulations, University executive orders and the provisions of University of Washington Administrative Policy Statement 46.5 on Reasonable Accommodation of Employees With Disabilities.

Section 2. The Human Resources Consultant (HRC) for the ASE’s employing Department provides services to ASEs with disabilities, including accommodation advice and resources. Accommodations are provided on an individual basis and created in collaboration with the requesting employee, the appropriate University personnel, and the Disability Services Office.

The University will send an annual communication to all managers regarding their role in the accommodation process. Upon request and no more than once per Academic Year, the Union and the University will meet to discuss training and guidance materials provided to supervisors. The purpose of these meetings is information sharing only.

Section 3. Accommodation Process. An ASE who believes that a medical condition is affecting their ability to perform their job, may begin the interactive accommodation request process. An employee may contact the Disability Services Office, their HRC, their department or unit HR representative, or their supervisor to begin the accommodation request process. An employee is not required to begin the request process by contacting their supervisor. An employee is not required to disclose their medical reason for an accommodation with their immediate supervisor.

ASEs requesting accommodation and the University will cooperate during this interactive process of discussing the need for and possible form of any accommodation. The Employer may require supporting medical documentation and may require the ASE to obtain a second medical opinion at the Employer’s expense. Medical information disclosed to the University will be kept confidential and stored separately from the employee’s Official Personnel File. The University will respond to completed accommodation requests as soon as possible. The employee may elect to be accompanied by a Union representative at scheduled meetings throughout this process.

The supervisor/Department administrator, in consultation with the HRC, shall explore whether providing a temporary work adjustment is reasonable, prior to an accommodation being implemented. The University has sole determination of the temporary work adjustment, including the ability to provide such temporary work adjustment, consistent with the interactive process. The Employer will determine whether an ASE is eligible for a reasonable accommodation and the final form of any accommodation to be provided. Accommodation implementation decisions will be communicated in writing to the ASE and their employing department.

Section 4. An ASE who is unable to perform the essential functions of their position due to disability may be separated from service after the Employer has made good faith efforts to reasonably accommodate the employee’s disability in accordance with applicable state and federal law. The employee will be provided written notice of the disability separation. Medical separation is not a corrective action.

If the University determines that disability separation is appropriate and that no reasonable accommodation can be made, the ASE will be given written notice of the disability separation. The University shall provide a copy of the disability separation notice to the Union within five (5) working days of providing the notice to the ASE.

Section 5. Pregnancy Accommodation The Employer and the Union will comply with all relevant Federal and State laws, regulations, and executive orders and with the provisions of Washington Administrative Policy Statement 46.7 Reasonable Accommodation of Pregnant Employees. The University and the Union are committed to providing reasonable accommodation to pregnant employees.

A. The following pregnancy-related accommodations shall not require health care provider certification and are not subject to an employer’s claim of undue hardship:

1. Providing more frequent, longer, or flexible restroom breaks;
2. Modifying a no food or drink policy;
3. Providing seating or allowing the employee to sit more frequently if their job requires them to stand; and
4. Restricting lifting to 17lbs. or less.

B. An employee’s pregnancy or pregnancy-related health condition may also be accommodated as follows:

1. Job restructuring, part-time or modified work schedules, reassignment to vacant position, or acquiring or modifying equipment, devices, or an employee’s work station;
2. Providing for a temporary transfer to a less strenuous or less hazardous position;
3. Providing assistance with manual labor and limits on lifting;
4. Scheduling flexibility for prenatal visits; and
5. Any further pregnancy accommodation an employee may request.

With respect to these accommodations, the University may request an employee provide written certification from their treating health care provider regarding the need for reasonable accommodations.

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Article 39 – Duration

This Agreement shall become effective and will remain in effect from the date of membership ratification or May 1, 2024 whichever is later until April 30, 2027, unless mutually extended by the parties.

The initial bargaining session will take place no later than February 1, 2027.

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Appendix I – GAIP Group Medical Plan Summary

Appendix I – GAIP Group Medical Plan Summary 

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Letters of Understanding

A: Workers Compensation

The University and the UAW hereby agree that all job titles in the bargaining unit shall be covered by worker’s compensation insurance with the exception of employees in stipend-only job classifications.

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Memoranda of Understanding

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Empowering Prevention and Inclusive Communities (EPIC)

During negotiations for the 2024-2027 successor agreement, the parties reached agreement on a program for the following regarding Sexual Harassment and Prevention Training. The program will expire on April 30, 2027 unless mutually agreed by the parties.

The University and Union shall jointly offer and make available in-person sexual harassment prevention and response training for incoming ASEs. Hours to attend the trainings will be included in the required workload for salaried ASEs and paid at the hourly rate for hourly ASEs once.

The University and the Union will meet during Summer Quarter to discuss the goals, including the training plan, of the EPIC program for the upcoming Academic Year.

Content of trainings:

• Sexual harassment training shall focus on preventing sexual harassment and discrimination and responding appropriately to it when it does occur. The training shall include skill building, shifting behaviors, and bystander intervention strategies.
• The trainings shall include identification and discussion of intersectional power dynamics in ASE work situations.
• The content of the trainings will be developed and modified over time jointly between the University and the Union.

ASE hiring and supervision:

• Eligible graduate students will be hired through the open hire process. The hiring committee shall consist of two (2) Union representatives, one (1) Academic Department representative and one (1) Safe Campus representative. The University and the Union shall jointly agree upon the ASEs to be appointed as trainers.
• Safe Campus will be responsible for joint development of the program. Safe Campus will be responsible for supervision of the program and ASE employees.
• The University will hire three (3) 50% FTEs each quarter to jointly administer the EPIC training  with the University. For the duration of this agreement and through Spring Quarter 2027, the University will provide Summer Quarter funding for three (3) 50% FTE ASEs. Appointment and compensation will be based on RA/TA/SA pay standards in the ASEs home Academic Department such that ASEs shall incur no loss or benefit from appointment to the trainer position. Appointments will be made within two (2) months of ratification of this agreement.
• Preference shall be given to candidates who can commit to at least one Academic Year.

Joint training initiative:

• A train-the-trainer model will be implemented under which trainers will facilitate the training after an initial period of development and deployment with Safe Campus staff. Safe Campus will continue to monitor and check in with trainers as training is deployed. The characteristics of this model will include:
  • Facilitation skill building
  • Content familiarization
  • Training mock run-through
  • First delivery
  • Evaluation and modification period
  • Updating presentation (continual evolvement)
  • Scheduling – signup, communication, etc.

Delivery of training:

• The University will strongly encourage all incoming ASEs to attend EPIC training.
• An additional two (2) trainings will be conducted each Fall for ASE stewards and Union elected leaders.

Training size and duration:

• In order to maximize the participant learning experience, sessions will be held with 25 – 50 attendees. Trainings shall be held at the Department or Hiring Unit level for Departments or Hiring Units when enough participants register. When individual Departments or Hiring Units have too few participants to hold their own session, they shall be combined with other similar Departments or Hiring Units. Open sessions will be offered for ASEs who miss their program session offering.
• ASEs who miss their program session offering may attend other sessions as space allows.
• Trainings shall be developed to last three (3) hours.
• Each training shall include time for participants to complete training evaluations. Trainers will analyze participant evaluations and jointly with the University will hold ongoing conversations about how to best adapt and improve the training program.
• ASEs beyond their first year may participate in the training as space is available.

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EPIC Trainers

The parties reached agreement on trainers for the Empowering Prevention and Inclusive Communities (EPIC) training program.
The University and Union agree that one (1) 50% FTE ASE position may be used to fill two (2) of the four (4) 20% FTE RSE and/or Postdoc EPIC training positions when the RSE and/or Postdoc positions are unfilled. If an ASE position is offered in lieu of two (2) RSE and/or Postdoc EPIC training positions, those two (2) training positions are considered filled for the duration of the ASE’s appointment.

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Time Off Tracking in Workday

During negotiations for the 2021-2024 successor agreement, the parties reached agreement regarding Time off tracking in Workday, effective September 16, 2022.

The parties agree that upon request during Fall Quarter 2021, either party may initiate discussions regarding the process of implementation of requesting, recording, and tracking holidays, vacation, and leaves in Workday, as also identified in Articles 10, 17, and 32.

The parties will agree upon the language the University uses to communicate to Departments and Hiring Units regarding the implementation of requesting, recording, and tracking holidays, vacation, and leaves in Workday. The parties agree to make good faith efforts to produce the language as described above in order to provide the communication to Departments and Hiring Units prior to Fall Quarter 2022.

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Tracking Discrimination

During negotiations for the 2024-2027 successor agreement, the parties reached agreement regarding Tracking Discrimination.

On an annual basis, the following groups will prepare an assessment report, which will at a minimum include information quantifying reports of discrimination, harassment, and retaliation. An electronic copy of each report will be made available to the Union.

1. Civil Rights Investigation Office
2. Safe Campus
3. UW Human Resources Campus Operations Investigations